Steplane › Guides › Proof of delivery process
Updated 19 October 2026 · Written by Paul, founder of Steplane, a logistics process specialist with over 13 years in logistics, including at some of the biggest freight forwarders in the world.
In short: A proof of delivery process gets a valid, signed POD into the job file soon after every delivery, so the invoice can go out the same day. A valid POD shows who received the goods, where and when, how many packages, and their condition, with any remarks. Missing PODs are chased from the first working day.
Many late invoices in road freight are not billing problems. They are POD problems: the signed CMR or delivery receipt is still in the cab, in a carrier's inbox or on a driver's phone. The step table below fixes that with one owner, one trigger and one record per step.
Covers EU and UK road freight under CMR and US freight under the bill of lading. General information, not legal advice.
| Item | EU and UK road (CMR) | US (bill of lading or delivery receipt) | Why it matters |
|---|---|---|---|
| Shipment reference | CMR number and your job number | BOL or PRO number and your load number | Links the POD to the right invoice |
| Receiver's name and signature | Box 24 signed, with a printed name | Signature and printed name | Shows who took the goods |
| Company stamp | Consignee's stamp in box 24 | Often not used; printed name and title instead | Shows the goods reached the right company |
| Date and time | Date, plus arrival and departure times | Date and time, plus in and out times | Starts claim deadlines and proves waiting time |
| Quantity | Packages received vs packages on the note | Pieces received vs pieces on the BOL | Shortages must be noted here |
| Condition and remarks | Reservations for visible loss or damage | Exceptions: damaged, short, refused | A clean POD makes a later claim much harder |
| Seal number | If sealed: seal intact, number matches | If sealed: seal intact, number matches | Separates transit loss from loading errors |
| Legible copy | Full page, all boxes readable | Full page, all fields readable | Customers reject cut-off or blurred photos |
An electronic POD (e-CMR, app signature, photo with GPS and time) works if your contract with the customer and the carrier accepts it. Write that into the transport order and the customer terms.
| # | Step | Owner | Trigger | Record |
|---|---|---|---|---|
| 1 | Put the POD rule in the transport order: POD within [24] hours, payment terms start on receipt of POD and invoice | Operations | Booking the carrier | Transport order |
| 2 | Brief the driver: signature, printed name, stamp, times, count, remarks | Carrier or own fleet manager | Dispatch | Driver instructions |
| 3 | Get the signature and remarks at delivery | Driver | Unloading done | Signed CMR, BOL or e-POD |
| 4 | Send a photo or scan of the full POD | Driver or carrier | Same day as delivery | Photo or scan in the job file |
| 5 | Check the POD: legible, signed, dated, count matches, remarks read | Operations | POD received | Job status "POD OK" or "POD with remarks" |
| 6 | If there are remarks, open a claim file and send any notice in time | Claims owner | POD with remarks | Claims log entry |
| 7 | Log waiting time and extras shown on the POD | Operations | POD checked | Extras log |
| 8 | Hand the job to billing with the POD and extras | Operations | Status "POD OK" | Billing hand-off |
| 9 | Invoice with the POD attached | Billing | Hand-off received | Invoice and POD sent |
| 10 | Chase any POD still missing | Operations | Delivered, no POD after 1 working day | Missing POD list |
| 11 | File the original and the scan | Office | Invoice sent | Archive by job number |
Keep one list: every job delivered but without a checked POD. Review it every morning. A simple chasing plan:
| When | Action | To |
|---|---|---|
| Day of delivery | Ask for a photo of the signed POD before the driver leaves the area | Driver or carrier dispatch |
| 1 working day | Reminder by email or message, with the job number | Carrier |
| 3 working days | Phone the carrier; ask the consignee for its copy at the same time | Carrier and consignee |
| 5 working days | Hold the carrier's payment under the transport order terms; escalate to the manager | Carrier, your manager |
| 10 working days | Invoice with other proof (tracking, consignee email) if your customer accepts it | Your customer |
These intervals are a starting point. Set your own, and agree them with your carriers in writing. Holding a carrier's payment only works if the transport order says so.
| Topic | EU and UK (CMR) | US (Carmack) |
|---|---|---|
| Visible damage or shortage | Reservation at delivery, giving a general idea of the loss or damage (art. 30(1)) | Write the exception on the delivery receipt before signing |
| Hidden damage | Written notice within 7 days, Sundays and public holidays excluded (art. 30(1)) | Report as concealed damage as soon as found and request an inspection |
| Delay | Written reservation within 21 days (art. 30(3)) | Claim within the bill of lading time limit |
| Filing the claim | Court action within 1 year; a written claim suspends the period (art. 32) | At least 9 months to file; at least 2 years to sue from written disallowance (49 U.S.C. 14706(e)) |
| Carrier's answer | No fixed period | Acknowledge within 30 days; decide within 120 days (49 CFR 370.5, 370.9) |
The POD is the first document a claims handler asks for. Keep the original with the remarks; a photo cut off at the bottom often loses the one line that matters.
Example: a load is delivered on 3 March. Your payment terms are 30 days from invoice.
| POD same day | POD after 8 days | |
|---|---|---|
| POD in the file | 3 March | 11 March |
| Invoice sent | 3 March | 11 March |
| Payment due | 2 April | 10 April |
Eight days late on every load means eight more days of your money with the customer, while you have already paid the carrier or the driver. Measure it as POD return time and days from delivery to invoice.
Nine steps from the customer's order to the job handed to billing: a transport order (rate confirmation in the US version) with POD and payment terms, a booking checklist, a carrier register with a margin check, and a POD and billing hand-off. EU and US versions in Word and Excel.
Get the booking and carrier kit
€49 (about $55) per kit, one-time. EU and US versions. Any 3 kits €99, all 6 kits €199. 14-day money-back guarantee.
The signed document or electronic record showing who received the goods, where and when, how many packages and in what condition. In European road freight it is usually the signed CMR note; in the US, the signed bill of lading or delivery receipt.
A readable signature with a printed name, the date and ideally the time, the company stamp where used, the quantity received and any remarks on damage or shortage. It must be linked to the shipment by its reference.
Chase the carrier from the first working day, ask the consignee for its copy at the same time and, if your transport order allows, hold the carrier's payment until the POD arrives.
Many customer contracts require a POD with the invoice. Under the RHA Conditions of Carriage 2026, a UK haulier's customer cannot withhold payment for a missing POD unless it reported non-delivery within 48 hours (cl. 9(3)). Check your own terms.
No. Under CMR it is a reservation that protects your rights. The claim with an amount comes later, and court action must start within 1 year unless a written claim suspends the period.
At least until the claim periods have passed: 1 year after delivery under CMR, 3 years for wilful misconduct. US motor carriers keep records of freight delivered for 1 year under 49 CFR 379. Tax rules may require longer.
Often yes for invoicing, if the customer accepts it and the photo shows the whole page clearly. Keep the original for claims.
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