What To Look for in the Best Proof of Delivery App: 8 Must-Haves

Are you considering implementing electronic proof of delivery (ePOD) software? Like many B2C and B2B businesses that are actively investing, maybe you’re noticing signs that you need ePOD software in your business or are just keen to start reaping the significant and measurable benefits.

Whatever the reason, once you’ve decided to implement a proof of delivery app, evaluating the available options can be a real headache.  To simplify the process you’ll need to focus on features that truly improve your delivery operation—like real-time tracking, digital signatures and instant notifications—and bring tangible benefits to drivers, customers and your business as a whole.

In this guide, we’ll discuss the eight most essential aspects to consider when comparing systems and providers, from a user-friendly interface to robust data security. So that by the end, you’ll have a clear picture of what to look for in the best proof of delivery app and why these features are so important. So, let’s get started.

1. Easy-To-Follow User Interface

To get the best return on investment (ROI) and boost staff adoption, you need a proof of delivery app that’s a breeze to use. This means an intuitive interface that guides your drivers through tasks step by step, prompts actions in specific scenarios and is formatted in a simple, familiar way. All in all, this speeds up processes, simplifies driver tasks and reduces how often they need to contact central teams.

The best ePOD apps are designed with user-friendliness in mind, ensuring everyone can navigate them easily—even agency drivers or subcontractors. If the software is complicated, it can lead to wasted time, confusion and mistakes. So, make sure to look out for transparent workflows that will ensure even new drivers get up to speed with minimal training, keeping your business running smoothly.

What does this all mean for you? Thanks to the user-friendly software, your drivers can focus more on what they do best—delivering items efficiently and effectively. This means smoother operations, happier customers and potentially more deliveries completed per day. In addition, streamlined processes improve job satisfaction, as drivers can efficiently log activities, capture signatures or upload photos without hassle.

2. Multi-Device Compatibility

The best proof of delivery apps work seamlessly across various devices, including smartphones and tablets, as well as different operating systems such as Android and iOS. This compatibility ensures that your team can access the app regardless of the device they prefer or have available, making the delivery process more flexible and efficient.  Plus, drivers who can use familiar devices are likely to be more comfortable and confident, minimising human error and enhancing productivity.

Even if you have a large mobile workforce, don’t worry. Multi-device compatibility lowers hardware costs and maintenance requirements, reducing headaches for large fleets and allowing smaller ones to scale more smoothly. You don’t need to standardise on a single device or operating system, which is costly and limits flexibility as technology evolves. Instead, you can upgrade or switch devices in the future as needed, because the best ePOD app will work on whichever devices best suits your delivery environment.

In short, multi-device compatibility is not only a convenience; it’s a strategic choice that offers your business resilience and scalability, saving money and future-proofing your operations. So make sure to ask about hardware requirements early in the process when shortlisting electronic proof of delivery software vendors.

3. Configurability to Suit Specific Business Needs

Every business has some unique processes or requirements. So, an ePOD app that only provides pre-configured or limited workflows for your drivers to follow just won’t cut it. You’ll end up missing out on capturing key information or have drivers collecting data that you don’t need, reducing efficiency and frustrating staff.

Instead, look for a system that allows you to centrally configure all app processes—from proof of delivery notes and customer surveys to vehicle checklists and risk assessments—to align perfectly with your requirements. This ability will help you ensure compliance with any regulatory obligations that demand specific fields, data points or reporting. For example, suppose you’re delivering medication, you can set up custom data capture points to ensure watertight recording of product temperatures and customer identification checks.

Customisability also helps future-proof your investment as your company grows or diversifies. As you adapt to new delivery demands or shift focus, a customisable proof of delivery platform can be adjusted to meet those changes without costly software changes or professional services charges. This adaptability is especially beneficial for businesses scaling operations or entering new markets, as custom options help you tailor processes to meet different regional or customer expectations. Ultimately, configurability is an investment in your ability to deliver exactly what your customers and industry require, ensuring you stay compliant, efficient and responsive.

4. Comprehensive Data Capture Options

Once you’ve determined that workflows can be configured to suit your operation, you’ll need to ensure there are a range of data capture options available within the app for your drivers to record the required information.  

The best proof of delivery apps offer diverse data capture options, from electronic signatures and photos to GPS timestamps and barcode scanning. This level of detail doesn’t just enhance record-keeping—it ensures that every delivery interaction is documented precisely, reducing disputes and providing clear proof if issues arise. This means a lower likelihood of misunderstandings or complaints, as your customers can trust the accuracy of delivery records.  

Having multiple data capture options also means more flexibility for different delivery situations. For example, for contactless deliveries, a photo of the package at the drop-off location can be used for visual confirmation. Whereas, for an installation job, a full questionnaire with numeric values, notes, photos and a signature may be required. Such versatility in data capture helps you improve operational accuracy and enhances customer satisfaction by providing indisputable proof of delivery in multiple formats, all while empowering drivers with easy, efficient tools. 

