A QS or valuation query is different from a routine POD request. The commercial question may concern quantity, allocation to a particular job, the date or location of a movement, or whether the delivery record supports work included in a valuation.

Keep the commercial identifiers with the movement

Depending on the contract and job, useful information can include:

  • customer, project and job reference;
  • material description and recorded quantity or weight;
  • collection and delivery locations;
  • date and relevant timestamps;
  • vehicle details;
  • docket, ticket or weighbridge references;
  • photographs, notes or sign-off where the workflow requires them.

One load is not always the question

Commercial teams may need to review several deliveries associated with a period, project or valuation. Searchable records and bulk POD downloads can make it easier to assemble the relevant movements than working through mixed paper files.

Evidence supports the discussion; it does not decide it

A digital delivery record should not be described as automatically verified, indisputable or guaranteed to secure payment. It does not replace the contract, valuation rules, measurement provisions or the QS's assessment.

Its role is narrower and useful: keep the recorded movement information organised so the commercial team can retrieve and present the relevant evidence.

Test it against an old valuation query

Choose a real query involving several loads. Identify exactly what the QS or commercial team needed and see whether those records can be found and assembled without reconstructing the movements from separate sources.

For routine delivery questions: see the customer-query workflow.