In this guide · 8 sections
Short answer
Most small fleets should start with a ready-made POD app such as Detrack (from US$29 per driver a month, October 2026) that captures photo, signature, GPS and time and sends customer tracking links. Use no-code tools for simple needs, and custom only if no product fits.
What proof of delivery should capture
A POD record has to answer the questions a customer or client asks when something goes wrong: was it delivered, when, where and to whom.
| Data point | Why it matters |
|---|---|
| Photo of the item at the door or with the recipient | Shows condition and placement |
| Recipient name and signature | Shows who accepted it |
| Time stamp | Settles late-delivery disputes |
| GPS location at completion | Shows the driver was at the address |
| Failed-delivery reason | No one home, wrong address, refused; with a photo |
| Notes and item count | Partial deliveries, damaged items, cash collected |
If you also take bookings or quotes online, our guide to logistics company websites with quotes and tracking covers the customer-facing side.
Three ways to get a POD app
Prices below are from each vendor's pricing page, in US dollars, approximate, as of October 2026.
Ready-made POD app
Most small fleetse.g. Detrack from US$29/driver/mo
- Driver app, dispatcher dashboard and tracking links out of the box
- Photo, signature, location and time stamps built in
- Live in days; pay per driver
- Your workflow has to fit the product
Best for: Fleets of 2 to 50 drivers doing standard deliveries.
No-code app
e.g. AppSheet from US$5/user/mo
- Build forms on top of Google Sheets or a database
- Photos, signatures and locations captured, works offline
- Cheap per user; you build and maintain it
- No polished customer tracking page by default
Best for: Simple internal tracking, few drivers, someone in-house who likes building.
Custom app
Quoted; from about S$4,900 with us
- Built around your exact jobs, rates and clients
- Connects to your accounting, orders and client portals
- You own the code and data
- Highest upfront cost; needs a clear spec
Best for: Firms whose workflow or integrations don't fit any product.
Sources: Detrack pricing, AppSheet pricing and Onfleet pricing.
Ready-made POD apps compared
Two examples at very different scales, from their pricing pages as of October 2026:
| App | Price (USD) | Billing | Includes |
|---|---|---|---|
| Detrack Pro | US$29 per driver/mo | Monthly; annual saves 10% | Signature, 10 photos, location and time stamps, live tracking, branded notifications |
| Detrack Advanced | US$39 per driver/mo | Monthly; annual saves 10% | Pro plus route optimisation, recurring jobs, vehicle safety checks |
| Onfleet Launch | From US$619/mo | Per plan, 2,500 tasks included | Photo and signature POD, driver-dispatcher chat, unlimited users |
| Onfleet Scale | From US$1,349/mo | Per plan, 5,000 tasks included | Launch plus advanced tools |
Detrack's page says every plan includes unlimited web users and unlimited jobs with no per-job fees, so you pay only for drivers in the field. Per-driver pricing usually suits small fleets; per-task pricing suits high-volume operations. Check SMS costs separately, since customer text notifications are often billed by usage.
Customer notifications that reduce failed deliveries
Most POD apps can message recipients automatically. Used well, these cut failed deliveries and calls to your office.
- Out for delivery with an estimated time window and a tracking link.
- Driver nearby so the recipient can come down or leave instructions.
- Delivered with the photo or a link to the POD record.
- Failed attempt with the reason and how to reschedule.
Send these as service messages tied to the delivery, not marketing. If you add promotions to the same channel, you need separate consent; our guide to WhatsApp opt-in records explains how.
PDPA: handling recipients' personal data
Recipient names, phone numbers, addresses, signatures and photos that show people or their homes are personal data under the PDPA. PDPC's guidance on deemed consent by contractual necessity covers passing a buyer's details along the delivery chain, including sub-contractors and last-mile delivery, where reasonably necessary to fulfil the order; our deemed consent guide explains how that works.
PDPA checklist for POD data
Choosing and rolling out a POD app
A short trial with real drivers tells you more than any feature list.
List your must-haves
Photo, signature, GPS, failed-delivery reasons, cash on delivery, notifications, integrations with your order system or accounting.
Trial with two drivers for two weeks
Detrack offers a 14-day trial; most vendors have one. Use real routes, including failed deliveries.
Check the driver experience
Does the app work offline in lifts and basements? Is it fast with gloves on? Does it drain the battery?
Test a dispute
Pick a delivery and see how quickly you can find and send its POD to a client.
Roll out and set rules
Train all drivers, set photo rules for PDPA, and remove paper delivery orders once everyone is on the app.
Do it yourself or get help?
If a ready-made app fits your workflow, sign up, trial it and roll it out yourself; it is usually the cheapest and fastest route. A custom app makes sense when you need POD tied into your own quoting, billing, client portal or rates, which products handle poorly. For a sense of build costs, see our website and app cost guide.
Our Custom Business App (from S$4,900, quoted) starts with a free written scope and fixed quote, combines modules such as orders, jobs, proof of delivery and invoices in one database, gives staff, managers and customers their own logins, connects to tools like Xero, QuickBooks, Stripe or WhatsApp, and runs in the browser on phones, tablets and desktops. It is hosted in your own account and the code and data are yours. IT Sorted is a Singapore-based team of developers with over 10 years of experience; you pay upfront and brief us in writing.
Frequently asked questions
A proof of delivery app runs on drivers' phones and records each delivery with a photo, a signature or failure reason, a time stamp and the GPS location. A dispatcher dashboard shows progress, and recipients can get text or email updates with a tracking link. It replaces paper delivery orders and gives you evidence when a delivery is disputed.
As of October 2026, Detrack lists its Pro plan at US$29 per driver per month on monthly billing, with annual billing 10% cheaper and unlimited jobs. AppSheet, a no-code option, starts at US$5 per user per month. Onfleet, aimed at larger operations, starts at US$619 a month for 2,500 tasks. SMS charges are often extra.
Yes, for simple needs. AppSheet can capture photos, signatures and locations in forms, works offline with background sync, and connects to Google Sheets. It suits a small team tracking deliveries internally. It doesn't give you a polished customer tracking page or route optimisation by default, so compare it with ready-made apps first.
Yes, where they identify a person, such as a recipient's signature, face or home. Store them in the app rather than drivers' personal phones, use them only for the delivery, set a retention period, and remove driver access when people leave. Passing details along the delivery chain can rely on deemed consent by contractual necessity.
When your workflow doesn't fit ready-made apps, for example special rates per client, links to your own quoting and billing, a client portal, or several job types beyond simple delivery. A custom app costs more upfront, but you own the code and data and can shape it to how you work. Start with a written scope.