A daily delivery report is one row per drop: which driver delivered what, to which customer, against which invoice or challan, whether it was delivered in full, and how much cash or UPI was collected. It is the document that tells you, by evening, what reached customers and what came back to the godown.
The format below works for distributors, wholesalers, dairies, water suppliers, building material dealers and anyone who runs their own delivery vehicles or delivery boys.
This is a delivery report, not a delivery challan. The challan is the document that travels with the goods. The report is the driver's record of what happened at each drop, and it refers to the challan or invoice number.
The columns a delivery report needs
Keep it to what you will check the same evening: status, money and proof. Everything else can come from the invoice.
| Column | Why it matters | Example |
|---|---|---|
| Date | Lets you compare days and trace a complaint back to a trip. | 29-09-2026 |
| Driver and vehicle | Who carried the goods, in which vehicle. Needed for cash handover and for disputes. | Suresh Yadav, MH-12-AB-4521 |
| Route | Shows which routes run late or have the most returns. | Route 2 |
| Customer | The shop or site delivered to. Same spelling every time. | Laxmi Kirana Stores |
| Invoice / challan no. | The link between the delivery and your billing. Without it, nothing reconciles. | INV-2045 |
| Items / boxes | What was dropped, especially when it differs from what was loaded. | Oil 15L × 10 tins |
| Status | Delivered, partial, returned or not delivered. The column you filter first. | Delivered |
| Amount collected and mode | Cash, UPI or credit, per invoice. This is what you match at the end of the day. | ₹18,500 · UPI |
| POD photo | Proof of delivery: a signed copy or a photo of the goods at the shop. Settles "we never got it". | Yes |
| GPS location | Confirms the drop happened at the customer's address. | 18.5204, 73.8567 |
| Remarks | The reason for any partial, return or failed delivery. | 2 bags torn |
A filled-in example
Here is one vehicle's afternoon on Route 2, as it should appear in the sheet. Every drop gets a row, including the one that failed.
| Customer | Invoice | Status | Collected | POD | Remarks |
|---|---|---|---|---|---|
| Laxmi Kirana Stores | INV-2045 | Delivered | ₹18,500 UPI | Yes | – |
| Sai Super Mart | INV-2046 | Partial | ₹9,600 cash | Yes | 2 of 8 bags torn, returned |
| Patil Provisions | INV-2047 | Not delivered | ₹0 | No | Shop shut, retry 10 AM |
From these three rows the office already knows: one invoice needs a credit note for two bags, one needs to go back on tomorrow's load, and the driver should hand over ₹9,600 in cash.
Delivery status: four options are enough
- Delivered: everything on the invoice reached the customer.
- Partial: some items delivered, the rest returned. Always say which, and why.
- Returned: the customer refused the goods (wrong item, damage, no order placed).
- Not delivered: the drop did not happen (shop shut, no one to receive, vehicle could not reach).
Resist adding more. "Delayed", "rescheduled" and "pending" all end up meaning "not delivered", and a long list makes drivers pick at random.
Rules that keep a delivery report useful
- One row per invoice, not per trip. A trip total hides which customer paid and which did not.
- Always the invoice or challan number. It is the only thing that reliably joins the delivery to your books.
- Money per invoice, with the mode. A single "collected today: ₹28,100" line cannot be reconciled when one customer disputes a payment.
- A reason for every non-delivery. "Shop shut" and "customer refused" need very different follow-ups.
- Proof on every drop that matters. A photo takes five seconds and saves an argument a month later.
Common mistakes
- Filling the report back at the godown. By then the driver has forgotten which shop paid cash and which paid UPI.
- Mixing the report with the challan. Writing notes on the challan copy means the information lives on paper in a file, not in a sheet.
- No row for failed drops. The goods come back, but nobody records why, and the same customer fails again next week.
The real problem: drivers do not fill forms
A driver with fifteen drops and a full vehicle is not going to type thirteen columns on a phone between stops. So the report is filled at night from memory, or it becomes a photo of a handwritten list in a WhatsApp group that someone in the office has to type up.
vBol lets the driver report each drop as it happens, with a WhatsApp voice note, a photo of the signed invoice and a location pin, in Hindi, Marathi, Tamil, Kannada, Telugu or whichever language they speak:
vBol transcribes it, extracts the fields, and reads the record back on WhatsApp with buttons to confirm or fix a field. Nothing is written until the driver confirms. The row lands in your Google Sheet, an Excel workbook on OneDrive or SharePoint, or Ekatm ERP, with the POD photo and GPS location attached. At 7 PM you get one WhatsApp message listing what was filed, by whom, and who sent nothing today. Vritti sets up the delivery fields and the destination sheet with you; there is no app to install and no login for drivers.
It is free for 30 days (up to 5 confirmed reports per person per day during the trial), then ₹199 per user per month for teams of up to 100 users, with a custom plan for larger fleets. See pricing, or how WhatsApp reports reach Google Sheets.
Prefer to stay on a spreadsheet? Download the free template on this page. It has the columns above, dropdowns for status, payment mode and POD, and three example rows you can overwrite.
Frequently asked questions
What is a daily delivery report?
A daily delivery report lists every drop a driver or delivery boy made in a day: customer, invoice number, items, whether it was delivered, partly delivered or returned, and any cash or UPI collected.
Is a delivery report the same as a delivery challan?
No. A delivery challan is the document that travels with the goods. A delivery report is the driver's record, after the fact, of what actually happened at each drop. The report usually refers to the challan or invoice number.
What delivery status options should I use?
Four are enough for most businesses: delivered, partial, returned and not delivered. Put the reason for anything other than delivered in the remarks column.
How do I reconcile a driver's cash collection?
Record the amount and payment mode against each invoice in the delivery report, then total the cash rows at the end of the day and match them with the cash the driver hands over.