K8 Proof of Delivery

What K8 captures on shipment confirmation record today

The shipment confirmation record is K8’s standard surface for closing a shipment. It sits at the warehouse and ledger close, not at driver-app capture in the field.

• shipment confirmation record. Created when a sales order ships. Captures shipped items, quantities, ship date, carrier, tracking number, and the warehouse user who completed the shipment.
• Custom fields. Tenants commonly add custom fields to shipment confirmation record for delivery notes, internal references or business-specific data.
• K8 file attachments. Documents can be attached to records, including delivery notes scanned in by the warehouse team or POD images uploaded after the fact.
• K8 storefront order tracking. Customers can see the shipment status on the storefront once shipment confirmation record is closed.

Everything above sits at the ledger and warehouse layer. The shipment confirmation record was not designed to be the surface a driver opens at a customer’s door to capture a signature.

What a real POD capture workflow includes

The driver standing at the delivery point has a defined job: prove the load arrived and capture the evidence the business needs. The workflow has to support that without bouncing through ERP forms.

• Photos. The dropped load on the customer’s premises. Damaged carton evidence if the load arrived broken. Asset placement for a piece of equipment.
• E-signatures. From the receiving customer or a named recipient. Captured on the driver’s device, time- and location-stamped.
• Conditional outcomes. Delivered, refused, partial, failed. Each outcome carries a reason code, and each kicks off a different follow-up (invoice immediately vs. trigger a redelivery vs. escalate to customer service).
• Custom forms per task type. Cold-chain delivery: temperature reading at drop. Restricted access: gate access code or doorman name. Hazmat: handling form. Equipment install: asset serial scan.
• Timestamps and GPS. Auto-captured at the moment of completion, irrespective of when the device is online.
• Offline-first. Captures queue on the device if the signal is patchy. Sync happens automatically when it returns.
• References that flow back to the ERP. The image isn’t useful if it sits in the driver’s camera roll. POD has to land on the right ERP record so AR can invoice and customer service can audit.

Where K8 users land today without configurable POD

Two patterns are common before a POD layer is added. Both work at small scale and break at volume.

• Camera roll plus manual upload. Driver photographs the dropped load on a personal phone. Driver gets a signature on a paper note pad. At the end of the day someone manually uploads the photos to the shipment confirmation record (or to a shared drive, or to nowhere). Cycle-time on AR stretches because POD lands a day or two late.
• Third-party POD app, manual sync. Driver uses a basic POD capture app that lives outside the K8 data model. POD evidence sits in the third-party tool; flow into K8 is a CSV export or a copy-paste. The driver workflow works, the data flow doesn’t.

Either pattern blocks two things: instant AR invoicing on completion, and instant customer service audit when a customer disputes a delivery.

How eLogii captures POD

POD configuration sits at the route, stop or task-type level in eLogii. The same driver app handles different POD flows depending on what the stop needs.

• Photos. Driver captures one or several photos. Images are stored and referenced from the eLogii task.
• E-signature. On-screen signature capture from the receiving customer. Image and signer name held against the task.
• Conditional outcomes. Branching workflows by outcome. A failed stop captures a reason code and can trigger a re-attempt rule or escalation.
• Custom fields. Configurable per task type. Required vs. optional, free-text vs. picklist vs. numeric, with validation.
• Barcode scan. Camera-based scanning for items, pallets, serial numbers, asset tags.
• Time and GPS stamp. Automatic at moment of completion.
• Offline-first. The driver completes the stop and captures everything on the device. Sync happens automatically when signal returns.

How POD writes back to K8

Once the driver completes the stop, the captured POD data flows from the device to eLogii, and from eLogii to K8. The exact K8 target record is a configuration choice during the integration build, but the typical pattern is straightforward.

1. Driver completes the stop. Photos, signature, conditional outcome, custom form fields captured in the driver app. Offline-first.
2. Sync to eLogii. When signal is available, captures land on the eLogii task in real time. Signature and photo images are stored; references are surfaced on the task record.
3. Write to K8. The integration writes the POD references back to K8 via K8 REST API: typically against the linked shipment confirmation record using custom fields for POD reference, signer name, signature image URL, photo URLs, conditional outcome and any custom form data.
4. AR and CS see the POD inside K8. The moment the write-back lands, AR can invoice and customer service has the audit trail without leaving K8.

If a tenant prefers to land POD references on the sales order or a linked custom record instead of shipment confirmation record, that is a configuration choice during the integration build.

Frequently asked questions

Does K8 capture proof of delivery natively?

The shipment confirmation record can hold notes, custom fields and file attachments, and the shipment confirmation step closes the fulfillment in the ledger. That is the warehouse-side view of “delivery”. K8 does not ship a driver-app POD capture workflow: no in-app e-signature surface, no configurable POD forms per stop, no conditional outcome handling for failed visits, no offline capture for rural routes.

What does a real POD capture workflow include?

Photos of the dropped load. E-signatures from the receiving customer or named recipient. Conditional outcomes: delivered, refused, partial, failed and the reason. Configurable form fields per task type: temperature reading for cold-chain, gate access code, asset serial, hazmat handling. Timestamps and GPS coordinates. Offline capture so the driver isn’t blocked by patchy signal. References that flow back into the ERP record.

How does eLogii’s POD capture work?

Configurable per route, per stop or per task type. The driver opens the stop in the eLogii driver app, follows the configured capture flow (photos, signature, custom fields, conditional outcome), and submits. Captures are offline-first; they queue locally and sync when signal returns. References (image IDs, signature image references, form data) sit on the eLogii task, and the integration writes the relevant references and outcomes back to K8.

Where in K8 does the POD data land?

Typically against the linked shipment confirmation record (the standard K8 record for a closed shipment), using custom fields for the POD reference, signer name, signature image URL, photo URLs, conditional outcome and any custom form data. Some tenants prefer to land it on the sales order or a linked custom record; the exact target is a configuration choice during the integration build. Once written, AR can invoice the moment the driver completes the stop.

Can K8 users see the POD inside K8?

Yes. The POD reference and any captured form data land on the shipment confirmation record (or whichever record the integration targets) as standard K8 fields. Users with access to that record see the POD without leaving K8. Photo and signature images can be linked from the record or stored as K8 file attachments depending on the integration design.