Digital supply chain with Cloud4Log: New standard logistics solution – Over 100 companies rely on the digital solution – Image: Xpert.Digital
Save costs, optimize processes, secure the future: The digital transformation of the supply chain
Digital delivery note: Sustainable and efficient: Why Cloud4Log is changing the logistics industry
The digitalization of the supply chain has become increasingly important in recent years. A clear trend is emerging: companies not only want to save costs and accelerate their processes, but also operate more sustainably and utilize modern technologies to future-proof their businesses. A prime example of this is the cloud-based collaborative project "Cloud4Log." Initiated jointly by GS1 Germany and the German Logistics Association (BVL), this project aims to optimize national goods traffic using a digital delivery note. The following sections will explain in detail how Cloud4Log works, its advantages, and why it represents a significant step forward, particularly for the logistics industry. Furthermore, various interesting and important aspects relevant to the successful implementation of such a system in practice will be discussed.
With over 100 participating companies, including well-known brand manufacturers and retailers such as Dachser, DHL Group, Nordfrost and Nagel-Group, Cloud4Log is gaining increasing importance in the logistics industry.
Reasons for digitizing the delivery note
Many companies in the transport and logistics sector still rely on traditional paper documents when processing deliveries. Although much of the process is already digital, the digital delivery note hadn't yet become the standard on a large scale until recently. Various reasons, such as technical hurdles, investment costs, organizational changes, or a lack of standards, led many businesses to shy away from a comprehensive digital transformation. However, it's clear that companies handling a large number of deliveries daily – for example, to retail partners – have enormous potential for optimization. This is precisely where Cloud4Log comes in.
Cloud4Log's core objective is to efficiently connect all stakeholders in the supply chain and digitally exchange all transport-related documents. A paper delivery note requires numerous intermediate steps – from creation and printing to handing it over to the driver and finally signing it. This process chain is prone to delays, losses, or misunderstandings, not to mention the significant resource consumption associated with printing and transporting the paper. Digitization aims to largely eliminate these risks, improve communication, and increase transparency and efficiency.
The idea of establishing digital delivery notes across the entire industry originated in 2020 within the BVL (German Logistics Association) working group on "Digitalization of Transport Logistics." Leading experts recognized the urgent need for action early on, as even in 2022, the majority of goods deliveries in the consumer goods sector still relied on paper documents. The aim was to unlock this significant optimization potential with the help of a digital industry solution. Standardized data formats and the ability to clearly assign documents to their respective deliveries play a central role in this, enabling all parties involved to access a common information base.
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Basic principle and technology behind Cloud4Log
Cloud4Log offers a central cloud platform that enables all participating companies to share digital transport-related documents. The solution is based on the use of GS1 identification standards. These ensure that a document can be unambiguously assigned to a shipment. A key feature is that each shipment receives a unique identifier, accessible via QR code. This allows for real-time tracking of which goods are on which route to which destination and which documents accompany that transport.
The platform offers two key usage options. Firstly, companies with established software solutions can use the open API interface to seamlessly integrate Cloud4Log into their existing systems. Secondly, a basic frontend is available for smaller or less digitized businesses. Here, no extensive IT project is required to benefit from the advantages of the digital delivery note. All relevant data can be uploaded, retrieved, and further processed via a web-based interface.
From a technological perspective, the platform relies on modern cloud infrastructures. This enables not only centralized data storage but also high availability and security. Ideally, every relevant process step—be it pickup, transport, or delivery—is handled digitally. Incorrect entries and misunderstandings are reduced because data, once entered, remains unchanged and available to all parties involved. This significantly improves the reproducibility and traceability of processes.
Independent registration and innovative self-service solution
A key milestone in Cloud4Log's development was the introduction of a self-service solution for drivers in July 2024. This step enables drivers to register deliveries independently at the receiving dock. Whereas previously, receiving staff often had to be informed via paper slips or additional documents, this process is now automated and digital. Drivers scan the corresponding QR code, access the relevant delivery note, and can register the delivery directly, without any further communication required.
