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.
