Tracking & Proof of Delivery

Q: Can the automation work with multiple carriers at once?

Yes. The automation pulls tracking data from all major carriers (FedEx, UPS, DHL, etc.) simultaneously and consolidates updates in your order system.

Q: What if a customer disputes a delivery claim?

The automation stores all proof files in a centralized archive. Your team can retrieve the photo or signature in seconds and share it with the customer instantly.

Q: Does the automation send notifications to customers automatically?

Yes. Once delivery is confirmed and proof is collected, customers receive an automated notification with tracking details and proof of delivery attached.

Q: Will the automation handle exceptions like failed delivery attempts?

Yes. The automation monitors tracking data and flags delays, failed attempts, or other exceptions so your team can take immediate action.

Keep cold-chain deliveries visible and compliant without drivers, dispatchers, or admins chasing paperwork.

180 hrs

Manual time identified

Companies have mapped

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About This Automation

Tracking and proof of delivery in cold chain logistics requires manual carrier portal checks, driver communication, and file management across multiple systems. This fragmented approach creates delays, lost documentation, and slow dispute resolution.

Automation pulls real-time tracking data from carrier APIs and collects proof of delivery automatically from drivers. Orders update instantly, customers receive notifications with proof attached, and disputes resolve in seconds instead of hours.

Key features:

Monitor carrier tracking data in real time across all active shipments

Request and collect proof of delivery photos and signatures automatically

Store all proof files in a centralized archive with consistent naming

Update order status and notify customers without manual intervention

Retrieve proof instantly when customers dispute delivery claims

Flag delivery exceptions such as delays or failed attempts

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Multiple portal logins daily Staff log into different carrier portals repeatedly throughout the day to check shipment status, consuming 15 minutes per cycle.	80%
2	Slow proof of delivery collection Requesting proof from drivers via text or call and waiting for responses creates delays and incomplete documentation.	67%
3	Dispute resolution bottleneck Finding proof files across emails, texts, and folders takes 25 minutes or more per dispute, delaying customer resolution.	53%
4	Inconsistent file naming and storage Proof files are saved manually with inconsistent names and locations, making retrieval difficult and error-prone.	40%
5	Manual order status updates Staff manually update order records after delivery confirmation, creating lag between actual delivery and system status.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.7/ 10

AI Fit Rating™

8.7/ 10

Automation Lift Index™

8.4/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Order marked as shippedtrigger

Automation is triggered when an order status changes to shipped. The order ID and carrier information are passed to the workflow.

2. Fetch tracking data from carrier

The automation queries the carrier API (FedEx, UPS, DHL) using the tracking number to retrieve real-time location and status updates.

3. Log tracking to order system

Tracking number and current status are automatically written order record, replacing manual entry.

4. Request proof via SMS

An automated SMS is sent to the driver requesting a photo or signature confirmation. The message includes a unique link or reply code.

5. Capture and store proof

When the driver replies with a photo or signature, the automation downloads and stores it in a centralized, timestamped folder linked to the order.

6. Update delivery status

Once proof is received and carrier confirms delivery, the order status is automatically set to delivered with proof attached.

7. Notify customer and team

An automated email is sent to the customer with tracking link and proof of delivery. A notification alerts the fulfillment team that the shipment is complete.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

504 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a driver doesn't submit proof of delivery?

The automation flags missing proof and alerts your team for manual follow-up. You can resend the request or contact the driver directly through the system.

Can the automation work with multiple carriers at once?

What if a customer disputes a delivery claim?

Does the automation send notifications to customers automatically?

Will the automation handle exceptions like failed delivery attempts?

View more FAQs

Process pain:8.7/10

Mapped by:4 Companies

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Page updated 10 August 2026