This process accelerates operations in several ways: Firstly, waiting times are eliminated because drivers can act proactively. Secondly, the incoming goods management department is relieved of the burden of manually checking paper documents. "Our vision is a paperless future in logistics," the project managers state, emphasizing that efficiency in the supply chain can only be achieved if all steps benefit equally. This creates a win-win situation: The driver is faster, the receiving company receives more accurate data, and the transporting company saves costs.
Advantages: Added value for all involved parties
The advantages of a digital delivery note process are manifold. Some of these advantages can be realized immediately, while others have a more medium- to long-term impact on the entire supply chain.
Efficiency improvement and process optimization
Digital delivery notes eliminate numerous manual tasks. Printing, handing over, and signing paper documents is time-consuming and in short supply in today's fast-paced logistics environment. Furthermore, there are potential errors, such as those caused by illegible handwriting or lost documents. Cloud4Log mitigates these risks because data is captured digitally only once, and all parties involved access the same data set. This ultimately leads to comprehensive process automation, enabling seamless tracking and management of deliveries.
Another significant advantage: The self-service solution for drivers offers new flexibility. Where delays previously occurred at goods receipt, for example, if employees were not immediately available, drivers can now act independently. This speeds up the entire process from arrival to documentation and release of the delivery.
Transparency and availability
"Transparency as the key to a successful supply chain" – this sums up the motto of many modern companies. Cloud4Log provides all relevant delivery data around the clock. Regardless of whether the goods are currently in the truck, already in receiving, or still at the manufacturer: information on the current status is available in real time. Should delays occur or quantity discrepancies arise, this is immediately visible in the system. This allows for better planning of further procedures and, if necessary, adjustments to changing circumstances.
In the long term, this transparency also results in closer integration between different companies involved in logistics cooperation. Because as soon as every party knows at any given time where each shipment is located, who is responsible for it, and what processing steps are currently pending, collaboration becomes smoother. This is also a crucial aspect for quality assurance and customer satisfaction, as it allows for better and faster responses in critical situations.
Sustainability and cost savings
The digital delivery note helps to drastically reduce paper consumption in logistics. In practice, the savings add up to enormous quantities when you consider how many deliveries and partial deliveries are moved daily in Germany or across Europe. Where countless printed delivery notes used to circulate, today a QR code, scanned on a smartphone or tablet, suffices. This helps companies improve their environmental footprint while simultaneously reducing costs.
Sustainability is playing an increasingly important role in modern business. Customers, business partners, and especially legislators are demanding increasingly resource-efficient practices. "We must keep the ecological footprint of our processes as small as possible," emphasize responsible managers. Switching to digital delivery notes is a valuable contribution in this regard, as it reduces deforestation for paper production, minimizes the transport of paper shipments, and streamlines logistics.
Security and privacy
Cloud4Log adheres to strict data security and privacy standards. Stored data remains in the cloud, accessible only to authorized users. This guarantees a clear separation of roles: drivers, senders, and recipients can each access only the information they need to perform their tasks. Once the delivery note is signed and finalized, it receives a status that prevents further changes. This allows for precise tracking of who entered which data and when, and whether any discrepancies exist.
Data protection is a highly sensitive issue, particularly in Europe. Cloud4Log states that it guarantees compliance with the General Data Protection Regulation (GDPR). This benefits all parties involved, as they don't have to worry about unauthorized data transfers. Clearly defined data protection concepts ensure that the system can be operated in compliance with the law. Especially in a digital world where data is one of the most important competitive factors, trust in a secure platform is crucial.
User-friendliness and multilingualism
Logistics often brings together people from diverse backgrounds. Drivers, in particular, frequently come from different nations, which can lead to language barriers. Cloud4Log addresses this issue by offering its solution in numerous languages, allowing each driver to choose the interface they understand best. This not only simplifies the application but also prevents misunderstandings in sensitive processes.
