How does an electronic proof of delivery (EPOD) system work?

Posted by Matthew Turner 22 Jan, 2016

How does an electronic proof of delivery (EPOD) system work?

Good communication is essential to success in business. And in the logistics industry, customers expect to know where their orders are.Like our LinkedIn page here for further industry news and tips

That’s why Electronic Proof of Delivery (EPOD) systems are so important. They present an efficient, modern approach to distribution that allows transport companies to provide better customer service throughout the delivery process.

Why businesses need electronic proof of delivery

Many large operators still rely on employees manually filing delivery paperwork and entering data into IT systems. This not only creates huge workloads, but also introduces the risk of human error and delays. Today’s logistics industry operates at a faster pace than ever before, and customers have grown to expect next-day or even same-day delivery on urgent orders. When it comes to this speed of service, it’s difficult for paper-based systems to keep up.

EPOD solutions are generally implemented alongside Transport Management Systems (TMS) and Enterprise Requirements Planning Systems (ERP), and enable the electronic exchange of transaction details such as purchase orders, invoices, shipping details, product specifications and price quotes. So what can this achieve for transport managers?

Increased productivity

Paper proof of delivery systems typically involve clipboards full of notes and dodgy biros, and can easily be misread or misplaced entirely. In contrast, EPOD systems can help to streamline your delivery driver’s day.

Using a handheld mobile device, deliveries can be checked against order records at any location, and drivers can immediately deal with product returns, updated order details and requests for printed invoices. As a result, your employees are able to offer a more responsive, accurate and efficient service.

By automating these routine tasks, you can also increase productivity across your workforce and reduce operating costs. Employees are better equipped to serve customers and can focus their attention on providing brilliant logistics operations, while customers are able to get what they need as quickly as possible.

Improved customer service

EPOD systems can also help you to provide a personal service which takes into account individual customer needs, even if you operate a large delivery fleet. Drivers are able to make notes at individual drop offs, recording customer preferences for future deliveries. Customer records are updated immediately to include these preferences, which can then be observed by any driver in your fleet.

Customer complaints can also be handled effectively. Drivers are able to record any problems at the time of delivery, enabling you to address the issue as quickly as possible. The system can even be used to conduct customer surveys, collecting valuable feedback on-the-go in a matter of seconds.

Helping your business to reduce risk

Finally, EPOD software reduces the many risks associated with paper records and invoicing. On top of your company now having a better environmental footprint, physical documents can no longer be damaged, lost, misread or misfiled. Instead, everything is recorded and tracked digitally.

Data can also be shared with other IT systems, so there’s no delay in information flow across various departments. Any problems can be dealt with in real time, providing great risk limitation.

Want to know how electronic proof of delivery can help your business?

Check out our infographic, and discover 10 benefits EPOD could offer to your delivery business in 2016.

Topics: Proof of delivery