Proof of Delivery Mistakes to Avoid in 2025

You can’t collect fast—or protect your margins—without accurate delivery records.

In the building-materials supply chain, proof of delivery (POD) is more than a formality. It’s your final handshake with the jobsite, the document that secures your invoice, and the frontline defense against disputes. Yet even in 2025, many distributors still make avoidable POD mistakes—resulting in delays, write-offs, and damaged trust with contractors.

For companies like Buldix, where every load of drywall, engineered lumber, or roofing underlayment must be verifiable, getting POD right isn’t optional. Here are the top proof of delivery mistakes to avoid—and how to fix them now.

1. Relying on paper slips that disappear

Short-tail: “paper POD risks,” “switch to digital delivery proof.”

Lost paper PODs are still one of the biggest reasons AR teams can’t back up invoices. Drivers forget to collect signatures, jobsite supers misplace the slip, or copies fade in the cab of a truck.

Switch to mobile POD apps that capture digital signatures, geotagged timestamps, and itemized loads. These records sync directly to your ERP and CRM systems—ensuring they’re accessible to dispatch, accounting, and sales in real time.

2. Missing jobsite signatures from the right contact

Long-tail: “verify correct POD signoff,” “jobsite foreman proof of delivery.”

A signed POD is only valid if it’s signed by someone authorized. Too often, drivers rush the drop and get a signature from the wrong subcontractor—or no signature at all. When issues arise, that paperwork won’t hold up.

Train drivers to confirm the name and role of the signee. Use CRM jobsite records to pre-load expected contacts, and prompt drivers to log who accepted delivery—so accountability is clear.

3. Failing to document partial deliveries or substitutions

Short-tail: “partial delivery POD,” “material substitution recordkeeping.”

You delivered 80 out of 100 bags of mortar. Or substituted a different type of flashing. But your POD shows the full original load—no notes, no photos, no adjustments.

That mismatch becomes a billing dispute.

Use mobile POD tools that allow drivers to edit quantities delivered and mark substitutions. Add photos and jobsite notes to capture the reality of what was dropped. These updates should flow into the invoice and order history.

4. Skipping photo documentation for key SKUs

Long-tail: “photo-based POD,” “document high-value drops building supply.”

Photos aren’t just helpful—they’re essential for high-risk materials like drywall, trim, roofing rolls, and siding, where damage or misplacement claims are common. A clear photo of the drop, labeled with location and timestamp, helps resolve issues fast.

Make photo capture a required field for certain SKU categories, and tie them to the POD record within your ERP or dispatch software.

5. Not syncing POD data to ERP or CRM in real time

Short-tail: “POD ERP integration,” “real-time delivery confirmation.”

Too many distributors rely on drivers turning in PODs at the end of the day—or later. That delays invoicing, slows down cash flow, and leaves sales teams in the dark.

Use mobile apps or truck-mounted tablets that sync POD data back to your systems the moment it’s captured. This enables same-day billing, real-time customer updates, and faster dispute resolution.

6. Inconsistent formatting across drivers and yards

Long-tail: “standardized POD process,” “unified delivery documentation.”

One driver collects full signatures and photos. Another just checks a box. One yard uses digital PODs; another still prints carbon slips.

Inconsistent processes confuse AR, frustrate customers, and increase error rates.

Roll out a standardized POD template across all drivers and yards. Define:

Signature method

Required photos

Fields for partials, substitutions, and site notes

Timestamp validation

Consistency builds confidence—and compliance.

7. Ignoring jobsite-specific delivery instructions

Short-tail: “delivery note integration,” “drop location in POD.”

If your POD doesn’t confirm the load was dropped in the correct location—garage pad, left lot, rear slab—you risk redelivery or product damage claims.

Link your CRM’s jobsite notes to your POD system, so drivers can verify and document that instructions were followed. Use dropdown options to speed entry and reduce error.

8. No review process for POD exceptions or disputes

Long-tail: “POD discrepancy resolution,” “delivery issue review protocol.”

Even with a good system, problems happen. What matters is how fast and how clearly your team responds. If a contractor calls to dispute a load, your team should be able to:

Pull the POD record instantly

See who signed and what was noted

Access photos and timestamps

Create a POD review workflow that routes disputes to AR and sales within 24 hours. Track dispute frequency by SKU and customer to identify recurring issues.

Proof of delivery isn’t just a receipt—it’s a promise kept

In distribution, getting the materials to the jobsite is half the job. Verifying that delivery—clearly, completely, and credibly—is the other half. Done right, PODs reduce AR aging, prevent rework, and protect your brand.

Conclusion

For Buldix and other full-line suppliers, 2025 demands airtight delivery documentation. That means digitizing proof of delivery, standardizing process, syncing with systems, and making every jobsite drop a traceable, verifiable event.

Because the job isn’t done when the truck leaves the yard—it’s done when the drop is signed, sealed, and saved.