Cloud4Log has also made progress in terms of user-friendliness. Accessing the digital delivery note is incredibly easy by scanning the QR code. No special app is required, further reducing the barrier to practical use. Most drivers are already accustomed to scanning QR codes – for example, on public transport tickets or for parcel services in the private sector. This concept of self-explanatory operation has proven convincing in practice.
Error reduction and quality improvement
Traditional paper-based processes are prone to errors when capturing data. Inaccurate handwriting, incorrectly entered quantities, accidentally signed partial deliveries, or a lost delivery note page are among the most common problems. Cloud4Log allows data to be captured from the outset in a way that significantly minimizes human error. For example, every QR code scan automatically accesses the centrally stored data record. Changes such as quantity adjustments or the exchange of loading equipment are digitally recorded and—if configured—automatically transmitted to downstream systems. This ensures that all information is always up-to-date.
If errors do occur, they can be identified and traced more quickly in a digital environment. In the past, if a delivery was incorrect, it often required time-consuming investigations to determine the exact cause of the discrepancy. Was it the sender, the carrier, or the recipient? And did the original delivery note even still exist to verify this? Such problems are largely eliminated when documents are digitally available and every change is logged.
Detailed functionality: From creation to acknowledgment
The Cloud4Log process consists of several interconnected steps. First, the sender uploads the digital delivery note to the system. This delivery note receives a unique identifier based on GS1 standards (for example, GDTI), ensuring that the documents can be unambiguously assigned to a specific shipment. Next, a QR code is generated, which is usually scanned by the driver at the goods issue point. Alternatively, the QR code can also be printed on a paper copy to facilitate access to the system. This step forms the link between the physical and digital processes.
A link is stored in the driver's smartphone wallet via the scanned QR code. Here, the driver can access the digital delivery note, similar to a plane ticket. During transport, they can view this at any time to show the current delivery status to authorities or customs officials, for example. Ultimately, the QR code acts as a key that unlocks access to the respective data record.
Once the delivery arrives at the recipient's location, the QR code is scanned again, this time by the receiving staff. This gives the recipient's employees access to all details, such as quantities, items, batches, and other specifications. Any discrepancies or transport damage can be documented directly in real time. Photos can be uploaded, comments added, and quantity adjustments made. Once all checks are completed, the process is acknowledged. Only then does the delivery note reach a final, unalterable status.
This closed system offers high transparency, as every change can be tracked with precise time and date accuracy. Even when multiple carriers are involved, the platform maintains an overview. Further expansion is conceivable in the future, such as automatic integration with financial and accounting systems, thus digitally supporting billing and invoicing processes.
The difference between QR code and GS1 DataMatrix
In practice, various 2D codes exist that store machine-readable information in a very small space. The "GS1 DataMatrix Code" is one option that is already established in many sectors – for example, in medicine or the food retail industry. Cloud4Log, on the other hand, relies on the QR code because it remains very widespread and is recognized by almost every standard smartphone scanner.
Although the QR code doesn't have exactly the same specifications as the GS1 DataMatrix code, it fulfills all the necessary functions for Cloud4Log. It's easy to generate, can store extensive strings such as URLs, and is intuitively recognized by users. The crucial factor isn't the type of code itself, but rather the underlying GS1 standards for identifying and assigning the respective document. Once a code with the correct information is generated, it enables secure access to the digital delivery note.
Suitable for:
- Warehouse management is facing a groundbreaking change: product identification with GTIN and the GS1 Data Matrix Code
- The retail landscape will change: 2D product information with category management and the GS1 2D matrix code
Significance for the entire logistics industry
The increasing number of participants in Cloud4Log demonstrates that many companies have recognized the value of digitalization. Already, over 100 well-known players from various sectors, such as freight forwarders, retailers, and manufacturers, rely on this solution. These include established logistics providers that cover a large portion of national freight transport. The growing number of participants further enhances the benefits for everyone involved, as the full potential of a unified platform is only realized once a critical mass is reached.
