Smarter Week

AI and automation by role · frontline

How Delivery drivers can use AI and automation

Below are 11 common tasks for Delivery drivers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Driver, Courier, Route Driver, CDL Driver, Truck Driver, Van Driver, Delivery Associate

Find your own hour leaks, free See the fixes

Task 1 · typically 45 min, every day

Sit in traffic and backtrack on badly ordered routes

Software featureBest fix

Let route software plan the stops and the load order

Route optimization plans the order of stops around time windows, traffic and truck capacity in minutes. Drivers get the route on their phone and spend less time driving.

Typically saves about 60% of the time2 h to set up
  1. 1Trial a route tool (Route4Me, OptimoRoute, Onfleet, Circuit) or the routing in your fleet or delivery system.
  2. 2Import the next day's orders with time windows and vehicle sizes.
  3. 3Optimize, check the routes, and send them to drivers' phones.
  4. 4Load trucks in reverse stop order.

Tools: Route4Me, OptimoRoute, Onfleet, Circuit or Samsara routing

How to automate this task

Task 2 · typically 20 min, every day

Get signatures and do delivery paperwork

Software featureBest fix

Capture proof of delivery on the phone

Electronic proof of delivery takes the signature, photo, time and location in a few taps and updates the office and customer straight away. No paper to hand in.

Typically saves about 60% of the time45 min to set up
  1. 1Turn on proof of delivery in your route or delivery app.
  2. 2Set what is required: photo, signature, or both.
  3. 3Add reasons for failed deliveries drivers can tap.
  4. 4Stop printing delivery sheets once it is working.

Tools: Route4Me, OptimoRoute, Onfleet, Circuit or Samsara routing · Samsara, Motive or Geotab

How to automate this task

Task 3 · typically 15 min, every day

Fill in vehicle inspections and the logbook

Software featureBest fix

Use the fleet app for location, logs, inspections and messages

Fleet apps show where every truck is, record driving hours and inspections electronically, and let dispatch message drivers. Fewer calls, and the paperwork fills itself in.

Typically saves about 45% of the time2 h to set up
  1. 1Check whether your fleet already has Samsara, Motive or Geotab.
  2. 2Turn on electronic inspections (eDVIR), hours-of-service logs and driver messaging.
  3. 3Have dispatch check the live map before phoning a driver.
  4. 4Use the fuel card and receipt capture so trip sheets build themselves.

Tools: Samsara, Motive or Geotab

How to automate this task

Task 4 · typically 30 min, every day

Deal with failed deliveries, wrong addresses and nobody home

AutomationBest fix

Send customers automatic arrival texts with a live tracking link

Customers get a text the day before, another when the driver is on the way, and a live map link. Most "where is it?" calls stop, and fewer people are out when you arrive.

Typically saves about 60% of the time1 h to set up
  1. 1Turn on customer notifications in your delivery or route app.
  2. 2Write short templates: scheduled, on the way, delivered, missed.
  3. 3Let customers reply to confirm, leave instructions or reschedule.
  4. 4Track missed deliveries before and after.

Tools: Route4Me, OptimoRoute, Onfleet, Circuit or Samsara routing · Your TMS

One more way to fix it
Software feature

Capture proof of delivery on the phone

Electronic proof of delivery takes the signature, photo, time and location in a few taps and updates the office and customer straight away. No paper to hand in.

Typically saves about 60% of the time45 min to set up
  1. 1Turn on proof of delivery in your route or delivery app.
  2. 2Set what is required: photo, signature, or both.
  3. 3Add reasons for failed deliveries drivers can tap.
  4. 4Stop printing delivery sheets once it is working.

Tools: Route4Me, OptimoRoute, Onfleet, Circuit or Samsara routing · Samsara, Motive or Geotab

How to automate this task

Task 5 · typically 45 min, every day

Wait at docks to load or unload

Software featureBest fix

Let carriers book dock times online

Dock scheduling software lets carriers book their own slot. You stop taking calls and emails, trucks wait less, and the floor knows what is coming.

Typically saves about 50% of the time2 h to set up
  1. 1Trial a dock scheduling tool (Opendock, C3 Reservations, DataDocks or your WMS module).
  2. 2Set doors, opening hours and slot lengths by load type.
  3. 3Send carriers and suppliers the booking link.
  4. 4Show the day's bookings on a screen at the dock.