5. Advanced Features Like Job Scheduling and Customer Communication

When it comes to choosing the best proof of delivery app, you need to look beyond the basics. All systems should be able to capture signatures and offer real-time tracking of driver activities, but there are some features that can set systems apart.  

One example is job scheduling functionality. This is essential for companies looking to maximise efficiency and cut costs but that are not yet ready for a full route optimisation platform or handle a large number of ad hoc deliveries. Job scheduling functionality empowers drivers to build efficient routes from the same app that they use to capture proof of delivery. This reduces backtracking, enhances efficiency and streamlines the day’s workload.  

Another set of standout functionality to look for revolves around customer communication. Being able to offer transparent, timely and accurate information to your customers is pivotal to boosting satisfaction, reducing calls to your service teams and improving first-time delivery success. To achieve these benefits, the best proof of delivery systems offer automated estimated time of arrival and completed delivery notifications that trigger when your driver completes specific items within the app. Even better, look out for systems that provide real-time delivery tracking portals so your customers can access this data whenever they wish.  

6. Strong Data Security and Compliance

When handling sensitive customer data, a strong focus on security is non-negotiable. Today’s proof of delivery apps should incorporate data encryption, secure storage and compliance with regulations to safeguard personal information. This protects your customers and ensures that your business remains compliant with data protection laws, avoiding costly penalties.  

Cloud deployment of your ePOD system enhances this further by leveraging built-in cybersecurity measures and automatic updates. These features can help shield your business from evolving threats and ensure continuous data protection. Strong security features provide peace of mind for your company and its clients, showing that you prioritise their data privacy. Plus, data security helps you build customer trust, which is crucial in maintaining a solid reputation.  

7. Supported by an Experienced Vendor

When it comes down to it, you cannot have the best proof of delivery app package without a great provider. Having an experienced vendor supporting your ePOD software means you have access to industry expertise and reliable customer service. They’ll understand the specific challenges of delivery logistics and can guide you in optimising the software to meet your needs. So be sure to choose a vendor that can provide you with initial support in configuring your app workflows, as well as training and support resources to help your drivers get used to the new processes quickly.  

Beyond just technical support, an experienced vendor acts as a strategic partner, offering insights and recommendations that help your business continually improve. Whether it’s through regular updates or personalised guidance, vendor support ensures that your proof of delivery software continues to deliver value over time, boosting overall returns. By choosing a vendor who has a proven track record, you’re setting your business up for long-term success and resilience. 

8. Availability of Free Tours and Demos

Before committing to an ePOD app or vendor, taking advantage of a free demo can be invaluable. Online product tours and in-depth demos allow you to see the software in action before you sign on the dotted line.  And a live demonstration allows you to confirm many of the things on this list—seeing is believing after all.  

For example, you can walk through what a driver would see during a typical delivery, evaluating how user-friendly the app processes are and experiencing the data capture options first hand. By providing some information beforehand, the vendor can even demonstrate how the software can be configured to suit your delivery processes, helping you catch any potential issues early. This first-hand experience can help you shortlist easily, significantly reduce buyer’s remorse and gives you confidence that the ePOD system will genuinely add value to your operations. 

Want to dive in? Take an interactive, online tour of Aptean’s proof of delivery software or schedule a personalised demo with one of our ePOD experts—with no obligation or commitment.  

Why Aptean Is Your Best Proof of Delivery App Choice

Choosing to implement a proof of delivery app can bring your business significant benefits like streamlined workflows, real-time tracking and a better customer experience. But to get full ROI and drive long-term success you need to pick the best option for your business.  

At Aptean, we take pride in our extensive track record within the logistics and delivery industries. With our decades of collective experience working with clients like you, we understand the hurdles your delivery operation encounters and are well-versed in strategies to solve those problems. As a result, our proof of delivery software comes with user-friendly processes baked in and advanced features straight out of the box. What’s more, our ePOD system is available in the cloud for additional flexibility and integrates seamlessly with our range of other transport management solutions.  

In conjunction with our best-in-class systems, we aim to be a true partner for every business that chooses us. Our expert teams guide you through the implementation process, creating a roadmap with clear, achievable milestones to help you reach your goals within a specified timeframe. Plus, we’re committed to an innovative and forward-thinking approach, meaning our research and development teams are constantly improving our products and leveraging the latest technologies, like artificial intelligence, to deliver even more value to our customers.   

If you still have questions, check out these proof of delivery software FAQs or take the next step by exploring our ePOD software. You can request a personalised, no-obligation demo today or take advantage of a free, online product tour to see for yourself how our solutions can help streamline your delivery management and drive measurable results.