Proof of delivery

A proof of delivery (POD) is the record that a delivery happened: when, where, by which crew, and with what evidence - a photo, a signature or a scan. Drivers capture it in the driver app; you can print it as a PDF for a customer, and Tracovy can email it to the recipient.

Where to find it: on an order, Print > Proof of delivery. In the orders list, use Print POD in the row’s actions. Who can use it: anyone with permission to view deliveries. You do not need permission to edit orders.

When you use this

A customer asks for evidence that an order was delivered.
A recipient says they never received their goods.
You want a copy of the delivery photos or signature for a claim.

What is captured at the door

Every delivery or failed attempt the driver records keeps:

Item	What it means	Why it matters
Time	When the attempt was recorded, from Tracovy’s clock (not the phone’s).	Cannot be changed by setting the phone’s clock.
Location	The phone’s GPS position at the moment the driver confirmed. Always captured.	Shows the driver was at the address. It is never shown on the public tracking page.
Photos	Up to 4 photos per delivery, PNG, JPEG or WebP, up to 2 MB each.	Required when the order’s service level asks for a photo.
Signature	The recipient’s on-screen signature.	Required when the order’s service level asks for a signature.
Failure reason	For a failed attempt, the driver’s reason (up to 500 characters).	Sent to the recipient and the customer.
Route and stop	The route the order was out on.	Ties the delivery to the crew that drove it.

What proof each order needs

The order’s service level sets the minimum proof:

Proof	What the driver must capture
Scan	Nothing extra. Confirming the delivery is enough. Orders with no service level use this.
Photo	At least one photo.
Signature	A signature.

The service level on the order when it was taken decides this, so editing the customer later does not change what an order already on the road needs. A delivery that does not meet its proof requirement is refused - the parcel is not marked delivered.

The POD PDF

An A4 document built from the delivery record whenever you print it, so it always reflects the latest data.

Section	What it shows
Header	Your company logo (or your company name), and the customer’s own POD logo if the customer has one set.
Proof of Delivery	The order reference and when the PDF was generated.
Delivered to	The recipient’s name and address from the order.
Delivery record	One row per delivered parcel: the parcel, when it was delivered, and the driver - the crew name typed on the route (“Unknown” if none was entered).
Signature	The recipient’s signature, or a note that none was captured because the service level accepts a photo or a scan.
Delivery photos	Up to 6 photos from the delivery.

Action	What it does
Print > Proof of delivery (order page)	Builds the PDF and downloads it. If the order has not been delivered you see “This order has no completed delivery to prove.”
Print POD (orders list)	The same, from the list without opening the order.

Sending the POD to the recipient

When the last parcel of an order is delivered, Tracovy can email the recipient Order / Completed (order.completed) with the POD PDF attached. This email is switched off by default. To use it, enable the template in Email templates and keep Attach the PDF on. See Notifications.

Recipients can also see the delivery time and photos on their tracking page.

Tips and common mistakes

Put a crew name on each route. Without it, the POD shows the driver as “Unknown”.
If customers dispute deliveries often, give their orders a service level that asks for a signature.
Failed attempts are recorded too, but they do not appear on the POD PDF - it only lists delivered parcels.

Driver app
Tracking page
Route detail - crew names and closing a route
Email templates
Notifications: which email is sent when