What is a delivery run sheet?
A delivery run sheet, or courier run sheet, is the list of stops a driver takes on a run, in visiting order, with what to deliver and what to collect at each one. The driver records what happened at each stop, and the sheet comes back to the office as the record of the run.
This template keeps the printed sheet and the records in one Excel file, so the stops you plan are the stops the driver sees, and the results feed the cash check and the failed-delivery report without retyping.
What COD reconciliation is and why it is done every day
Cash on delivery (COD) reconciliation checks that the money due on the delivered orders reached the company. For each run it compares three amounts: what the delivered stops say should be collected, what the driver hands to the cashier in cash and card slips, and what is deposited at the bank. A difference found the same day can be traced to a stop and a driver; a difference found at the end of the month usually cannot.
How the template calculates COD and productivity
Every result is a visible formula in the gray cells. The grace minutes, the cash tolerance and the hand-over deadline are inputs on Settings; the values in the file are examples, not rules.
Worked example: four runs over two days
The file holds four example runs on 6 and 7 October 2026, with three drivers and 38 stops. The as-of time is 8 October at 09:00. These are figures from the file:
- 33 of 38 stops were delivered, one of them partly, so the success rate is 87%; 37 of 38 arrivals were inside the window, an on-time rate of 97%.
- COD due across the four runs is 1,880 USD, cash and card together.
- On run R-1006-02 the driver's sheet shows 408 USD collected in cash, but 368 USD in cash and 88 USD in card slips were handed over against 496 USD due. The run is Short by 40 USD.
- Run R-1007-02 ended at 15:30 on 7 October and nothing has been handed over 17.5 hours later, past the 12-hour deadline (example): Hand-over overdue. Run R-1007-01 is balanced but its cash is not yet deposited.
- Of the 5 failed stops, 2 were "customer not available", the top reason, and the Failed deliveries sheet suggests messaging the customer before arrival.
How to use the delivery run sheet template
- Set up the lists on Settings: drivers, vehicles, areas and failure reasons, then the currency and the three limits.
- Create the run on Runs & COD: run ID, date, driver, vehicle, start time and odometer.
- Enter the stops in visiting order on Stops, with the delivery window, payment method and amount.
- Print the run sheet for the driver from the Run sheet (print) tab.
- After the run, copy the driver's results into Stops, then enter the end time, odometer, cash and card slips handed over and the hand-over time.
- Record the deposit and check that every run reads Balanced. Follow up Short, Over and overdue runs the same day.
- Review weekly: first-attempt success rate, on-time rate, top failure reasons and shortages by driver. The delivery cost per order calculator shows what each failed attempt costs.
Arrival times from tracking instead of the driver's pen
Hand-written arrival times are often rounded or filled in later. When customer sites are drawn as geofences, the Safee Vehicle Geofence Movement Details report lists each entry and exit with its time, and the Geofence-based Voyage report splits each trip from the depot into sub-voyages, one for each customer geofence passed, with entrance times and distances. The Journey Management module can suggest the drop points and path for each vehicle, and records whether each checkpoint was visited and how long the vehicle stayed.
Common mistakes with run sheets and COD
- Collecting the cash a day later. Set a hand-over deadline and flag runs past it.
- Counting failed stops as due. Only delivered stops create an amount due; a partial delivery needs the agreed amount written down.
- Reasons left blank. Without a reason, a failed stop cannot be fixed. Make the reason required for every failure.
- Card payments left out. Card on delivery is part of what the run must account for; record the slips with the cash.
- Comparing drivers across very different areas. Stops per hour in a dense district are not comparable with a desert route.
What the template does not cover
This is a generic Excel template, not a delivery app or an accounting system. It does not take payments, send customer messages or optimize routes. Whether the driver or the company bears a shortage depends on your policy and the employment contract. The figures are examples for four runs in USD; replace them with your own.