Send a POD or bill to the AI Inbox
You will have the driver’s photo in the AI Inbox within moments of sending, read and matched, and attached to the booking, vehicle or document record after a one-click review.
Drivers do not need the web app. They photograph the signed delivery note, the fuel bill or the document and send it, either from the mobile app on the trip or as a WhatsApp message to the company number. The item lands in AI › AI Inbox, where the office approves it. This page covers both ends.
Before You Start
- Enable Driver Mobile App is on under Settings › Company, and Enable Mobile App is ticked on the driver’s record, if drivers will use the app.
- The WhatsApp channel is set up for your company and drivers have the number saved, if they will send on WhatsApp.
- The booking exists and the driver is assigned to it, so a POD can be matched to the trip.
Steps
- Driver: take clear photos of the whole page. For a POD, every signed page, up to four photos. For a fuel bill, the full receipt with station, date, quantity, rate and total visible. For a document, the side with the number and the expiry date.
- Driver: send from the trip in the mobile app, at the stop that asks for the POD, or send the photos to the company WhatsApp number. On WhatsApp, add the LR number in the message if the paper does not show it; it helps the match.
- Office: open AI › AI Inbox when the unread badge appears, on the To review tab. Switch on Attachments only to hide chat.
- Office: open the item and check the type and the match. A POD shows the booking it was matched to; a fuel receipt shows the vehicle; a document shows the vehicle or booking.
- Office: click Approve if the match is right. The POD attaches to the booking, the fuel receipt goes to a Fuel Tracking entry, the document is created or opened for review.
- Office: click Upload to… if the match is wrong or the item says Manual review required, and choose the booking, vehicle or record yourself.
- Office: click Review & create document for permits, insurance and other documents, check the number, issued and expiry dates read from the image, and save.
- Office: click Mark Done on anything that needs no action, so To review stays short.
What the AI reads from each item
Item | Extracted | You check |
|---|---|---|
POD photos | LR or booking reference, delivery date, signature presence | The booking it matched |
Fuel receipt | Station, date, quantity, rate per unit, total, tax | Vehicle, odometer, payment status |
Vehicle document | Document type, number, issued date, expiry date | Type mapping and dates |
Anything else | Nothing certain; marked Manual review required | Where it belongs, or Mark Done |
What This Changes
- A POD: files on the booking’s Pod Info, POD Uploaded Date set, and the booking shows the proof on its view and print.
- A fuel receipt: an entry under Vehicles › Fuel Tracking that posts to cash or bank, the station’s balance or the driver’s balance according to the payment status you set.
- A document: a record under Vehicles › Document Tracking with status and next reminder, and the dashboard document tile moves.
- The item moves to Done and the unread badge drops.
Tips
- Ask drivers to send the POD before leaving the drop point; a photo taken in good light at the customer’s desk reads far better than one from the cab at night.
- One trip, one message: four photos of one POD in a single send are grouped; four separate sends are four items.
- For fuel receipts, have the driver note the odometer in the message; the receipt does not carry it and the entry needs it for km per litre.
Frequently asked questions
Need Help?
Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.