Why Photo Proof of Delivery Matters on Construction Sites

Missed or undocumented deliveries slow down jobs, create billing disputes, and leave project managers chasing paper trails. With TaskTag, you can document every delivery in real time—complete with photos, location tags, and notes—all from your mobile device. Whether you're managing a residential build or a commercial job site, this guide shows how to streamline your construction delivery documentation process in just a few taps.

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.

Common Delivery Issues That Lead to Delays and Disputes

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

How to Track Deliveries with TaskTag’s Photo Proof 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: Set Up a TaskTag Project for Each Customer or Jobsite

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 Delivery Task for Each Site Drop-Off

Name the tasks something like:

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

Step 3: Add Drop-Off Instructions and Contact Details

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 Delivery Tasks to Drivers or Field Teams

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: Schedule Delivery Windows with Start and Due Dates

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 Delivery Checklist to Ensure Completion

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: Capture and Upload Delivery Photos from the Jobsite

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 Photo Proof and Delivery Updates with Clients

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 for Delivery Photo Documentation with TaskTag

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

Final Review Checklist Before Marking a Delivery Complete

• [ ] 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)

Business Impact: How Verified Delivery Records Reduce Risk

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.”

Looking to eliminate delivery guesswork?
With TaskTag’s photo proof workflow, you’ll have an indisputable record—organized, time-stamped, and instantly shareable. Book a demo today.

Frequently Asked Questions (Delivery Photo-Proof Workflow)

1. How do I make sure delivery photos are properly linked to the correct jobsite or task?
To ensure accurate documentation, always create a unique Task under the correct Project for each delivery location. When drivers upload photos through the mobile app using the task’s hashtag, everything is automatically linked and time-stamped.

2. Can I notify the customer automatically once delivery photos are uploaded?
Yes. You can either add the customer to the Project as a viewer or send them a shareable Task link. This allows them to see real-time photo updates without needing phone calls or follow-ups.

3. What kind of delivery issues does TaskTag’s photo-proof feature help prevent?
TaskTag helps eliminate disputes over delivery timing, location errors, and incomplete drop-offs. By capturing visual proof at the moment of delivery, you protect your team and create a clear record of jobsite logistics.