Documenting proof of delivery for insurance audits

In the building materials business, getting products to the right job site on time is critical—but equally important is being able to prove that it happened. Whether it’s an insurance audit, a customer dispute, or a damage claim, clear documentation of delivery can protect your business.

Here’s how to properly document proof of delivery (POD) and what insurance auditors typically look for.

Why Proof of Delivery Matters

Validates completed transactions

Protects against customer disputes or chargebacks

Supports insurance claims for loss, damage, or liability

Reduces risk of non-payment due to delivery questions

In short, it’s your paper trail—and without it, you’re exposed.

Key Elements of Strong POD Documentation

Customer Information

Name, address, contact person, job site location

Date and Time of Delivery

Including timestamps for when the truck arrived and left

Detailed Product List

Include item numbers, quantities, and condition at the time of delivery

Signature Confirmation

Customer or site manager signature with printed name

Digital signatures are increasingly accepted

Photographic Evidence (Optional but recommended)

Photos of materials on site, especially for high-value or weather-sensitive loads

Driver Notes or Exceptions

Document if site was closed, material was refused, or anything unusual happened

Digital vs Paper POD

Modern ERP systems now offer digital POD features, including:

Mobile signature capture

Real-time upload to the order record

GPS and timestamp logs

Photo attachments from driver devices

Going digital not only speeds things up—it protects your business with better, searchable records.

How to Prepare for Insurance Audits

Maintain POD records for at least 2–3 years

Make sure all signed documents are backed up (digital copies preferred)

Ensure your delivery team is trained to collect complete documentation every time

Review POD records regularly to catch missing or incomplete entries

Bottom Line: In the event of a claim or audit, proof matters more than memory. A solid POD process helps you stay covered—and keeps customers honest.