Proof of delivery requested the moment the load is marked delivered.
The POD Collection Agent reaches out to carriers via portal API, email template, or EDI 214 immediately after delivery is confirmed. It matches the returned document to the BOL, attaches it to the load, and transitions the load to ready_to_bill. Aged requests over 48 hours escalate to your team automatically.
Trigger
Load reaches the delivered state on the lifecycle timeline
Human approval required
No — POD request and matching are automated; escalation to human at 48h
Hands off to
Carrier Invoice Audit Agent once load is ready_to_bill
What the POD Collection Agent does
No more chasing carriers for proof of delivery. The agent requests, matches, and attaches documents automatically — and escalates when a carrier goes silent.
Carrier portal API requests
For carriers with a connected portal API — including most large-fleet carriers and many regional providers — the agent sends a POD retrieval request automatically and polls for document availability. No email required.
Email template outreach
For carriers without a portal API connection, a templated email goes to the carrier's documented POD contact address. The template includes the pro number, BOL number, shipper, consignee, and delivery date to minimize back-and-forth.
EDI 214 document reference
Carriers that transmit EDI 214 with a document reference segment (L11) or image attachment are handled automatically. The agent extracts the document identifier and retrieves the POD image from the referenced location.
BOL matching and attachment
Returned POD documents are matched to the load record using BOL number, pro number, or load ID. A successful match attaches the document to the load record and updates the document status. Mismatched documents are flagged for manual review.
Aged request escalation
Requests that haven't returned a document within 48 hours are automatically escalated to the human review queue. The dispatcher sees the carrier name, load number, days outstanding, and the original request history — ready to make a direct call.
Billing state transition
When a POD is successfully matched and attached, the load transitions from documents_pending to ready_to_bill. The Carrier Invoice Audit agent can now run the invoice match. Loads stay in documents_pending until POD is confirmed.
From delivered state to ready_to_bill
Every load needs a matched POD before billing can start. The agent eliminates the manual work of requesting, following up, and filing documents.
Load reaches delivered state
The Shipment Events Agent marks the load as delivered based on an EDI 214 D1 segment, a carrier portal confirmation, or an ELD geofence event at the delivery address. The POD Collection Agent is triggered immediately.
Request method is selected
The agent checks whether the carrier has a connected portal API, an EDI 214 document reference in the event, or a documented POD email address. The highest-reliability method is used first, with email as the fallback.
POD request is sent
A POD request goes to the carrier through the selected channel. The request timestamp and method are recorded on the load record. A follow-up timer is started for the 48-hour escalation threshold.
Document is received and matched
The returned document — PDF, image, or EDI attachment — is matched to the load by BOL number or pro number. The match confidence score is logged. Documents below the confidence threshold go to manual review.
Load advances to ready_to_bill
A successful match updates the load state to ready_to_bill. The Carrier Invoice Audit agent can now process incoming carrier invoices against the confirmed delivery. The billing queue gains a new actionable load.
The POD drives the billing state
Loads stay in documents_pending until a matched POD is confirmed. Nothing moves to billing without it.
delivered
Delivery confirmed
documents_pending
Awaiting POD from carrier
ready_to_bill
POD matched and attached