Barcode Scanning System for Courier Companies

After reviewing all major courier software platforms for same-day and next-day delivery operations, Onro stands out as the only solution offering a professional barcode scanner app fully integrated with its courier management system. In this article, I explain why every courier service must use a barcode scanning system and how Onro delivers this capability end to end.

In a typical delivery operation, parcels are picked up, sent to a sorting center or warehouse, and then delivered to their final destination. Each parcel needs to be labeled, collected from merchants, sorted correctly at the hub, and loaded onto the right vehicle for last-mile delivery. If these steps depend on traditional tools or manual processes, things can go wrong quickly. Missing scans, handwritten notes, and scattered workflows cause gaps in visibility, which can lead to misrouted parcels, delays, and unhappy customers.

In this article, I’ll explain the main challenges that courier and last-mile delivery companies face with this workflow. I’ll also show how Onro’s courier management system can solve these issues and help businesses grow while staying in control.

2. The Core Problem in Hub-Based Courier/Delivery Operations

The workflow typically follows a predictable pattern for courier and last-mile delivery businesses that use a warehouse or sorting-center model: gather packages from pickup locations, transport them to a hub or warehouse, sort them according to delivery criteria or zones, and then distribute them for final delivery.

The fundamental problems in the industry are the same, despite the fact that businesses may use different versions of this process. Based on the key steps of same-day or next-day delivery (or any other delivery types that have a hub/warehouse during the process), the following are some of the most significant pain points.

2.1 Pickup Challenges

2.1.1 Wrong parcels collected

As transport drivers take the parcels without scanning, there is no technology that confirms the correctness of the parcels. In rush pickup points, especially if the delivery is to a merchant who receives shipments several times a day, the transport driver easily takes the wrong package or misses the package meant for pickup. Consequently, the parcel goes to the wrong place, resulting in operational costs to resubmit the parcel to its right route.

2.1.2 Missing items during high-volume pickups

Bulk pickups typically consist of scores or even hundreds of packages. Without an efficient and reliable scanning mechanism, the individual is likely to leave items behind. The problem is not identified until the missing package does not appear at the hub.

2.1.3 Disputes between drivers and merchants (customers)

When pickups rely on manual lists or handwritten notes, there is no objective proof of what was collected. That leads to disputes: merchants may claim a parcel was handed over, while drivers insist it wasn’t. All the time, operations teams are tied up investigating rather than moving parcels if there’s no scan-based record.

2.1.4 Delayed updates to customers

Without real-time updates of parcel status via scanning, the customers remain in the dark. The customer does not know exactly at what time his item was collected, when it reached the hub, or how long it has been out for delivery. The lack of such real-time visibility increases support queries and reduces trust in the delivery service.

2.2 Hub Challenges

2.2.1 No visibility on what actually arrived at the warehouse

Without the availability of the inboundscan, there would be no concrete report for the warehouse on which parcels actually entered. This could mean that the drivers reported delivery of all the parcels, yet there would be less arrival at the hub.

2.2.2 Slow and inaccurate sorting

Manual sorting of packages using hard copies of the list of packages, notes on the packages written by human hands, or mere human observation causes a delay in the process. Human errors occur when the products are assigned to the wrong batch, wrong zone, or wrong shelf.

2.2.3 Manual zone identification

It is slower and prone to errors if workers must interpret labels or spreadsheets to determine what delivery zones must be served. The manual zone detection results in misplaced shipments and problematic sorting lines which cause confusion when it is busy.

2.2.4 Delays in same-day/next-day preparation

In the event that inbound scans and sorting are not automated, it leads to packages taking longer to reach the status of “ready for dispatch” starting from the status of “received.” When it comes to delivery methods which require speed delivery such as same-day delivery and next-day delivery, such problems can cause missed cut-off times as well as failed service fulfillment.

2.3 Loading & Delivery Challenges

2.3.1 Parcels loaded into the wrong vehicle

When vehicles are loaded without the help of the verification system, it is simple to put packages on the wrong route. This is because the wrong package on the wrong vehicle results in making the customer’s package go around the whole route to get to the next stop.

2.3.2 Drivers missing assigned items

Without a scanning requirement, drivers could start their route without knowing certain parcels were left in the hub. Items not present at the start of a route lead to incomplete routes, additional delivery attempts, and unnecessary workload for drivers and warehouse staff alike.

2.3.3 Failed deliveries and cost-heavy redeliveries

The incorrect parcel delivered to an incorrect customer, together with erroneous details for delivery, leads to failed deliveries. Every failed delivery doubles customer and driver resources, hence more fuel, impacting profitability, particularly for same-day and next-day deliveries.

2.3.4 No reliable proof of delivery

In the case where the completion is done manually, such as signing and confirmation, there is no concrete proof provided for the success of the delivery. If the customers come forward complaining that they did not receive the package, there is nothing to suggest what went wrong. Such is the case when a delivery is done manually.

3. What Is a Barcode Scanning System for Courier/Delivery Operations?

A barcode scanning system is a core component of modern workflows in delivery and last-mile logistics. This would enable courier companies to identify, verify, and track parcels at every operational stage-from pickup to hub processing to final delivery. It works as an integrated subsystem, connected to the courier delivery management platform, to ensure every single parcel is scanned, recorded, and visible in real time.

A complete barcode scanning system typically includes:

• A shipment label with a unique barcode for each parcel
  This barcode acts as the parcel’s digital identity and links it to all operational data.
  
• A barcode scanner app for warehouse/hub operations
  Staff use this to confirm arrivals, sort by zones, process returns, and manage warehouse workflows accurately.
  
