Use cases by sector
Logistics: hauliers up to date and deliveries with proof
Provider documentation that does not lapse quietly and deliveries you can prove.
In logistics the documentary risk cuts both ways. Inbound: if a haulier operates with lapsed insurance and there is a claim, the problem is yours. Outbound: if you cannot prove you delivered, the goods count as undelivered.
Providers: what to hold and renew
| Document | Why | Expires |
|---|---|---|
| Transport operator licence | Without it they cannot operate legally | Yes |
| Goods in transit insurance | It covers what you ship, not their own | Yes, annually |
| Social security registration | Liability in case of an accident | Periodically |
| ADR certificates where applicable | Dangerous goods: no loading without it | Yes |
Proof of delivery
A paper note signed and then riding in the cab for three days is evidence that arrives late and sometimes never. Signed on a phone at unloading, with the time and a photo of the goods, it settles the argument before it exists.
Worth knowing
Channel matters more here than anywhere else: people who drive do not read email. WhatsApp and SMS get far higher response rates.
Frequently asked questions
›Does the haulier need to install anything?
No. They open a link on their phone, sign or photograph, and that is it.
›Does it work for customs paperwork?
For gathering it and keeping it dated, yes: certificates of origin, health certificates and authorisations go through the same circuit.
›Can I control documentation by country?
Yes, one process per destination: requirements differ and cramming them into one makes onboarding harder.
›What if the driver's phone is dead?
The delivery can be recorded later from the same link, though the signing time will be the real one, not the unloading time.
A real case
The situation
A customer says a delivery never arrived and claims the value of the goods.
What you do
- Opens the delivery and shows the signature with its time
- Attaches the photo taken at unloading
What you get
The claim closes the same day, with evidence the other side can verify.
The situation
A carrier goes out with expired training and the client spots it at the gate.
What you do
- Records expiries per person and per vehicle
- Checks the status before assigning the load
- Warns with the lead time the renewal needs
What you get
The job does not go out with a gap and renewal happens before it hits the rota.
The situation
A client disputes a delivery and there is no proof.
What you do
- Keeps evidence of every delivery in your own archive
What you get
You answer with proof rather than a status.
The situation
The evidence lives in the partner's app.
What you do
- Collects and stores what they provide
What you get
Proof stops depending on another system.
The situation
Work is subcontracted to somebody not current.
What you do
- Checks their file before placing a load
What you get
The gap shows before the job.
The situation
The claim arrives months later.
What you do
- Keeps evidence beyond the closing of the order
What you get
The answer exists when it arrives.
The situation
Each partner sends evidence in a different format.
What you do
- Requests specific documents to a single destination
What you get
What is received is comparable.
The situation
There is a dispute about the condition goods arrived in.
What you do
- Records the condition at each handover
What you get
The dispute closes on data.
This article answers
- haulier and agency documentation
- digital delivery notes and proof of delivery
- logistics provider document control
- export and customs documentation
- digital CMR with evidence