Documents & Proof of Delivery
Purpose
Capture, match, validate, and store BOL/POD and related artifacts in near real time so billing and compliance can act the same day.
This module eliminates document chase, reduces billing delays, and ensures complete audit trails through automated capture and intelligent matching.
Minimum capabilities
Driver app, in-cab device, facility upload, email-to-inbox, broker/API integration.
Link uploads to loads, track completeness, expose machine-readable index.
Automatic legibility and complete-field checks within ≤15 min of capture; re-upload path for failures.
POD capture time P50 ≤30 min and P90 ≤60 min from gate-out; same-day match rate ≥95%.
Store to PDF/A or TIFF; retain originals; checksum hashing; immutable storage with role-based access & redaction tools.
OCR/field extraction with accuracy thresholds; barcode/QR hints; eBOL ingestion; document request links; quality dashboards.
EDI transforms (210/214); LLM-assisted classification on edge cases.
Inputs
- Document uploads: Driver/facility uploads, broker links, email attachments
- Load metadata: Trip details, driver/asset assignments, stop information
- Timing data: Pickup/delivery timestamps, gate-in/out events
- Reference data: Barcodes/QR codes, BOL numbers, tracking references
- Exception codes: Damage reports, shortage claims, special handling notes
Outputs & KPIs
Primary outputs
- Matched document sets: Complete BOL/POD packages linked to loads
- Quality reports: Legibility scores, completeness checks, exception flags
- Billing triggers: Ready-to-invoice notifications with document validation
- Audit archive: Searchable document repository with access controls
Key Performance Indicators
| KPI | Definition | Target | Measurement |
|---|---|---|---|
| POD capture time | Gate-out to document stored | ≤ 30 min (P50) | Timestamp analysis |
| Document match rate | % documents linked to correct loads | ≥ 95% | Matching algorithm logs |
| Same-day completion | % loads with complete docs same day | ≥ 95% | Daily completion reports |
| Quality pass rate | % documents passing QC checks | ≥ 95% | QC pipeline results |
| Exception resolution | Time to resolve document issues | ≤ 60 min (median) | Ticket system |
Interoperability
This module SHOULD integrate with:
- Driver communications: Mobile apps, in-cab devices, messaging platforms
- Storage systems: Cloud storage (S3/GCS), document management systems
- Accounting/factoring: QuickBooks, Sage, factoring company portals
- Payer systems: Broker portals, customer document requirements
- OCR/QC services: Document processing, field extraction, quality validation
- EDI gateways: 210/214 transaction sets, electronic document exchange
What's new vs legacy
Traditional document management involves manual collection, physical filing, and reactive chase processes. FSO document processing provides automated capture, intelligent matching, and proactive quality control. Key differences: real-time capture replaces delayed collection, automated matching eliminates manual sorting, and quality gates prevent billing delays from incomplete documentation.
Compliance notes
Evidence requirements:
- Document capture logs with timestamps (retain 7+ years for financial records)
- Quality control results and exception handling
- Access logs and permission management records
- Matching algorithm decisions and manual overrides
- Redaction and PII protection audit trails
Privacy considerations: Protect PII in documents, implement watermarking/redaction for sharing, maintain role-based access controls, and follow industry-specific retention requirements.