Match a courier invoice to the shipment record first, then check the quote and proof of delivery for that same movement. This keeps a charge, the service you approved and the completed handoff connected—even when several deliveries went to the same customer.
The WTM Customer Portal gives customers access to quotes, invoices, shipment history and available delivery documents. Your accounts team can use those records together instead of relying on a receiver’s surname or an email subject line to identify a job.
Begin with a consistent shipment reference
Keep the shipment reference beside your own order or purchase reference in your internal records. An address alone is not enough when a business receives several shipments in a week. Similarly, an invoice date may differ from the collection or delivery date.
Open the shipment history and identify the movement using its pickup, destination, date and package details. Then locate the associated invoice and available POD. Where a document does not display your internal reference, maintain that connection in your own review sheet rather than assuming the portal has created an accounting integration.
Check three different questions
The approved quote answers what transportation was agreed and at what price. The shipment record identifies what was booked. The POD records the delivery handoff. Reviewing all three is more useful than checking only that an invoice total looks familiar.
Compare the collection and delivery points, the service level and the shipment description. Review any additional approved charges against the relevant communication or updated billing record. A completed delivery does not, by itself, explain every line on an invoice.
Separate delivery confirmation from order fulfilment
A signed POD helps establish that a shipment reached its receiver. It is not automatically evidence that every product on your customer’s sales order was packed correctly or accepted after inspection.
For example, your business may sell ten items but send them in two cartons. The courier documents relate to the transportation of those cartons. Your packing record explains their contents. Keep both records when resolving a question about a missing product rather than asking one document to prove two different things.
Make exceptions easy to investigate
When something does not match, note the exact question: a different destination, an unfamiliar charge, a missing document or a second delivery to the same customer. Send WTM the shipment and invoice references with that question.
Avoid overwriting your original order reference to force a match. Keep the exception visible until it is explained, and record the answer beside the delivery. That gives colleagues a usable trail when they review the transaction later.
Use the same routine as volume grows
Create a simple review table in your own system with order reference, WTM shipment reference, invoice, POD availability and review status. This is a manual working method, not a claim of automatic reconciliation.
The guide to finding BOLs, PODs and invoices explains where the documents fit in the shipping journey. Historical shipment records are particularly useful when an accounts query arrives after the delivery team has moved on to newer work.
Can I retrieve records after delivery?
Yes. Use your WTM account to access shipment history and documents as they become available.
Does a GPS location replace a POD?
No. Live tracking shows movement; the POD records the completed handoff. Use the record that answers the question you are checking.
Spend less time reconstructing completed deliveries. Open the WTM Customer Portal, or contact admin@wtmlogistics.com for account access.
