The Digital Delivery Note: Why the "Squiggle" on the PDA Doesn't Protect You from Claims (and What to Do About It)

The Last-Mile Conflict

The growth of e-commerce and B2B logistics has multiplied the number of daily deliveries. With it, disputes have also increased: “I never received the package”, “a box was missing from the pallet” or “the goods arrived damaged”.

When faced with these claims, many transport companies submit as evidence a screenshot from their internal system showing an illegible stroke captured on the driver’s PDA. The problem is that, from a legal standpoint, that image rarely constitutes robust evidence.

A judge, an insurer or a fraud department can easily challenge a signature that is not technically linked to the original document and does not guarantee the integrity of the signed content.

Digitised Signature vs. Electronic Signature: A Critical Difference

In logistics, it is not enough to “have a signature”. It is essential to understand what type of signature is being used.

1. Digitised signature (the squiggle)
This is simply an image overlaid on a document. It does not technically prove who signed nor does it prevent the document from being modified afterwards. It is easily challenged in court.

2. Advanced electronic signature (the real solution)
It links the signature to the document through cryptographic mechanisms and may also incorporate reinforced authentication of the recipient via an OTP code sent to their mobile.

The difference is not aesthetic; it is legal. In an environment with a high volume of claims, this distinction determines whether the company can defend its position or not.

How to Strengthen the Digital Delivery Note (POD – Proof of Delivery)

For a digital delivery note to have real evidentiary force, it must guarantee three elements: identity, integrity and the moment of delivery. This can be automated through API integration with the transport system.

1. API Integration with the TMS

The driver does not need to change how they work. When they mark “Delivered” on their PDA:

• The driver sees the usual signature screen.
• In the background, the system captures the signature data and generates a cryptographic hash (SHA-256) of the complete delivery note.

That hash acts as a digital fingerprint of the document: if anyone changes a single figure (for example, from “5 boxes” to “3 boxes”), the fingerprint changes completely, revealing the alteration.

2. Content Integrity: Avoiding Shrinkage Fraud

In B2B operations, one of the most common conflicts is discrepancy in the quantity delivered. If the delivery note is not technically protected, someone may alter the record in the system after the signature.

By linking the electronic signature to the document via a hash, the content is locked. What was signed is exactly what was delivered, with no possibility of later alteration without leaving a trace.

3. Qualified Timestamping

In logistics, the exact moment of delivery is critical. There are penalties for delays and clauses on transfer of liability.

Using qualified timestamping makes it possible to independently prove the exact date and time when delivery or rejection took place. This protects the carrier against claims for delays attributable to the recipient, such as dock waits or lack of availability for unloading.

Specific Use Cases in Advanced Logistics

Pharmaceutical logistics and cold chain
It is not only important that the goods are delivered, but that the correct temperature is maintained. The temperature log can be attached to the digital delivery note and signed as a single set, creating indivisible evidence for insurers or health authorities.

Delivery of confidential documentation or consignments
When transporting bank cards, legal documentation or sensitive media, it is essential to clearly identify the recipient. The advanced electronic signature makes it possible to link delivery to identity data in a much stronger way than a simple manual note.

Goods rejections
If the customer rejects the delivery, the driver can document the reason and request a signature on the PDA. This prevents the customer from later citing different reasons for the rejection or disputing return costs.

Operational Impact: Beyond Legal Defence

Robust digitisation of the delivery note does not only reduce legal risk. It also has direct effects on operational efficiency:

• Elimination of physical filing of delivery notes.
• Automatic triggering of invoicing after validated signature.
• Shorter handling times for incidents.
• Improved image of professionalism with corporate customers.

Structured digital evidence turns the transport company into a reliable partner, not just a logistics operator.

Frequently Asked Questions (FAQ)

Is a signature on a PDA always legally valid?
It can be, but if it is only an image with no cryptographic link to the document, it can be easily challenged. An electronic signature that guarantees integrity and identification is required.

Does the hash really prevent manipulation of the delivery note?
The hash does not prevent a file from being modified, but it does make it possible to detect any change. If the document is altered after the signature, the digital fingerprint no longer matches and the manipulation is exposed.

Does API integration slow down the driver’s work?
No. The integration runs in the background. The driver keeps their usual flow while the system generates and protects the evidence automatically.

Conclusion

In modern logistics, speed is essential, but it cannot come at the expense of legal certainty. A simple stroke on a PDA is no longer enough to defend against claims, insurers or contractual disputes.

The digital delivery note, properly protected with advanced electronic signature, cryptographic hash and timestamping, turns delivery into solid evidence. In an environment where every incident directly affects the margin, technical traceability becomes profitability.