Without a POD notation and a file, the freight claim becomes a WhatsApp argument.
Shipper timeline
On receipt: POD notation. Within 24-48h: photo file + GPS match. Then formal claim letter and credit follow-up.
Data that must live in the TMS
POD/ePOD, photos, temperature if applicable, seals, timestamps, rate, carrier contact.
Who does what
Tower detects, CS builds the claim, AP holds or applies credit. One ID.
Key takeaways5 points
- Timeline: ePOD notation, photos/GPS, and claim letter to credit or hold.
- The TMS must store evidence on the same shipment ID.
- Deadlines and limits depend on contract; document your internal process.
- CS, tower, and AP share one file or the claim dies.
- This is not legal advice; it is an operational playbook.
Want to land this on your lane?
Operational education for Mexico–US shippers: criteria, evidence, and payment governance. Not legal or tax advice.
Every accessorial, document, or panel requirement should match the shipment ID before payment.
Not on day one. Keep the system of record and add agents that execute and audit on top. Typical pilot 6-8 weeks.
Helps detect exceptions and avoid paying without a file. Your team decides hold, dispute, or assignment.
When auditing 100% of a pilot lane, the observed OCL pattern is around 5-7% of that spend universe.