Guide
POD and BOL errors that delay payment
A broker's accounts payable clerk pays from paper. If the signed BOL has a gap, the invoice goes into a pile and waits. Most gaps are small, and almost all are cheaper to fix at the dock than three weeks later.
In short
- The usual causes of a held invoice are a missing signature or printed name, blank in and out times, counts that do not match, and exceptions noted after signing.
- Read the BOL before the receiver signs. Photograph it straight on before the truck moves.
- If a bad packet is already at the broker, ask for the specific fix, send the corrected page and keep the reply.
Six spots to read before the receiver signs
The diagram marks the places where a BOL most often fails. Each one takes a few seconds to check at the dock.
Layouts differ by shipper. The checks do not. The full packet list is in the POD checklist.
The errors, what they cost and the fix
| Error | Why it stalls payment | Fix at the dock |
|---|---|---|
| Signature with no printed name | The clerk cannot tell who received the freight | Ask the receiver to print the name beside the signature |
| No in and out times | Detention cannot be supported, and delivery time is unclear | Ask for times on the page. If the receiver refuses, photograph the gate sheet and message the times to dispatch |
| Counts differ from pickup | Looks like a shortage, even when it is a typing slip | Compare both pages. Write the difference and the reason in the notes before signing |
| Exceptions added after signing | The receiver can dispute them, and the broker may not credit them | Note shortage, overage or damage first, then get the signature |
| Seal number missing or different | Raises a question about the trailer being opened | Check the seal against the paper. Note a mismatch on the BOL and photograph the seal |
| Reference numbers do not link | Accounts payable cannot match the POD to the load | Write the broker load number on the page, or send a photo with the load number in the file name |
| Blurry, cropped or sideways photo | An unreadable POD counts as no POD | Shoot flat, all four corners visible, check it at full size before leaving |
The dock routine
Read the whole page
Compare piece count, weight, seal and reference numbers with the rate con and the pickup BOL.
Write exceptions first
Anything short, over or damaged goes in the notes area before the receiver signs.
Get name, signature, date, times
All four. A stamp alone is not a signature.
Photograph it
Flat and readable. Check the photo before the truck moves.
Send it the same hour
File name: load number, then stop. The office checks it that day.
Worked example EXAMPLE VALUES
All numbers here are invented. Broker A load, linehaul $2,150 plus a $175 lumper, so the invoice is $2,150 + $175 = $2,325.
- The driver sent a photo with the lumper receipt cut off and no printed receiver name.
- Broker A paid the $2,150 linehaul and held the $175 lumper line, asking for a full receipt.
- The receipt was in the cab. It reached the office 11 days later, and the lumper line was paid after that.
Cost of the slip: $175 waited 11 days, plus one round of emails. The fix was a 20-second photo check at the dock.
If the bad packet is already at the broker
Keep it factual. Ask what is missing instead of assuming. Do not alter a signed document or add times you cannot support. If you need a receiver to correct or re-sign something, ask them, and never fill it in yourself.
Habits that prevent most of it
- Give drivers a one-line dock card: name, signature, date, times, exceptions, photo.
- Check each photo for readability the same day, not at invoicing.
- Save the rate con and every revision with the BOL.
- Track which receivers refuse to write times, and message the times yourself.
- Compare the BOL to the invoice before sending. See rate con vs invoice.
See which of your last 20 loads have a POD gap or unbilled extras
Questions
Can I send a photo instead of the original BOL?
Many brokers accept a clear photo or scan, and some ask for originals. Check your rate con and the broker's billing instructions. Keep the paper original until the invoice is paid.
What if the receiver will not write the in and out times?
Photograph the gate sheet if there is one, and have the driver message the times to dispatch as they happen. Those messages support the claim. They are weaker than a signed time, so keep asking.
The BOL says clean but the broker reports a shortage. Now what?
Compare the delivery BOL to your pickup BOL and the rate con counts. Send both with a short factual note. We are not claims adjusters, so for a large or disputed claim check your agreement and talk to your insurer or a lawyer.
How long should I keep BOLs and PODs?
Keep them at least until the invoice is paid and any dispute is closed. Your accountant or insurer may want them longer verify, so ask them.
Does a missing POD stop me getting paid?
It usually pauses payment until the broker has proof of delivery. Sending a clear copy fast is the fix.
Related: POD checklist, detention evidence, rate con vs invoice, invoice aging, short pay and chargebacks, rate con invoice mismatch, dry van fleets.
See what your last 20 loads show.
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