Proof of Delivery + QuickBooks

Proof of Delivery Software for QuickBooks

QuickBooks tracks your revenue but has zero visibility into what happens between dispatch and invoicing. Your drivers complete deliveries, but the confirmation sits on paper slips -- or worse, in someone's memory. That creates a 2-3 day lag before deliveries become billable in QuickBooks. Locate2u closes the gap: drivers capture e-signatures, photos, and GPS proof at the door, and the completed delivery automatically triggers invoicing in QuickBooks.

Request Access Book a Demo

QuickBooks Tracks Revenue. Locate2u Proves the Delivery.

QuickBooks is the accounting backbone for millions of small businesses. It handles invoicing, expense tracking, payroll, and financial reporting. What it does not do is manage deliveries. There is no driver app, no route optimization, no way for a driver to capture a signature or photo at the customer's door. QuickBooks knows what you billed -- it has no idea what you actually delivered.

For small delivery companies with 10-50 drivers, this creates a painful gap. Drivers finish their routes and hand in paper slips or send text messages. Office staff manually enter delivery details into QuickBooks the next morning to generate invoices. Slips get lost, handwriting is illegible, and billing falls 2-3 days behind actual delivery. Locate2u eliminates this entirely by capturing verified delivery proof in the field and pushing it straight into QuickBooks as billable records.

Connects via the official Intuit QuickBooks Online API
Auto-generates QuickBooks invoices from completed deliveries
Works with QuickBooks Online and Desktop via Web Connector

The Problem

Paper Slips Do Not Belong in Your Billing Workflow

QuickBooks is built for accounting, not delivery management. Small delivery companies using QuickBooks hit the same problems every day: billing delays, lost paperwork, and customer disputes they cannot resolve with evidence.

2-3 Day Billing Lag

Drivers finish routes and return paper delivery slips the next morning. Office staff then manually key each delivery into QuickBooks to create invoices. By the time the customer receives a bill, it is two to three days after the actual delivery. That delay directly impacts cash flow for small businesses operating on tight margins.

Lost Delivery Slips

Paper gets crumpled in truck cabs, left in pockets, or simply misplaced. When a delivery slip goes missing, the office has no record to enter into QuickBooks. The delivery happened, but the invoice never gets created. Revenue leaks out of the business because the paperwork trail broke down between the driver and the accounting desk.

Customer Disputes Without Evidence

A customer calls and says they never received the delivery. Your QuickBooks invoice proves you billed them, but it does not prove you delivered. Without a signature, photo, or GPS record, you have no evidence. The choice becomes absorb the cost or argue without proof -- neither option is good for a small business.

Manual Data Entry Errors

Transcribing handwritten driver notes into QuickBooks introduces errors. Wrong quantities, misspelled customer names, incorrect delivery dates. Each mistake creates downstream problems: incorrect invoices, confused customers, and time spent fixing records instead of running the business. The more drivers you have, the worse this scales.

How It Works

From Driver's Phone to QuickBooks Invoice

Driver Captures Proof at the Door

When the driver arrives, they open the Locate2u app and complete the delivery. The customer signs on the screen, the driver takes a photo of the goods at the delivery location, and the app automatically records GPS coordinates and an exact timestamp. This takes under 30 seconds and replaces the paper slip entirely.

Invoice Auto-Creates in QuickBooks

The moment the driver submits the proof of delivery, Locate2u pushes the completed delivery data to QuickBooks via the Intuit API. A new invoice is automatically generated with the correct customer, line items, and delivery date. No office staff needed. No next-morning data entry. The invoice exists in QuickBooks before the driver reaches the next stop.

Disputes Resolved With Evidence

Every QuickBooks invoice now has linked delivery proof: a customer signature, a timestamped photo, and GPS coordinates. When a customer questions a charge, your accounts team pulls up the invoice and shows the evidence. No phone tag, no guesswork, no writing off legitimate deliveries because you cannot prove they happened.

POD Capabilities

Delivery Proof That Feeds Directly Into QuickBooks

E-Signatures

Customers sign directly on the driver's device, confirming receipt at the point of delivery. The signature is linked to the QuickBooks invoice as verified delivery proof. When a customer later disputes a charge, the signature record settles it immediately.

Photo Capture

Drivers photograph the delivered goods at the customer's location. Every image is geotagged and timestamped. For deliveries left at a door or loading dock, the photo provides visual confirmation that the right items reached the right address -- evidence that paper slips never captured.

GPS Timestamps

Every delivery completion records precise GPS coordinates and a server-synced timestamp. This proves the driver was physically at the customer's address when the delivery was confirmed. Combined with the signature and photo, it creates an airtight delivery record.

Automatic QuickBooks Invoicing

Completed deliveries with POD automatically generate invoices in QuickBooks Online. Customer details, line items, amounts, and delivery dates flow through without manual entry. Your office staff stops re-typing delivery slips and starts focusing on collecting payment instead.

Custom Delivery Forms

Capture additional data at delivery: condition notes, temperature readings for perishable goods, or customer feedback. Custom fields sync alongside the standard POD data so your QuickBooks records contain everything needed for accurate billing and service tracking.

Real-Time QuickBooks Sync

Delivery data reaches QuickBooks the moment the driver taps complete. No batch uploads at end of day, no overnight imports. Your accounts receivable is always current. The invoice is in QuickBooks and ready to send before the driver pulls away from the delivery address.

FAQ

Frequently Asked Questions

Locate2u connects to QuickBooks Online via the Intuit QuickBooks API. When a driver captures proof of delivery -- signature, photo, GPS timestamp -- Locate2u automatically creates or updates the corresponding invoice in QuickBooks. The delivery confirmation data is attached to the invoice record so your accounting team has verified proof alongside every billable delivery.

Yes. When a driver captures a signed proof of delivery in Locate2u, the system can automatically generate a QuickBooks invoice for that delivery. The invoice includes delivery details, customer information, and a reference to the POD record. This eliminates the manual step of your office staff re-entering delivery data into QuickBooks to create invoices.

QuickBooks is accounting software designed to track income, expenses, and invoicing. It has no delivery management capabilities: no route planning, no driver tracking, no proof of delivery capture. A delivery company using QuickBooks alone has a blind spot between dispatch and invoicing -- they know what was supposed to be delivered and what was billed, but have no verified record of what actually happened at the door.

Locate2u integrates directly with QuickBooks Online via the Intuit API. For QuickBooks Desktop users, the integration works through QuickBooks Web Connector or by syncing Desktop data to QuickBooks Online. The majority of small delivery businesses now use QuickBooks Online, which provides the most seamless real-time connection with Locate2u.

When a customer disputes an invoice claiming they never received the delivery, you can pull up the QuickBooks invoice and show the linked proof of delivery: a signed e-signature from the recipient, a timestamped photo of the goods at the delivery location, and GPS coordinates confirming the driver was at the correct address. This evidence resolves disputes immediately instead of relying on he-said-she-said conversations.