Missing POD Chaser
Find delivered shipments with no proof-of-delivery on file, draft carrier retrieval requests, and track responses against each carrier's SLA — with a coordinator approval gate before any email goes out, so invoices stop getting disputed for lack of proof.
A logged-in web tool where you import your delivered-shipments CSV, instantly see every shipment marked delivered with no POD on file, review carrier retrieval-request emails the tool drafts for you, approve and send them, track each carrier's response against its retrieval SLA with an escalation timeline, attach the POD when it arrives, and watch a live aging report of what's still outstanding.
Before you start
- A Supabase account (free)
- A Vercel account (free)
- A Resend account (free)
- A delivered-shipments export with a POD-on-file flag (CSV)
- Claude Code or any AI coding agent
The problem this kills
A customer disputes an invoice and says they never received the goods. You go looking for the proof of delivery — the signed receipt, the photo, the carrier's delivery confirmation — and it isn't there. The shipment is marked delivered in your system, but nobody ever pulled the POD from the carrier, and now the clock is running. Carriers only keep delivery documents for a limited window, so the longer a missing POD sits, the harder (or impossible) it gets to retrieve. Meanwhile the disputed invoice ages, AR can't collect, and the whole thing turns into a fire drill.
The painful part is that these gaps are invisible until someone needs the document. Delivered shipments quietly pile up with no POD attached, scattered across a tracking spreadsheet and a dozen carrier portals. No one is watching for the ones missing proof, no one is chasing the carriers on a schedule, and no one is escalating before the retrieval window closes. This isn't a people problem — it's a missing tool: something that flags every delivered-but-no-POD shipment the moment it appears, and chases it down on a clock.
What you'll build
A simple internal web app for your billing/AR and delivery-coordination team. You import your delivered-shipments export — the list of shipments your system thinks are delivered, with a flag for whether a POD is on file. The tool instantly surfaces every shipment that's delivered but has no POD, keyed and deduped on the PRO / shipment number so the same one never shows up twice.
For each gap, the tool drafts a retrieval-request email to the right carrier, asking for the proof of delivery and quoting the relevant reference numbers. A coordinator reviews each draft, edits if needed, and approves it before anything is sent — the AI writes, a person decides. Once sent, the tool tracks the request against that carrier's retrieval SLA, walks an escalation timeline when a carrier goes quiet, and lets you attach the POD when it comes back. A live aging report shows everything still outstanding, sorted by how close it is to the carrier's deadline, so the team always knows which proofs are about to slip away.
What's inside the Implementation Plan
The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — how delivered shipments flow today, what your export columns are actually named, which carriers you use and how each one wants a POD request, how long each carrier keeps documents before they're gone, who approves outgoing emails, and your real edge cases (re-deliveries, partial PODs, freight vs parcel, third-party logistics). It reflects a short tailored spec back to you for a thumbs-up, then shapes the data model, the carrier SLA timers, the email drafts, and every later step around your answers. You get a tool fitted to your shipping operation — not a generic template.
From there the plan walks the agent through the CSV import (with duplicate guards on PRO / shipment number), the missing-POD detection, the per-carrier email drafting, the coordinator approval gate, the SLA + escalation tracking, the POD attachment step, and the live aging report — plus a clean CSV export. Every step ends with a ready-to-copy prompt. There's a "No API yet?" path so you can build and run the whole thing today from a spreadsheet export, no carrier integration required.
The governance it includes (this is the point)
This is built like a real operations tool, not a toy. The plan bakes in login so only your team gets in; row-level security so a coordinator only ever sees their own organization's shipments; a complete audit trail of every draft, approval, send, and attachment — who did what, and when; a hard human-in-the-loop approval gate so no retrieval email goes to a carrier without a coordinator's sign-off; and duplicate guards keyed on the PRO / shipment number so the same shipment can't be chased twice or double-emailed. Nothing leaves the building automatically — the tool drafts and tracks, a person approves, and only then does the request go out.
Who it's for
Billing and AR specialists who lose disputes for lack of proof, and delivery coordinators who own the carrier relationships and the tracking spreadsheet. If you can describe how a shipment gets marked delivered, where the POD is supposed to come from, and who's allowed to email a carrier, you can build this.
You've got this — start with the plan, paste the first prompt, and you'll be chasing missing PODs on a clock this afternoon.