Brightree HME Proof of Delivery with SuiteFleet

1. Start with the Brightree HME sales order

Open the sales order BT-01842 for Patricia Hayes and inspect its delivery destination, line quantities, and configured SuiteFleet relationship. The example contains HME-100 | Walker | 1 EA and HME-200 | Seat cushion | 1 EA.

Review the sales order, delivery ticket, equipment allocation, destination, and required documentation. Release only the items approved by the provider’s operational workflow.

Brightree already supports delivery and documentation workflows. Define the boundary between those functions and SuiteFleet so technicians receive one dispatch instruction and evidence reaches the correct ticket. Brightree inventory and delivery.

2. Configure the evidence mapping

Preserve this relationship before exporting delivery work:

Match required documents and acceptance evidence to the equipment delivered. Restrict route data to operational information and store evidence under the provider’s access controls.

3. Define and check the evidence requirements

Agree the evidence policy before dispatch: which shipments need a recipient name, photographs, signature, and completion information, and who reviews missing evidence. Only require capture methods verified in the deployed driver workflow. Confirm that the connector can retrieve each required evidence field.

Before opening proof, match the task to Delivery ticket DT-01842 through the correlation record. Names, addresses, and order display numbers alone are insufficient when the customer receives repeat or split shipments.

Distinguish the expected consignee from the person who actually accepted the goods. Validate file access and retention requirements with the deployment owner so a saved link remains useful to the intended support team.

4. Review proof of customer handover

Open Proof from the task or Reports → POD Analysis → Full proof. Review delivery photos, signature, recipient, and recorded completion together. Review Proof of pickup and Proof of delivery separately. Confirm customer receipt from the delivery record.

Do not infer received item quantities from a photograph, a signature, or the package count. Store the event time with its time zone. This example uses America/Chicago (CDT).

An equipment exchange can contain both a delivery and a pickup. Keep each asset, serial reference, and direction distinct; a completed delivery must not retire an unrelated rental asset.

If there is a shortage, refusal, or disputed recipient, preserve the original evidence and record the exception. Retain the source shipment and line keys during review; do not create a new shipment simply because proof needs correction.

5. Store controlled evidence references

Confirm approved Brightree interface access and document destinations. Public descriptions of Brightree’s native Mobile Delivery features do not establish identical behavior for an external connector. Brightree Mobile Delivery.

Write recipient, event time, outcome, and evidence references only to validated destinations. Check whether the interface stores a file, an attachment relationship, or an external URL. Apply access controls to the evidence location; a link in a transaction does not itself grant appropriate access.

Handle status and attachment updates independently. If the status sync succeeds but a photo reference fails, retain the partial integration error and retry that operation safely. Verify the target record after retry before reporting a clean sync.

6. Verify the result in Brightree HME

Return the verified handover result, equipment references, and required documentation to the delivery ticket. Keep billing readiness and financial processing under the provider’s established rules. Brightree inventory and delivery.

Read back the linked record and review every outstanding allocation before reporting the full delivery requirement complete. Test partial shipment, partial acceptance, failed delivery, duplicate completion, and delayed writeback. Keep inventory posting, receipt evidence, and payment reconciliation under their respective configured rules.