Shipment tracking software says delivered. Where is the signed POD?
Key Takeaways
Compare completed delivery records with the POD files attached to those same shipments. A delivered tracking event is not always a filed signed receipt. Wilson requests the POD after delivery, follows up until it arrives, files it and escalates when it is still missing past the configured window.
- Keep delivery status and document status separate.
- Check that the POD belongs to the right load.
- Confirm the file is usable and meets the customer’s rules.
- Show missing-document age, owner and next action.
- Keep payment approval as a separate control.
Why can delivered and POD filed disagree?
The carrier may report delivery before sending the signed document. A portal may contain a file the team has not received, or the attachment may belong to another shipment. Each situation needs a different next action.
Proof of delivery software should help the team distinguish an event from its supporting document. Do not mark a document filed simply because a tracking feed says delivered.
Define the receipt your business requires. A signature, delivery reference and readable shipment details may matter under your policy. Avoid assuming every carrier sends the same format or every load uses the same evidence rule.
How should missing PODs be reviewed?
Start with the delivered population, then inspect the relevant document state. Keep partially delivered or disputed shipments identifiable rather than hiding them inside a single complete label.
| State | Check | Next action |
|---|---|---|
| Delivered, no file | Was the POD requested? | Request and follow up |
| File received | Does it match the shipment? | Verify identity and usability |
| Unreadable or wrong file | What evidence is missing? | Ask for a usable correction |
| Past follow-up window | Who must decide next? | Escalate under the rules |
| Usable POD filed | What other work remains? | Continue invoice or exception review |
The list should identify the order, shipment, carrier and delivery date. A filename alone may not explain which obligation is still open.
What does Wilson do after delivery?
Wilson requests the POD, follows up until it is received and files it with the shipment. If it is still missing past the set window, Wilson escalates to the team.
Provide the carrier contact path and document timing rules during setup. A sent request should remain visible as an attempt, while the task stays open until usable evidence is received or the exception is owned.
Ask Cartage to show the record and reporting available for your workflow. Do not assume a specific missing-POD dashboard or alert layout without seeing it.
How should the received document be checked?
Match the shipment references, relevant stop and delivery evidence. If one order created several loads, an order number alone may not identify which carrier movement the document supports.
Check readability and any shortage or exception notes that affect follow-up. A file being present does not mean every delivery question has been resolved.
Keep original and corrected files connected where the workflow supports it. If the carrier supplies the wrong receipt, ask for the relevant one rather than treating the case as complete because something was attached.
Can the invoice be paid while the POD is missing?
Follow the customer’s payment rules. Before Wallet payment, Wilson audits each carrier invoice against the POD and rate confirmation. Customers can require a signed POD before release. Anything outside their rules goes to a person.
A signed POD also does not prove every charge is correct. The invoice still needs comparison with accepted terms and relevant service evidence.
If any billed line does not match the booking, the whole invoice waits for a person. Wilson does not make partial payments. Keep document collection and charge disputes distinct within the review.
What should a missing-POD demo include?
Give Cartage a delivered shipment without a file, then send an unreadable or incorrect document before providing the right one. Ask when the task becomes complete and what evidence is retained.
Add a customer rule requiring signed POD before payment. The document and invoice checks should follow that rule. A demonstration can show the decision without making a real payment.
Use proof of delivery software to measure time from confirmed delivery to a usable POD filed, while showing cases still open. A report containing only fast completed documents can hide the oldest missing ones.
FAQs
Does delivered mean a signed POD has been filed?
No. Delivery status and filed document evidence are different states.
Does Wilson collect PODs?
Yes. Wilson requests them after delivery, follows up, files them and escalates when they remain missing beyond the configured window.
Can a customer require signed POD before payment?
Yes. Customers can set that requirement. Exceptions to the rules go to a person for approval.
Does the POD approve all invoice charges?
No. It supports delivery evidence. Rates and added charges still need their own comparison with the booking and service facts.
Sources
- Cartage, Wilson product FAQ and product scope, November 2026: https://cartage.ai