Proof of delivery
Signed PODs and delivery receipts from carriers, drivers and portals.
POD follow-up outsourcing
Get PODs and missing documents back so billing can go out.
A delivered load without a proof of delivery is an invoice you cannot send. A dedicated bilingual team in Colombia chases carriers and drivers for PODs and missing paperwork, checks each document against the load and attaches it in your TMS, so your billing queue keeps moving.
Freight brokers · 3PLs · Billing and AR teams
You
- Billing decisions
- Disputes and short-pays
- Claims
- Carrier payment terms
Optimus
- POD requests
- Carrier and driver follow-up
- Document validation
- TMS attachment
- Missing-document queue
Through email, phone, carrier portals and your TMS.
Why a missing POD becomes a cash problem.
Most shippers will not pay without a signed proof of delivery and the supporting paperwork. Every day a POD stays missing, the invoice waits and days sales outstanding grows.
Chasing paperwork is also the task a busy coordinator drops first. It is repetitive, it happens after the load is no longer urgent, and it competes with the freight that is still moving.
That makes POD follow-up one of the cleanest workflows to delegate: the inputs are known, the definition of done is clear, and the decisions about billing stay with you.
How the document chase runs.
One normal path for every delivered load, with a defined exit when something needs your team.
Delivered loads enter the queue
Loads marked delivered without the required documents appear in the follow-up queue, by account.
Request the documents
The team contacts the carrier, dispatcher or driver through the approved channel and asks for the POD and any other required paperwork.
Follow up on a cadence
Requests are repeated on the schedule you set, with each attempt noted in the TMS.
Validate what arrives
Each document is checked against the load: legible signature, delivery date, consignee, piece count and any account-specific requirements.
Attach and release
Validated documents are attached and indexed in your TMS so billing can prepare the invoice.
Escalate exceptions
Exceptions such as shortages, damage notes, refusals or a carrier that stops answering go to your team through the agreed escalation path.
What a POD follow-up team can handle.
Bills of lading
Signed BOLs and pickup documentation when they are missing from the load record.
Accessorial support
Lumper receipts, detention and layover documentation, and scale tickets, as defined by each account.
Billing preparation
Document matching and a clean billing queue, so your billing team works from complete loads.
Missing-document reporting
A daily or weekly view of what is still open, by account, carrier and age.
TMS record maintenance
Notes, attachments and status updates that keep the load record complete.
Delegate the chase. Keep the billing decisions.
| Optimus executes | Your team retains |
|---|---|
| Requesting and collecting documents | Invoicing and credit decisions |
| Validating documents against the load | Disputes, short-pays and deductions |
| Attaching and indexing in the TMS | Claims and damage decisions |
| Flagging exceptions on the document | Carrier payment holds or releases |
| Reporting what is still missing | Customer concessions |
Targets such as turnaround and accuracy are agreed for your accounts before day one.
Frequently asked questions
Scope, coverage hours and pricing are confirmed in your proposal.
Can POD collection be outsourced?
Yes. POD collection has clear inputs, a clear definition of done and few judgment calls, which makes it a good first workflow to delegate. The team works your missing-document queue through email, phone, carrier portals and your TMS.
How fast can you get a POD back?
It depends on the carrier and the account, so turnaround targets are agreed for your operation before launch rather than promised in advance. The team works the queue every day during your business hours and escalates carriers that stop responding.
What documents besides PODs can the team chase?
Signed bills of lading, lumper receipts, detention and layover documentation, scale tickets and other account-specific paperwork, as defined in your operating rules.
Do you work inside our TMS?
Yes. The team attaches documents and notes in the TMS and portals you approve, with the access you grant. No integration is required by default.
Does the team make billing decisions?
No. The team collects, checks and attaches documents and prepares the billing queue. Invoicing, credits, disputes and claims stay with your team.
Should we handle POD retrieval in-house or outsource it?
Keep it in-house when volume is low and a coordinator has time to chase paperwork the same day. Outsource it when documents age, billing waits and coordinators are pulled toward live freight instead.
Show us your missing-document queue.
Send one coordinator job description and we will return a free one-page split of what to keep and what to delegate, within 2 business days. POD follow-up is usually on the delegate side.