What paperless vehicle checks actually save
100 %
paperless vehicle checks
Trescal
600
sheets of paper saved per day
Sternfenster Window Systems
30,000
sheets of paper saved per year
Kingdom Clear
10
sheets of paper saved per job
JC Gillespie
Paperless checks, faster action, clearer compliance
Make every check digital
Replace paper forms with guided vehicle inspections completed through the driver’s smartphone and stored automatically in Podfather.
Flag defects immediately
Send reported defects straight to transport or maintenance teams so issues can be reviewed and acted on before they become bigger problems.
Keep a clear audit trail
Store completed checks digitally, making records easier to search, retrieve and evidence during roadside inspections or compliance reviews.
Make the daily walkaround impossible to miss
Require drivers to complete a paperless driver walkaround check before they start their jobs. Build checks around the vehicles in your fleet and collect the information you need directly through the Podfather app.
- Enforce checks before work begins
- Capture notes and supporting photographs
- Keep completed inspections stored digitally
Turn every completed check into a clear record
Keep vehicle checks and reported defects stored digitally instead of relying on paperwork. Podfather reporting makes it easier to review completed checks, find historical records and give teams visibility of issues across the fleet.
- Review completed vehicle checks
- Search historical check and defect records
- Keep compliance information easier to access
Maintain visibility once vehicles are on the road
Once checks are complete and drivers leave the depot, Podfather’s tracking tools give the office a live view of delivery progress. See where drivers are, spot delays as they happen and keep customers updated throughout the day.
- Track drivers and deliveries in real time
- Spot delays and exceptions earlier
- Keep customers informed with automated updates
How Day Aggregates took 1,000+ weekly vehicle checks paper-free
Day Aggregates uses Podfather across a fleet of 190 vehicles delivering more than 4 million tonnes of aggregate across the South of England. Before Podfather, transport teams across 20 depots were collecting and scanning more than 1,000 paper-based vehicle checks every week. The process is now paper-free, with drivers completing checks digitally and defects shared with transport and maintenance teams in real time.
Podfather, built for checks on the road
Configurable
Set up digital checklists around the vehicles, equipment and information your operation needs to capture.
Photo-enabled
Let drivers add photographs and notes to provide clearer evidence when defects or issues are identified.
Searchable
Keep completed checks and defect records stored digitally so teams can retrieve information quickly when required.
Digital vehicle checks are stronger alongside the rest of your operation
Vehicle checks help make sure drivers and vehicles are ready for the day ahead. Here’s how they connect with the rest of the Podfather delivery management system.
Plan jobs and allocate loads across drivers and vehicles, factoring in time windows, customer constraints and capacities, so ePOD proof comes off an already-efficient route.
Monitor progress against the plan in real time using our Android or iOS app.
Automatically send customer notifications and live tracking links, via email, text, or our online portal; keeping customers informed in real-time.
Use digital proof of delivery to capture signatures, photographs and delivery information once each job is completed.
Extend digital delivery workflows beyond your own fleet by allocating work to third-party hauliers while keeping job progress and completion information connected.
Keep completed vehicle checks and defect information alongside wider operational data, giving teams a clearer digital record of fleet activity and performance.
FAQs
Look for a system that makes daily inspections easy for drivers while giving fleet and maintenance teams a reliable digital record. Useful capabilities include configurable checklists, photo evidence, immediate defect reporting, searchable records and access to completed checks during roadside inspections.
It is also worth checking whether checks can be required before drivers start work and how the system connects with the rest of your fleet operation.
Yes. Drivers complete checks digitally through the Podfather app, with the results stored in the back-office system rather than relying on paper defect books.
Yes. Podfather can enforce vehicle checks before drivers access their jobs for the day.
Defects recorded during a check can be shared immediately with maintenance teams, allowing them to investigate and take action without waiting for paperwork to return to the depot.
Yes. Drivers can access evidence of completed checks while out on the road, which can be shown if they are stopped for a roadside inspection.
The current Podfather page states that completed vehicle checks are stored indefinitely within the system and remain searchable when information needs to be retrieved.
Yes. Podfather can connect with existing business systems, helping job and delivery information move between your existing technology and the wider Podfather delivery management platform.
Once you submit the form, Podfather’s Business Development team will get in touch within one business day. They can discuss your operation, provide a live product demo, explain the available pricing tiers and answer any questions you have.
Test drive this feature
We’d love to show you how we could help your business through improved logistics planning. Get in touch today and let’s talk about what challenges you are currently facing in your business and how we could help you to overcome them with smart, easy to use delivery management software that delivers real results.