Proof of delivery (POD) is a method to establish the fact that the recipient received the contents sent by the sender. When the sender sends multiple documents through mail or through a courier service, there is a possibility of some not reaching the intended recipient.

Proof of delivery becomes very important when legal and financial documents are to be exchanged between two parties. Commercial fleet operators also need to be able to confirm proof of delivery of goods to their customers.

It is very common for vendors to send invoices with the supporting documents to customers. Most customers now deliver their own goods and have a customer sign the POD. A few days later, when the accounts department is chasing the customer for payment, the customer says they never received one of the items or then never received the invoice.

With a document management system in place, rather than going into another office to find the paper-work stored in an ever-growing pile of files and folders, the accounts personnel can key in the order number, click search and retrieve the signed POD in a few seconds. They can then email it onto the customer. With the query settled, payment can be collected. Thus it leads to a better cash flow too.

If you are considering the implementation of a document management system for your business, but you are still on the fence when it comes to selecting the right solution, please e-mail us on and we will be glad to assist you.