Transform stacks of paper PODs, consignment notes, and goods received notes into a fully searchable, secure digital archive – ready to access in seconds. Trusted by logistics operators, hauliers, distributors, and manufacturers across the UK.
Many logistics companies and large organisations managing high delivery volumes continue to rely on paper-based proof of delivery (POD) archives – a method that is both time-consuming and increasingly difficult to sustain at scale. Whilst this traditional approach has served businesses for decades, it is no longer the most efficient or cost-effective solution available.
Today, there is a smarter way to manage your delivery documentation. Our professional delivery note scanning service converts your paper POD records into a secure, fully indexed digital archive – instantly accessible to your accounts, customer service, and logistics teams from any location. Where required, clients can also be granted direct access to their own delivery records through our dedicated online delivery note portal, purpose-built to host, organise, and retrieve your documents with ease.
Our scanning service accommodates all common delivery documentation used across UK logistics and supply chain operations, including:
We provide a secure collection of your documents from anywhere in the UK within 24 hours or as convenient for you as well as we can supply storage boxes and assistance with removing and boxing up your files.
We scan and convert all types and sizes of documents to a digital format of your choice such as PDF, PDF Searchable, TIFF, JPEG, Microsoft Word and Excel.
We deliver your digital data on a secure storage medium of your choice such as CD, DVD, USB, secure FTP or fully managed Pearl Cloud document management system.
To enable multiple search terms (in addition to text search), typically the delivery notes are indexed using the following criteria for retrieval:
Our delivery notes scanning solution will provide you the ability to locate every delivery document within seconds as well as we can develop a solution where the scanned PODs can be made available to your customers online via our secure Pearl Cloud system to improve your customer experience and as your query handling processes become digital, your business will start to experience improved productivity and efficiency.
Once digitised, your delivery notes can be stored in our secure, cloud-based delivery note archive system. Our advanced storage solutions offer unparalleled security, ensuring your data is protected against unauthorised access and data breaches. Retrieval of documents is made effortless through our user-friendly platform, where you can quickly search for and access specific delivery notes using the indexed information and barcodes. This immediate access to documents streamlines your operations, saving time and enhancing productivity.
This system provides:
Every scanned delivery note is processed using advanced Optical Character Recognition (OCR) technology, transforming static document images into fully searchable, text-rich digital files. This means your team can locate any delivery note in seconds – simply by searching a customer name, reference number, date, postcode, or any other keyword contained within the document. No more manual flicking through folders or waiting on a colleague to dig out a paper record. With OCR-processed delivery notes, the right document is always just a search away.
Our advanced data capture software goes beyond standard OCR processing – automatically reading and extracting barcode data directly from your scanned delivery notes. Each document is then precisely indexed against its unique barcode value, creating a fast, reliable link between your physical delivery records and your digital archive.
Captured barcode data can be embedded within the digital file name or exported directly into a structured database, making it straightforward to integrate with your existing transport management system (TMS).
Scanning and digitising delivery notes offer numerous advantages, including:
By choosing Pearl Scan for your delivery note scanning and digitisation needs, you’re not just investing in a service; you’re enhancing your operational efficiency, security, and accessibility to critical documents. Join the numerous businesses that trust us to streamline their document management processes.
Convert years of POD paperwork into a searchable archive accessible to your transport planners and accounts team.
Digitise delivery notes and GRNs to streamline invoicing, reconciliation, and customer dispute handling.
Archive inbound and outbound delivery documentation to support stock audits, supplier queries, and ISO compliance.
Provide clients with rapid digital access to POD records via a secure portal, reducing admin overhead significantly.
Digitise goods received notes (GRNs) and inbound delivery paperwork across multiple branch locations.
Maintain compliant, easily retrievable records of material deliveries for contract audit and dispute purposes.
