Close loads with proof-of-delivery and BOL checks
Delivery documents come in from drivers and carriers as photos, scans and emails. The system reads each proof of delivery and bill of lading, checks it against the load, and closes the load once it is complete and clean. Missing or exception-marked documents are chased automatically. For brokers and 3PLs waiting on paperwork to bill.
Function: Operations · Industry: Logistics
Close loads with proof-of-delivery and BOL checks
6 steps
At a glance
- Trigger
- A load is marked delivered, or a POD or BOL is received.
- Typical inputs
- POD and BOL images or PDFs
- Load record with consignee, pieces and weight
- Shipper billing requirements
- Driver and carrier contact details
- Systems it usually connects to
- McLeod
- Turvo
- Gmail
- Google Drive
- How the work splits
4 rules, 1 model, 1 person steps
How it runs, step by step
6 steps, each tagged by what does the work. Rules are fixed logic, a model reads or drafts, and a person decides.
- Rules Fixed logic in code
- Model AI reads or drafts, with a confidence score
- Person A named person decides
- 1
Read the document
ModelA model extracts signature, delivery date and time, piece count, receiver name and any written exception such as damage or shortage.
- 2
Match to the load
RulesThe reference numbers and consignee on the document are tied to the load, and unmatched documents go to an inbox queue.
- 3
Check against the load
RulesPiece count, delivery date and signature presence are compared with the load record and the shipper's billing requirements.
- 4
Chase what is missing
RulesIf a document is missing or unreadable, the carrier or driver gets a text or email request and a reminder on your schedule.
- 5
Review exceptions
PersonA coordinator decides how to handle shortages, damage notes and unsigned documents before the load can be billed.
- 6
Close the load
RulesClean loads are marked complete, documents are attached to the record and the load is released to billing.
Where people approve
The decisions that stay with your team, whatever the confidence score says.
- A coordinator reviews every document that carries a written exception.
- Loads with a short count are not billed until a person releases them.
- Overrides of a missing signature are logged with a reason.
KPIs to track
What to measure, before and after. Targets come from your own baseline.
- 01Days from delivery to documents received
- 02Share of loads closed without manual document handling
- 03Loads billed late because of missing paperwork
- 04Documents that needed more than one chase
Questions about this workflow
How well does it read driver photos?
Well on clear photos, less so on creased paperwork, glare and handwriting. Reads below your confidence bar are sent to a coordinator, and carriers can be asked to resubmit. We test it on a sample of your real PODs before launch.
Does it replace our TMS document workflow?
No. It reads and files documents into the TMS you already have, and uses its status fields. If your TMS already has a document module, we connect to that rather than build a parallel one.
Which steps use rules, a model and a person?
Rules: match to the load; check against the load; chase what is missing; close the load. Model: read the document. Person: review exceptions. Rules are fixed logic in code. A model reads or drafts and reports its confidence. A named person decides.
What do we need to start?
Typically: POD and BOL images or PDFs; load record with consignee, pieces and weight; shipper billing requirements; driver and carrier contact details. You also need read access to McLeod, Turvo, Gmail and Google Drive, or the equivalents you use. A workflow audit measures your volumes and past cases first, then gives a fixed price for the build, so you can decide with real numbers.