Proof of delivery softwarewith photo, signature and GPS at every stop
Every stop closes with evidence: a photo of the goods, the recipient's signature, the location and the exact time. Trazzo reconciles what was dispatched with what was delivered and releases the invoice the same day, without waiting for the paper delivery note to come back.
How do you verify deliveries without paper delivery notes?
You verify deliveries without paper when every stop closes with a digital record that brings together the photo, the electronic signature, the GPS location and the exact time, tied to the order and the delivery note. At the end of the day, the system matches what was dispatched, what was delivered and what came back, and surfaces only the differences. That way the invoice goes out the same day and every claim has evidence behind it.
Trazzo is Vantegrate's AI agent for the last mile, and it runs those checks from the driver app. This guide shows what to capture at every delivery, what to do when one goes wrong and which metrics to track. The proof of delivery glossary entry covers what a proof of delivery is and what it is for. Delivery verification is one of the functions of the AI agents for business that Vantegrate covers.
What every delivery records and how it helps with a claim
A delivery does not close by tapping "delivered". The driver fills in a record with several fields, and each one answers a different question when someone disputes the delivery weeks later. The definition of proof of delivery (POD) lives in the glossary; this is its operational version:
| Field | What it stores | How it helps with a claim |
|---|---|---|
| Photo | The unloaded goods, at the delivery point | Shows the condition the goods arrived in |
| Electronic signature | The recipient's signature, on the phone screen | Proves that someone accepted the delivery |
| GPS location | The coordinates at the moment the stop closed | Proves where the goods were unloaded |
| Exact time | The time of the actual event, even if the phone syncs later | Proves when it was delivered and whether it fell inside the delivery window |
| Received by | The name and, if your operation requires it, an ID number | Identifies the person who signed |
| Delivery note number | The delivery note or dispatch note your system issues | Ties the evidence to the commercial document |
| Quantity per line | What was received on each line of the order | Lets you accept or dispute a partial delivery |
| Customer stamp or document | A photo of the stamp or the receiving slip, if the customer uses one | Adds the proof the customer itself asks for |
Even with no signal: the app works offline. The route downloads at the start of the day and the evidence uploads on its own when the signal comes back, with the time of the actual event and not the time of the sync.
Failed deliveries: reason, action and who gets notified
The delivery that goes wrong is where the margin goes. In Trazzo the exception is not free text: the driver picks a standardized reason code and attaches the photo that backs it up. Each reason triggers a different action, and at month end you can see which one keeps repeating in the failed delivery rate.
In every case, the rest of the route sheet is recalculated live: the time freed up is reassigned and the control tower sees the delay before the customer calls.
| Reason | What Trazzo does | Who gets notified |
|---|---|---|
| Customer not present | Offers to reschedule in the same WhatsApp chat, and the stop goes back onto the route for the right day | The customer |
| Invalid or incomplete address | Sends the address to the exceptions queue, so it gets fixed only once | Operations |
| Damaged goods | Records the photo and opens the return in the reverse logistics workflow | The warehouse |
| Rejected over delivery note or price | Records the commercial reason and leaves the order open | Sales or accounts, not the warehouse |
| Outside receiving hours or no space | Records the attempt with its photo and leaves the stop to be rescheduled | Operations and the customer |
| Partial delivery | Records the lines received and the ones going back on the truck; the order stays with a pending balance | Back office |
The reasons and the action for each one are adjusted to your operation in the settings.
End-of-day reconciliation: dispatched, delivered and returned
When the workday closes, the question no GPS answers shows up: this went out, that was delivered, and where is the difference. Trazzo matches three sets: what was loaded onto the vehicle according to the dispatch order, what was confirmed in each proof of delivery and what came back to the warehouse with its reason. Differences show up by line, not by trip:
| Order line | Dispatched | Delivered | Returned | Result |
|---|---|---|---|---|
| Mineral water 1.5 L (6-pack) | 6 | 5 | 1 | Returned with photo: damaged goods |
| Soda 2.25 L (6-pack) | 10 | 10 | 0 | Closed |
| Juice 1 L (case of 12) | 4 | 3 | 0 | Open discrepancy: one unexplained case, with owner and time |
Illustrative example of an order from a beverage distributor.
Back in your system: the order is marked delivered, partial or rejected, the delivered goods come off the vehicle's inventory and the invoice is released with the proof attached. The back office closes the day with a short list of exceptions, not with a stack of delivery notes to type in.
Delivery metrics and how to calculate them
With every stop recorded, the metrics come out of the system and not out of a spreadsheet put together at month end. These are the ones operations and the back office track, with their formula.
