Your Dispatch Coordinator
Booked, tracked and delivered, with proof on file.
Your Dispatch Coordinator books the carrier, sends the brand tracking before they ask, collects proof of delivery and triggers the invoice in Dynamics, so a delivery is finished only when the paperwork is too.
Timeline
- Mon 11:08Done
Pick raised in CartonCloud
- Tue 15:40Done
Packed, 4 pallets, 420 kg
- Tue 16:02Done
Carrier booked, Thursday AM
- Thu 09:31Done
Delivered, signed by receiver
Checks
- Pallets delivered
- 4 of 4
- Proof of delivery
- Signed, photo attached
- Brand told
- Tracking sent Tue 16:03
- Invoice
- INV-55120 created
References
- Call-off
- CO-3317
- Sales order
- SO-40219
- Consignment
- CC-884120
- Invoice
- INV-55120
Before and after
The same delivery, run two ways.
With carrier portals and email
- Carriers are booked one at a time in different portals.
- The brand asks where the delivery is, and someone goes looking.
- Proof of delivery sits in the carrier portal until a dispute comes up.
- The invoice waits until someone confirms the delivery arrived.
- Booking references are copied between three systems by hand.
With Otopack
- Once the pick is packed, the carrier booking is raised with your preferred carrier for the route.
- The brand receives the booking and a tracking link without asking.
- Proof of delivery is collected and saved against the order.
- The invoice is created in Dynamics as soon as proof of delivery matches the call-off.
- One reference follows the job from call-off to invoice.
How it works
From pick packed to invoice raised.
A typical setup. Each step is shaped around how your team works today.
- 01
Pick packed
CartonCloud or your 3PL confirms the pick is packed, with the pallet count and weight.
- 02
Carrier booked
The booking is raised with the carrier you use for that route, for the delivery date the brand asked for.
- 03
Brand told
The brand gets the booking, the delivery window and a tracking link.
- 04
Proof and invoice
Proof of delivery is saved to the order and the invoice is created in Dynamics.
Works with
Fits around the people and systems you already have.
- CartonCloud
- Pick and pack confirmations trigger the booking. Consignment details are read back from CartonCloud.
- Your 3PL partners
- Dispatch confirmations and proof of delivery come back from your 3PL to the same order.
- Microsoft Dynamics
- The invoice is created on proof of delivery, with the delivery reference attached.
- The brand
- Receives booking and tracking updates by email, and proof of delivery when they ask.
Checked on every delivery
What a delivery needs before it is finished.
- POD
- Proof of delivery with signature or photo, saved to the order.
- REF
- One reference from call-off to invoice, so a brand query takes one search.
- SITE
- Delivery site rules such as booking windows and pallet limits, taken from the brand’s setup.
- INV
- Invoice created only when proof of delivery matches the quantity called off.
Questions
What packaging teams ask us.
Which carriers does it work with?
The carriers you already use. We connect them during setup, through CartonCloud or your 3PL where they already hold the booking.
Do brands get tracking automatically?
Yes. The brand contact set up for deliveries receives the booking and tracking link.
What if proof of delivery shows a shortage?
The invoice is held and your team is told, with the proof of delivery attached.
Is the invoice sent automatically?
It is created in Dynamics once proof of delivery matches the call-off. Your accounts team can review it before it is sent.
Does it work the same way for every business?
No. We set it up around your process, your systems and your approval rules. What you see here is a typical setup.
Bring one real order. Watch it run.
Pick a quote, a proof round or a call-off from this week. We will walk it through Otopack on top of your own systems, so you see exactly where the hours go.