US trucking and freight / Managed BPO
Proof of delivery collection and freight billing documentation
Actigy BPO collects signed proof of delivery (POD) for delivered loads awaiting billing. We match each document to the shipment and stop, chase unreadable or missing records, and return a packet that meets the customer’s billing checklist. Your finance team decides when to issue the invoice.
Agree the scope, access and reviewer before a paid pilot.
- Load status
- Delivery is reported
- POD check
- Confirm the signature is readable
- Accessorial record
- Match receipt, service date and amount
- Billing status
- Client accepts the supporting packet
A worked example of the record and decision flow. Not a client case or promised result.
The work. The handoff. Your decision.
A defined workflow in your systems
Transportation operations and billing managers with delivered loads held for missing signatures, unreadable PODs, unmatched lumper receipts or incomplete accessorial paperwork.
You provide
Delivered-load record, POD and any required accessorial receipts.
Actigy BPO prepares
Matched documentation packet with missing or unreadable evidence flagged.
You retain
Acceptable alternative evidence, charges and invoice release.
Decision owner: Client billing or transport-finance owner. Confirm this role and the escalation contact in the written scope.
Service detail / 01
What makes a delivered load ready for billing?
Use the customer-specific billing checklist and the load identifier in your transportation management system (TMS). Match the signed delivery receipt or bill of lading, destination, delivery date and any required stop-level documentation. Check legibility and signatures, then attach the files to the correct shipment.
- Track missing POD, incomplete signature, unreadable scan, conflicting load reference and billing-owner review as separate states.
- Use the agreed contact and reminder cadence for each carrier or driver. Keep an audit trail of the request, response and next action.
- For multi-stop loads, check each required stop. One signature for the last stop may not satisfy the customer’s billing instructions.
Service detail / 02
How are detention and lumper receipts documented?
When your billing policy calls for extra evidence, match the receipt to the load, facility, service date and amount. For detention, collect the relevant appointment and arrival/departure records. Link any client-authorized advance to its receipt and flag a difference for finance. A document can support a proposed charge without proving the customer owes it.
Worked example
What if the delivery is confirmed but the signature is unreadable?
Suppose the TMS shows a Friday delivery, but the POD image cuts off the receiver’s signature. The coordinator retains the original, requests a legible copy and records when another follow-up is due. Once the copy matches the correct load and stop, the packet goes to billing. If no copy is available, the client decides whether other evidence meets the customer’s requirements.
Service detail / 04
How long are delivered loads waiting for paperwork?
For one customer, compare time from delivered status to a packet accepted by billing. Separate time waiting for a carrier response from time spent checking a scan. Break out rework by cause, such as an unreadable signature or a missing stop on a multi-stop load.
- Track median time from delivery to billing-ready, open PODs by age, first-pass completeness, and returns from billing by reason.
- Compare outstanding document requests with completed, readable files. Record a correction separately from a newly obtained document.
- Finance can separately track time to invoice or cash receipt. A billing-ready packet is an operational handoff, not evidence of payment.
Service detail / 05
Where does collection end and financial authority begin?
The desk collects, checks and organizes delivery evidence. Your team interprets rate agreements, allows or rejects accessorials, authorizes disputes, releases invoices and makes factoring or payment decisions. A freight invoice audit covers a different task: testing carrier charges against the contract and shipment evidence.
Before the first live queue
Bring the inputs that shape your scope
The proposal should identify what can be assigned, who can decide, and how you will accept the work. Start with one representative queue; agree any expansion after reviewing the pilot.
Define the workload
Delivered loads awaiting paperwork and the customer’s evidence rules.
Agree the controls
Carrier follow-up channel and rules for alternative documents.
Review the right measures
Delivery-to-ready time, missing documents and returns from billing.
Before you decide
Buyer questions
Clarify the work, access and approval boundaries before assigning a team.
Can the desk support an existing driver upload or POD portal?
Tell us which TMS and approved upload channels your team uses. The pilot can cover queue monitoring, follow-up and document matching within those systems, subject to the agreed access and records policy.
Do you prepare customer invoices or provide factoring?
This scope ends with a billing-ready packet. Your billing team approves and issues invoices. Keeping a POD queue current does not establish the amount owed, supply factoring or authorize a payment.
Can we assign only older delivered loads with missing PODs?
Yes. Define the backlog by customer, age, stop count and deadline. Agree what should happen when a carrier cannot provide a readable document, and identify the client owner who decides whether an alternative document is acceptable.
What should our first inquiry include?
Share delivered loads per week, how many are missing documents, typical time open, customer checklist variations, hours of operation and the person who can authorize exceptions. Arrange a secure channel before sharing shipment records.
Get a POD backlog estimate
Give the number of delivered loads awaiting paperwork and the documents your billing team requires. Please omit signatures and shipment references.
Your inquiry
Proof-of-delivery paperwork
Describe the workload and the decision owner. Keep confidential records out of the form; agree a suitable channel for any later sample.
- Review the fitWe review the workflow and the inputs you provide.
- Define the scopeDiscuss access, coverage, review and the proposed fee.
- Agree a paid pilotApprove the written scope before work begins.