Background
Operating across 10 branches in the UK, this freight forwarder processes over 10,000 deliveries a month. Getting invoices out the door depended on the signed proof of delivery (POD) โ that step often was delayed and inconsistent across the network.
800 hrs
of manual processing recovered every month across 10+ sites
10,000
deliveries processed automatically each month
10+
branches unified on a single digital workflow
100%
touchless document processing, from intake to filing
Challenge: Proof-of-delivery paperwork was delaying invoicing
Like most freight operations, this forwarder couldn’t invoice a customer until the signed proof of delivery (POD) had been processed and matched to its shipment. Done manually, that step was slow, leaving invoices to lag behind delivery.
Across 10,000 monthly deliveries and 10 branches, each running its own manual process, operators scanned PODs and related documents individually, read the shipment references off a mix of formats, and typed every record into the Transport Management System (TMS). The volume created information silos, added delays and pulled skilled staff away from work that needed their judgement.
Solution: Document Automation โ Closing the gap between delivery and invoicing
Working with the PayCargo team, the forwarder orchestrated an end-to-end automation process, integrated directly into its existing workflow and systems. The platform now manages the complete document lifecycle, from arrival to filing, with no manual handling at any stage:
- Centralized intake: Documents now arrive automatically from all 10+ branches through one channel, replacing the scattered manual scanning each site used to handle on its own
- AI data extraction: PayCargo’s AI reads each POD and pulls the key shipment references automatically, so the team no longer looks manually through each detail arriving in mismatched formats
- TMS record matching: Each POD is matched to its shipment in the TMS as soon as the truck returns to depot, so the forwarder knows a delivery is ready to invoice without waiting on manual confirmation
- Automatic filing: The completed digital document uploads straight back into the system, closing the loop without any extra work for the team
Result: 800 hours of manual processing recovered every month
Measured results:
- 800 hrs of manual processing recovered every month across 10+ sites
- 10,000 deliveries processed automatically each month
- 10+ branches unified on a single digital workflow
- 100% touchless document processing, from intake to filing
Strategic Outcome:
Because each POD is matched to its shipment the moment a truck returns to depot, the forwarder can invoice almost immediately instead of waiting on manual paperwork, turning deliveries into cash far faster. Automation also freed skilled staff for higher-value work and scales with demand without added headcount.
