When to use: Run by the driver at delivery and by the back office before the invoice goes out.
At delivery — the driver
- Receiver counts the freight and the count is recorded on the delivery receipt or BOL.
- Any damage, shortage, or refusal is noted on the document at the door, not later.
- Signature includes a printed name and the delivery date and time.
- Photograph the signed document — legible, all corners, no glare.
- Capture the lumper receipt at the dock if there was one.
- Capture a scale ticket if the load was weighed.
Before the invoice — the back office
- POD is legible and shows date, time, printed name, signature, and count.
- Exceptions on the POD match (or explain) any accessorial being billed.
- Rate confirmation is on the load and matches the invoice.
- Every accessorial line has its supporting document attached.
- Documents are named/tagged to the load so they can be found in a dispute.
No POD, no invoice — and no defense if a claim lands weeks later. "Delivered clear" (signed, no exception noted) is what closes out a damage claim the receiver did not record.
A lost lumper receipt is usually a lost reimbursement.
Guides: From documents to billing: getting paid faster
Questions: What causes chargebacks and how do I prevent them?, Should I use factoring or quick pay?
Terms: Proof of Delivery (POD), Bill of Lading (BOL), Lumper Fee, Weight Ticket
In Trailflow: document capture.