Tools: Opendock · C3 Reservations · DataDocks · Your WMS (Manhattan, Blue Yonder, NetSuite WMS, Fishbowl, ShipHero or similar)

How to automate this task

Task 6 · typically 40 min, every day

Phone back and forth between drivers and dispatch for updates

Software featureBest fix

Use the fleet app for location, logs, inspections and messages

Fleet apps show where every truck is, record driving hours and inspections electronically, and let dispatch message drivers. Fewer calls, and the paperwork fills itself in.

Typically saves about 45% of the time2 h to set up
  1. 1Check whether your fleet already has Samsara, Motive or Geotab.
  2. 2Turn on electronic inspections (eDVIR), hours-of-service logs and driver messaging.
  3. 3Have dispatch check the live map before phoning a driver.
  4. 4Use the fuel card and receipt capture so trip sheets build themselves.

Tools: Samsara, Motive or Geotab

One more way to fix it
Automation

Send customers automatic arrival texts with a live tracking link

Customers get a text the day before, another when the driver is on the way, and a live map link. Most "where is it?" calls stop, and fewer people are out when you arrive.

Typically saves about 60% of the time1 h to set up
  1. 1Turn on customer notifications in your delivery or route app.
  2. 2Write short templates: scheduled, on the way, delivered, missed.
  3. 3Let customers reply to confirm, leave instructions or reschedule.
  4. 4Track missed deliveries before and after.

Tools: Route4Me, OptimoRoute, Onfleet, Circuit or Samsara routing · Your TMS

How to automate this task

Task 7 · typically 40 min, every day

Answer "where is my delivery?" calls and texts

AutomationBest fix

Send customers automatic arrival texts with a live tracking link

Customers get a text the day before, another when the driver is on the way, and a live map link. Most "where is it?" calls stop, and fewer people are out when you arrive.

Typically saves about 60% of the time1 h to set up
  1. 1Turn on customer notifications in your delivery or route app.
  2. 2Write short templates: scheduled, on the way, delivered, missed.
  3. 3Let customers reply to confirm, leave instructions or reschedule.
  4. 4Track missed deliveries before and after.

Tools: Route4Me, OptimoRoute, Onfleet, Circuit or Samsara routing · Your TMS

How to automate this task

Task 8 · typically 15 min, once a week

Hand in fuel receipts and trip sheets

Software featureBest fix

Use the fleet app for location, logs, inspections and messages

Fleet apps show where every truck is, record driving hours and inspections electronically, and let dispatch message drivers. Fewer calls, and the paperwork fills itself in.

Typically saves about 45% of the time2 h to set up
  1. 1Check whether your fleet already has Samsara, Motive or Geotab.
  2. 2Turn on electronic inspections (eDVIR), hours-of-service logs and driver messaging.
  3. 3Have dispatch check the live map before phoning a driver.
  4. 4Use the fuel card and receipt capture so trip sheets build themselves.

Tools: Samsara, Motive or Geotab

One more way to fix it
Software feature

Snap receipts into an expense app as you go

Expensify, Ramp, Brex, Navan, SAP Concur and most corporate cards read the receipt photo and fill in the report for you.

Typically saves about 70% of the time15 min to set up
  1. 1Ask finance which expense app or card app the company uses.
  2. 2Install it and turn on receipt capture.
  3. 3Photograph each receipt when you get it, or forward email receipts to the app's address.
  4. 4Submit the auto-built report at month end.

Tools: Expensify · Ramp · Brex · Navan · SAP Concur

How to automate this task

Task 9 · typically 15 min, every day

Write up damages, shortages and returns

Software featureBest fix

Do pre-use checks, damage and incident forms on a phone

Digital forms fill in the date, site and equipment for you, take photos, and send anything failed to the right person straight away. No paper to file or retype.

Typically saves about 40% of the time1 h to set up
  1. 1List the paper forms used most (forklift checks, damage reports, near misses).
  2. 2Rebuild them in SafetyCulture or your fleet or WMS app, or use ready templates.
  3. 3Put a QR code on each forklift that opens its check.
  4. 4Set failed items to alert the lead immediately.