To estimate what each failed delivery costs you, there is the last-mile cost calculator.
| Metric | How it is calculated | What it tells you |
|---|---|---|
| OTIF | Orders delivered on time and in full ÷ orders delivered | Whether you deliver what you promised, on time and in the right quantity |
| Failed delivery rate | Failed deliveries ÷ attempted deliveries | How many second trips your operation pays for |
| First-attempt delivery rate | Deliveries completed on the first visit ÷ attempted deliveries | The flip side of the previous one, the one used as a target |
| Open discrepancies | Lines with an unresolved difference at the end of the day | How much unexplained shortage the operation carries |
| Unloading time | Time the stop closed minus time of arrival | Which customers hold up the truck and throw the route off |
What it integrates with and what it does not do
Trazzo connects to the system where your orders already live: Salesforce, SAP, Oracle and Microsoft Dynamics through a direct connector, and any other system through API and webhooks. For a limited pilot you can also start with a file. The status of each delivery, its reason and the link to the evidence are written back to the original order.
And it is worth knowing what it does not do:
- It is not a TMS: it does not manage long-haul transport, it does not tender freight and it does not settle trips with carriers.
- It is not a WMS: it does not manage locations or picking inside the warehouse; it takes the order already prepared.
- It does not issue delivery notes: or tax documents either. Your system issues the delivery note, and Trazzo ties it to the delivery.
- It does not replace satellite tracking: it works alongside whatever you already have, because the position the app uses comes from the driver's phone.
Rollout in 4 to 8 weeks
The timeline holds when orders already come out of your system clean. What stretches it the most is the addresses: a customer master file with incomplete addresses has to be cleaned up before the first route.
Assessment
Weeks 1 and 2: we map your routes, vehicles, constraints and delivery points, and connect your ERP.
Configuration
Weeks 3 and 4: we configure the routing engine, the driver app and the exception reasons, and test with real routes.
Go-live
Weeks 5 to 8: phased go-live, driver training and in-field support during the first routes.
What large buyers demand
When a large customer measures OTIF, every delivery without proof can end in a fine. Public industry data, not Trazzo results.
90% and 95%
On-time deliveries and in-full orders Walmart requires from its suppliers
0.16%
Of cost of goods sold that Walmart suppliers pay in OTIF fines, according to Uber Freight
The 0.16% is an Uber Freight estimate based on its own customer base, cited by Logistics Viewpoints. Each buyer's OTIF requirement is its own policy and can change.
Trazzo, the AI agent for the last mile
Delivery verification is one of the things Trazzo handles. The same agent optimizes routes, guides the driver and lets your customer know the status of their order.
Trazzo
Last-mile route optimization
Trazzo is Vantegrate's AI agent for last-mile management: it optimizes routes, runs execution with a driver app, generates digital proofs of delivery and notifies your customers in real time.
Explore TrazzoSecure AI agents
Trazzo runs 100% on Salesforce and Oracle Cloud infrastructure, certified SOC 2 Type II and ISO 27001. Vantegrate enables, the customer operates and certifies.
See the security modelISV and Consulting PartnerRuns inside your Salesforce
Trazzo reads and writes your objects, respects your profiles and permissions, and works alongside Agentforce and your existing flows.
Vantegrate and SalesforceFrequently asked questions about proof of delivery software
What an operations or back-office manager asks before giving up the paper delivery note.
Does the digital record replace the delivery note?
Does the digital record replace the delivery note?
Not where regulations require one: it works alongside it and digitizes it. Your system still issues the delivery note, and Trazzo attaches the photo, the signature, the location and the time of the delivery to that number. What changes is that you no longer have to wait for the signed paper to release the invoice.
Does it work if the driver loses signal?
Does it work if the driver loses signal?
Yes. The route sheet and the data for each stop download at the start of the day, and the driver records deliveries in a basement or a rural area with no coverage. Photos, signatures and coordinates upload on their own when the signal returns, with the actual time of the event. What does need a connection is live re-optimization and notifying the customer.
Does it work if I deliver with contract drivers?
Does it work if I deliver with contract drivers?
Yes. Each contract driver or owner-operator is set up as a unit with its capacity and zone, uses the same app and leaves the same proof of delivery, so the evidence does not depend on who is driving. The only thing to agree on up front is that the driver uses the app. What a mixed-fleet operation looks like is covered in Trazzo for Ground Logistics.
Does the evidence back me up if the customer disputes the delivery?
Does the evidence back me up if the customer disputes the delivery?
That is what it is for. Every stop closes with a photo, an electronic signature, the location and the exact time, plus the name of the person who received it and the delivery note number. Together, that shows where and when the goods were unloaded, and it is much harder to dispute than a piece of paper with an illegible signature.
How much does Trazzo cost?
How much does Trazzo cost?
Trazzo is priced in two parts: an initial implementation, quoted based on delivery volume, the number of vehicles and the integrations, and a monthly subscription with AI credits that you can expand as your volume grows. There is no lock-in. For your case, request a quote.
See how Trazzo would close out your deliveries
Tell us how many deliveries you make per day, with which vehicles and where your orders live. We will show you what the proof at each stop and the end-of-day reconciliation would look like. If you would rather start with the number, request a quote.
Francisco Morales, co-founder, takes your call. We reply on WhatsApp within 4 business hours, no strings attached.