In the long term, an industry-wide digital delivery note based on GS1 standards can significantly simplify logistics processes. Carriers and recipients would no longer have to deal with different document formats but could rely on standardized data structures. Customs processes and border controls in intra-European transport would also be easier to manage because documents could be provided quickly. Furthermore, it opens up analytical possibilities that were previously unavailable: Digital data capture allows companies to see, for example, what time of day deliveries arrive most frequently or which regions experience a particularly high number of quantity discrepancies. Such key performance indicators help companies to continuously optimize their processes.
Challenges and prerequisites for implementation
As attractive as Cloud4Log may be, implementing such a solution requires certain organizational, procedural, and technical changes. Companies that currently create their delivery documents manually must store the relevant data digitally and in a structured format. This may necessitate adjustments to their ERP systems. Furthermore, responsibilities should be clearly defined. For example, if the drivers themselves handle the goods receipt registration, it must be ensured that they have the necessary access rights and are informed about the process.
The willingness to collaborate is also a crucial factor. The entire supply chain only benefits if all relevant stakeholders – shippers, freight forwarders, drivers, and recipients – are able and willing to use the platform. If even one link in the chain is missing, it could bring the process to a standstill. Therefore, Cloud4Log and the BVL are focusing heavily on networking and training to convince as many companies as possible and to standardize the exchange process.
Another important aspect is the stability of the digital infrastructure. Drivers must be able to rely on having sufficient mobile network coverage while on the road to scan the QR code and retrieve the data. Although data networks are constantly improving, dead zones can still occur, especially in rural areas. Sometimes, buffering solutions can help, allowing data to be loaded while a signal is still available. Nevertheless, a reliable online connection remains a fundamental requirement for the uninterrupted use of the digital delivery note.
Perspectives and future prospects
Digitalization in logistics is far from over. Cloud4Log is just one component in a major transformation process that will shape the industry for years to come. It's conceivable that the platform will integrate additional functions in the future, such as processing digital freight documents (eCMR), automated customs declarations for international shipments, or even integration with Internet of Things (IoT) devices that report temperature, humidity, or vibrations in real time.
“We see the digital delivery note as a groundbreaking step,” confirm industry experts, “but this is just the beginning of comprehensive networking.” If we succeed in digitizing and networking many processes, complex supply chains can be made significantly more efficient, transparent, and resilient. Digitization also plays a key role in sustainability, as it allows companies to analyze their transport routes and capacity utilization more precisely and optimize them accordingly.
With regard to Cloud4Log specifically, the number of participants is likely to continue to rise. The more companies join, the more data becomes available, and the more useful the platform becomes for everyone. The self-service function could also be further developed, for example, through automated communication with warehouse robots at goods receiving, which would immediately register deliveries in the warehouse management system. Integration with invoicing systems that seamlessly generate digital invoices and credit notes is also a promising scenario.
Practical example: From production to the shelf
An imaginary example illustrates how Cloud4Log improves processes: Let's assume a chocolate bar manufacturer – let's call them SchokoDeluxe – produces thousands of units daily, which are delivered to various retailers. Using Cloud4Log, SchokoDeluxe creates a digital delivery note for each shipment, linked to the corresponding GS1 identification code. As soon as the goods leave the manufacturer's warehouse, the driver receives a QR code stored in their digital wallet.
En route, the driver scans the QR code with their smartphone during a check, thus presenting the digital delivery note. This saves time and prevents misunderstandings, as all details are clearly stored in the cloud system. Upon arrival at the retailer, the driver logs in via the self-service function by presenting the QR code again. The receiving staff accesses the digital delivery note and compares the delivered quantity with the order. If everything matches, the delivery is digitally acknowledged. Any discrepancies or damages are documented on-site. SchokoDeluxe can see in real time that the goods have been accepted, and the next steps, such as booking them into the retailer's inventory, can be initiated immediately.
Throughout the entire supply chain, there are no paper documents that could get lost. SchokoDeluxe itself also saves time, as there is no longer any need for manual data entry or subsequent scanning of delivery notes. Furthermore, traceability is improved: If the chocolate bars later had to be recalled for quality reasons, SchokoDeluxe could immediately identify which specific deliveries were affected.
