Secure Document Capture
Capture the paperwork. Keep it with the load. CargoGuard turns photographed bills of lading and proof of delivery into PDF files, keeping shipment documents alongside tracking details and pickup photos for your team to review.
Freight Paperwork. One Shipment Record.
Freight document capture is the process of turning shipment paperwork into digital files associated with the correct load. In CargoGuard, drivers photograph documents through the mobile driver app. Camera-to-PDF conversion creates files your team can review with the shipment’s other records.
Instead of searching separate text messages for a delivery document, start with the load. Compare its paperwork, pickup photos, and tracking history, then follow up on the specific page, signature, or detail that is missing.
From the Driver’s Camera to Your Load Record
1. Confirm the shipment
Check the load reference and the document requested before capturing the paperwork. A clear image attached to the wrong load still needs correction.
2. Capture a readable document
While safely parked, place the page on a flat surface with good lighting. Keep all corners, reference numbers, signatures, and delivery notes in the frame. Check every required page for glare or blur.
3. Submit it with the load
Use the app’s document-capture workflow to turn the photographed paperwork into a PDF and submit it for the associated shipment. Confirm the document appears in the load record.
4. Review and follow up
Your team checks the document against the assignment and available shipment evidence. Request a clearer copy or a missing page before treating the paperwork as complete.
Bill of Lading and Proof of Delivery: Know What You Are Reviewing
A bill of lading (BOL) identifies shipment details such as the goods, origin, destination, and reference numbers. Proof of delivery (POD) provides evidence of the receiving event, often including the receiver’s signature and shipment information. Review the actual document and its completed fields rather than relying only on its filename.
For examples of the information these documents contain, see the carrier’s bill-of-lading guide and proof-of-delivery explanation. These are background references, not CargoGuard integrations or endorsements.
Before Closing the Load, Check the Details
Readability and completeness: Check the full page, any additional sheets, and the fields your team needs. Ask for another image when a cropped edge or reflection hides important information.
Shipment match: Compare the load reference, shipper, destination, and other identifying details with the assignment. Investigate a document that appears to belong to a different shipment.
Receiving details: Review the required signatures, dates, and any notes about damage, shortages, or other exceptions. A successful upload means a file was received, not that its contents have been independently verified.
Review the Paperwork Alongside the Shipment
Use the load status timeline, tracking details, and pickup photos to add context to the document review. An arrival update and a signed receiving document answer different questions; do not close an outstanding paperwork request solely because the truck reached its destination.
Keep an unresolved issue associated with the load reference in your operating records. Tell the next person handling the shipment which document is missing, who was contacted, and what needs to happen next. The broker workflow shows how document review fits with pickup checks and shipment follow-up.
Plan Access, Sharing, and System Connections
Before rollout, confirm who can view shipment documents, how long records are retained, and the available export and sharing options. Send paperwork only to the intended, authorized recipient. Keep original documents as required by your own procedures and agreements.
For TMS or accounting connections, review your requirements with CargoGuard and your technical team. The freight tracking API page is the starting point for that discussion. Confirm document availability and supported data exchanges before planning an automatic transfer.
Document Capture Questions, Answered
Can drivers capture bills of lading and proof of delivery?
Yes. Drivers can photograph bills of lading and proof of delivery through the CargoGuard mobile app and keep the resulting documents with the associated shipment.
Does CargoGuard convert document photos into PDFs?
Yes. Camera-to-PDF conversion turns photographed freight paperwork into digital files for shipment review. Check that all required content is readable before submitting the document.
Is an uploaded PDF automatically verified?
No. Converting an image into a PDF does not establish that its details or signatures are authentic. Your team should compare the document with the assigned load and investigate discrepancies.
What should we do if a document is unreadable or missing?
Identify the missing page or unreadable detail and request a complete, clearer copy from the appropriate driver or logistics contact. Keep the issue open until your team has reviewed the replacement.
Does an arrival alert replace proof of delivery?
No. An arrival alert reports a shipment event. Proof of delivery provides receiving information for review. Check the required delivery document, shipment reference, signatures, and exception notes separately.
Can we send captured documents to our TMS?
Discuss your TMS and document-transfer requirements during the demo. Confirm the available integration, document formats, permissions, and testing process before depending on automatic delivery to another system.
See the Capture. Review the Record.
Walk through a bill of lading and proof of delivery from driver capture to shipment review. See how CargoGuard keeps the paperwork with the load.