Tools: SafetyCulture (iAuditor) · Samsara, Motive or Geotab · Forklift telematics pre-op checks

One more way to fix it
AI

Talk your notes into the phone and let AI write them up

Say what happened in half a minute; AI turns it into a tidy handover, damage note or incident write-up. Faster than writing on a clipboard.

Typically saves about 45% of the time10 min to set up
  1. 1Use the voice button in your work app or an approved AI app on a company phone.
  2. 2Say what happened, where, when, what you did and what is still open.
  3. 3Use the prompt below to put it in the right format.
  4. 4Check it and paste it into the log, form or email.
Prompt to copy
Turn my spoken notes into a [SHIFT HANDOVER / DAMAGE REPORT / INCIDENT REPORT] with these headings: [HEADINGS]. Short bullet points. Keep times, locations, order numbers and quantities exactly as I said them. Do not add anything I did not say.

My notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 10 · typically 15 min, once a week

Ask for shift swaps, overtime or time off

Software featureBest fix

Let people swap shifts and pick up overtime in an app

With a shift app, workers see the rota on their phone, swap shifts and claim open hours. The lead approves with one tap instead of making phone calls and editing a spreadsheet.

Typically saves about 50% of the time2 h to set up
  1. 1Check if your company already has UKG, Deputy, When I Work, Homebase or Microsoft Teams Shifts.
  2. 2Load the rota and rules (skills, forklift licenses, max hours).
  3. 3Show the team how to swap and request time off on their phone.
  4. 4Post open shifts in the app before phoning round.

Tools: UKG · Deputy · When I Work · Homebase · Microsoft Teams Shifts

How to automate this task

Task 11 · typically 30 min, once a week

Write up incidents and near misses

AIBest fix

Talk your notes into the phone and let AI write them up

Say what happened in half a minute; AI turns it into a tidy handover, damage note or incident write-up. Faster than writing on a clipboard.

Typically saves about 45% of the time10 min to set up
  1. 1Use the voice button in your work app or an approved AI app on a company phone.
  2. 2Say what happened, where, when, what you did and what is still open.
  3. 3Use the prompt below to put it in the right format.
  4. 4Check it and paste it into the log, form or email.
Prompt to copy
Turn my spoken notes into a [SHIFT HANDOVER / DAMAGE REPORT / INCIDENT REPORT] with these headings: [HEADINGS]. Short bullet points. Keep times, locations, order numbers and quantities exactly as I said them. Do not add anything I did not say.

My notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Software feature

Do pre-use checks, damage and incident forms on a phone

Digital forms fill in the date, site and equipment for you, take photos, and send anything failed to the right person straight away. No paper to file or retype.

Typically saves about 40% of the time1 h to set up
  1. 1List the paper forms used most (forklift checks, damage reports, near misses).
  2. 2Rebuild them in SafetyCulture or your fleet or WMS app, or use ready templates.
  3. 3Put a QR code on each forklift that opens its check.
  4. 4Set failed items to alert the lead immediately.

Tools: SafetyCulture (iAuditor) · Samsara, Motive or Geotab · Forklift telematics pre-op checks

How to automate this task

Quick wins

Have you tried…

Are routes planned by route software instead of by hand?
Route tools like Route4Me, OptimoRoute or Onfleet put stops in the best order around traffic and time windows. Drivers get the route on their phone.
Do customers get automatic texts with a live tracking link?
Customers get a text when the driver is on the way, with a map link. It cuts "where is my delivery?" calls and missed deliveries.
Do you take delivery signatures and photos on your phone?
Electronic proof of delivery records the signature, a photo, the time and place. The office sees it straight away and there is no paper to hand in.
Can you swap shifts and pick up overtime in an app?
Shift apps show the rota on your phone. You offer, swap or claim shifts yourself, and your lead approves with one tap.
Do carriers book their own dock times online?
Dock booking tools let carriers pick a free slot themselves. Fewer calls for you, and less waiting at the dock for drivers.
Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

HourLeak · the 8-minute work audit

Find out which of these cost your team the most

Each person picks their role, taps the tasks they really do and says how long each takes. The free check gives you your own top fixes; the team scan adds up the hours across everyone and turns them into a 30-day plan.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

More roles in Logistics & warehouse

Warehouse associate / leadInventory / supply plannerFleet / transport dispatcherPurchasing / buyerAll roles