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Integration with existing industry solutions
Several companies had already begun developing their own digital delivery note solutions before Cloud4Log. Now the question arises whether they have to abandon these investments to use Cloud4Log. The short answer is "no." Cloud4Log is designed to integrate with existing tools and industry solutions. Its open API interface provides the foundation for bidirectional information flow. This means that certain data a company already digitally captures can be automatically transferred to the Cloud4Log platform without any additional manual effort.
The same applies in reverse: Anyone who wants to use data stored in Cloud4Log for other systems – for example, transport management or inventory control systems – can access it. Thus, Cloud4Log expands the functionality of existing solutions rather than completely replacing them. This approach is particularly important for large logistics service providers with their own IT resources, in order to keep the barrier to participation as low as possible.
Collaboration and networking as a success factor
The future of the logistics industry is interconnected. Projects like Cloud4Log demonstrate that it's not just about digitizing a single process, but about mapping and harmonizing entire value creation networks. Without a common foundation, such as uniform standards and platforms, companies would remain trapped in isolated solutions that offer only limited benefits.
“We need to coordinate across the industry,” project managers agree. “Digitalization will only be successful if everyone participates. Large and small companies, manufacturers and retailers, logistics providers and technology suppliers alike.” Cloud4Log is seen as a catalyst in this context, fostering collaboration among market players. Ultimately, the end customer also benefits, as delivery processes can be accelerated, cost savings achieved, and higher delivery quality attained.
The BVL, as an established institution in the logistics industry, brings together a broad network of practitioners, academics, and decision-makers from politics and business. At conferences, in specialist groups, and at digital events, common goals are defined, experiences are shared, and standards are established. This allows the concept of the digital delivery note via Cloud4Log to be further disseminated and to gain even greater momentum.
Digitalization in logistics is no longer just a trend, but an urgent necessity
Projects like Cloud4Log offer a concrete answer to the question of how to replace paper-based processes efficiently and in a resource-saving manner. The digital delivery note revolutionizes the flow of goods between manufacturers, freight forwarders, and retailers. Time-consuming and error-prone paper-based processes are replaced by a transparent, cloud-based workflow that provides all parties involved with greater transparency and flexibility.
The following aspects in particular make Cloud4Log a future-proof solution:
- Efficiency: Processes are automated and accelerated, saving time and costs.
- Transparency: Real-time information allows a seamless view of the flow of goods.
- Sustainability: The drastic reduction in paper usage makes an important contribution to environmental protection.
- Security: Strict access rights and GDPR compliance create the necessary trust in the platform.
- Ease of use: The self-service solution, multilingual interfaces and QR code access make the application easier to use.
Furthermore, the strict adherence to GS1 standards ensures that this is an established and future-proof solution. Initial results already demonstrate that Cloud4Log is gaining widespread acceptance within the industry. The number of participating companies is growing steadily, and the benefits are already becoming apparent in day-to-day operations.
The major advantage of a cross-industry platform is its scalability. The more stakeholders join, the smoother the exchange becomes and the greater the efficiency gains for everyone. At the same time, the system allows both small and large companies to participate without costly IT projects. Ultimately, Cloud4Log is a prime example of how technological innovation and collaboration can complement each other to create real added value in logistics.
In an era where supply chains are increasingly global and highly interconnected, a fully digital process is key to meeting the growing demands for speed, accuracy, flexibility, and sustainability. Cloud4Log demonstrates how this can be achieved: with transparent, secure, and user-friendly processes based on recognized standards and modern technologies.
This project is expected to not only transform transport logistics but also provide new impetus to other areas of the value chain. The combination of digitalization and standardization enables companies to unlock far-reaching optimization potential and take their development to the next level. Those who don't address digital solutions today will find it difficult to keep pace in just a few years. Cloud4Log sends a clear message: "Paper is a thing of the past – the future is digital."
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