Introduction

Ensure every delivery is documented with TaskTag's streamlined workflow for capturing photo evidence. Easily gather delivery photos and proof in one organized system, protecting your team from disputes, callbacks, and miscommunication. This guide will show you how to create a reliable, repeatable process that keeps your deliveries transparent and your team covered.

Who this is for: Dispatchers, delivery drivers, warehouse pullers, and office managers working at material supply companies.

What this solves: This workflow helps you track every delivery with photo proof, instructions, and a searchable record — so your team doesn’t have to rely on memory, texts, or paper tickets.

The Problem

Without TaskTag, deliveries often rely on:

• Verbal instructions or text messages
• Paper tickets that get lost
• No real-time updates for the field or office
• No proof when a delivery is disputed

This leads to:

• Missed or misplaced deliveries
• Time-consuming callbacks
• Frustrated customers
• Unnecessary re-deliveries or refunds

The Ideal Workflow

With this setup in TaskTag:

• You create a project for deliveries to a specific customer
• Each job site or order is a task within that project
• The task is assigned to the delivery driver and/or warehouse puller
• The task includes delivery instructions, dates, and checklist
• The driver takes and uploads photos of the delivery (address, materials, delivery ticket, site conditions)
• You and your customer both have access to the delivery record — complete with photos and timestamps

Step 1: Create a Project for the Customer

Create a new project and name it clearly, like:

• Deliveries - Westside Construction
• ABC Builders - Delivery Log
• Lowe Framing Co. - June Orders

This project will hold all deliveries for that customer or time period.

Step 2: Create a Task for Each Site or Delivery

Name the tasks something like:

• Job 172 - Oakridge Apartments
• Delivery - 6/28 - Smith Residence
• Framing Pack - Elm St Project

Step 3: Add Delivery Instructions to the Task

Use the task description to include:

• Site entry instructions
• Contact name & number
• Gate codes
• Notes from sales/purchasing
• Any "Do not Deliver If..." conditions

Step 4: Assign the Task

Assign it to:

• The delivery driver (person doing the drop-off)
• The warehouse puller or yard team (person pulling and loading materials)

Make sure to connect with the assignees beforehand so you can successfully assign the task.

Step 5: Set a Start and Due Date

Use the start date for when the order is pulled.

Use the due date for when the delivery must be completed.

Step 6: Add a Default Checklist

Create a checklist like:

• [ ] Photo of jobsite address block
• [ ] Photo of delivered materials (wide view)
• [ ] Photo of signed delivery ticket
• [ ] Photo of jobsite conditions (if delivery was prevented)
• [ ] Notes entered if anything was out of the ordinary

Step 7: Driver Uploads Photos on Site

Your driver can upload photos:

• Directly in the task
• Or in chat using the project hashtag (e.g. #Westside_Construction)

All photos are time-stamped and automatically attached to the task/project!

Step 8: Share with the Customer (Project or Task)

You can:

• Share the whole project with a customer rep (like a superintendent or purchaser)
• Or just share the task if you want to keep access limited

You'll need to connect with the client beforehand for either option.

Best Practices

Use consistent task naming

Helps your team and customer search easily by job or date

Always upload photos in the moment

Reduces forgotten steps and ensures fast proof

Tag in chat with the project hashtag

Keeps everything grouped and searchable

Attach signed delivery tickets or receipts

Build a full paper trail in one place

Share access only as needed

Clients see what they need — not internal chatter

Use start/due dates to track delivery windows

Helps you stay ahead of schedule

Done State Checklist

• [ ] Project created for customer deliveries
• [ ] Task created for each job site or order
• [ ] Instructions added in task description
• [ ] Task assigned to driver and warehouse team
• [ ] Checklist added for required photo proof
• [ ] Photos uploaded on site
• [ ] Task marked complete
• [ ] Customer shared on project or task (if needed)

Real Value to the Business

Reduces disputes — You’ve got photo proof of every delivery

Saves time — No need for phone calls to confirm drop-offs

Protects your team — From false claims or jobsite issues

Builds trust — Clients see you’re organized and accountable

Creates a searchable delivery log — For audits, customers, or internal reviews

“If it’s not in TaskTag, it didn’t happen. With photo proof, it’s crystal clear.”