• A direct connection to courier management software
  Each scan instantly updates the parcel’s status, location, and handler, ensuring company-wide visibility.
  
• Scanning capabilities in the driver application
  Drivers scan parcels during pickup, loading, delivery, and return operations to prevent errors and create verifiable proof of each step.
  

Together, these components create a unified, automated system that reduces mistakes, speeds up operations, and gives courier companies full control over every parcel movement.

4. How Scanning Works Across the Same-day & Next-day Courier Workflow

Before explaining the role of scanning, it’s important to understand how the typical same-day and next-day delivery workflow operates. In both models, courier companies collect parcels, move them to a sorting center, and then deliver them to the recipients. However, there are more detailed processes behind these steps.

4.1 How courier companies receive orders:

How the order is received into the system depends on the type of customers and industries the courier company caters to. It may involve manual entry, bulk import (CSV), API integration, Shopify e-commerce platforms, and mobile apps. But regardless of this, it is important for the shipments to have some form of uniqueness so as to enable automation in the next stage. This is not achievable without creating shipping labels. Thus, the first step in making the system operational after receiving an order is creating shipping labels.

4.2 How courier companies pick up the orders:

For efficient pickups to occur, route planning is conducted by the operation team. Clients’ orders are linked to routes, as well as routes to delivery personnel. The routing system helps minimize time and cost associated with driving. For the purpose of administering the pickup process when parcels have been collected, the use of barcode scanning is employed by the delivery personnel. This is carried out through single and bulk scanning.

4.3 How courier companies scan at the hub (sorting center):

At the hub, the warehouse team receives the parcels from drivers. They scan shipment labels to automate the responsibility transfer from the driver to the hub team. On scanning, there is just a single click to update the status of parcels, logbooks of who handled them, triggers notifications to the end customers, among other actions. Accurate sorting allows it to identify the zone for sorting quickly and enables smooth operations within the hub. After sorting, once the parcels are ready for dispatch, the team plans the last-mile delivery routes of the parcels based on area zones or order number. At this stage, barcode scanning becomes critical in ensuring no misloads occur and that every parcel is assigned to the correct route.

4.4 How scanning works during delivery:

In the final delivery process, the driver physically loads the packages into their vehicles through a scan at the hub. This process consolidates the responsibility for the packages on the driver through a single verification process. During the final delivery process to the actual end-user, the driver does another scan, commonly referred to as proof of delivery, which sometimes entails OTP/Photo/Signatures.

These are the broad sections where the role of barcode scanning cannot be overestimated. Below is a table detailing these sections.

Step	What It Includes	What It Enables / Why It Matters
Shipment Label Generation	– Standardized labels – Scannable barcodes – Delivery zone + COD printed – Ready/Packed indicators for e-commerce	– Ensures consistent formats – Faster sorting and verification – Clear COD handling – Prevents unreadable or incompatible labels
Proof of Pickup	– Drivers scan to confirm correct parcel – Timestamp, location, driver identity – Bulk pickup support – Eliminates pickup disputes	– Prevents wrong-parcel collection – Full traceability from the first step – Accurate updates for merchants
Inbound Scanning at the Hub	– Confirms physical entry – Automatic status update – Shows delivery zone instantly – Transfers responsibility to warehouse	– Eliminates lost parcels – Faster sorting – Clear accountability between teams
Bulk Hub Operations	– Bulk return – Bulk reschedule – Bulk damage marking	– Processes dozens of parcels in seconds – Reduces manual errors – Smoother hub workflows
Vehicle Loading (Bulk Load Scan)	– Scan all parcels before starting route – Prevents missing items – Detects wrong parcels – Sequence numbers for organization	– Zero misloads – No missing items on departure – More efficient vehicle loading
Proof of Delivery	– Final scan verifies correct parcel – Optional signature/photo/OTP – Real-time confirmation	– Near-zero misdeliveries – Strong POD evidence – Better customer trust
Handling Undelivered Returns	– Scan to identify last known status – Directs parcel into the correct bucket (Return, Reschedule, Wrong Address)	– Faster processing for next attempts – No misplaced undelivered parcels – Clear next steps for operations

5. Introducing Onro’s Barcode Scanning 

Onro is an end-to-end delivery and courier management software for on-demand, same-day, and next-day delivery operations. It has an in-built barcode scanner app and every function that a courier service will require in order to manage the whole process from the creation of the order to the last step of delivery.

Onro contains a barcode scanning system that is fully incorporated into all crucial components. In the driver app, scanning enables all crucial functions, such as access to shipping labels, pickup receipt, group pickup, loading verification, and delivery receipt. In the dispatch and administration dashboard, the scanning system enables the management of incoming packages, sorting, group operations, quality inspection, and returns in the hubs and warehousing departments. In the customer app, the retailer can download standardized shipping labels for scanning at all stages.

Besides the above integrated functionality, there exists a native barcode scanner application within the mobile or tablet device offered specifically by Onro. This saves the cost of investing in hardware barcode scanners and helps the couriers set up efficient hub operations. The scanner app allows controlling all warehouse and hub operations, from incoming scans to bulk updates, all under one courier system.

In the following table, I have identified the key advantages that Onro provides for same-day and next-day courier services.

Benefit Category	Specific Benefits	How It Helps Same-Day & Next-Day Operations
Operational Accuracy	– Eliminates manual errors at every touchpoint – Ensures correct parcel pickup, sorting, and delivery – Reduces misloads and misplaced parcels	Prevents failed deliveries and reduces costs associated with errors or redelivery attempts
Proof of Pickup	– Scans confirm driver physically holds the correct parcel – Digital timestamp, location, driver identity – Bulk pickup support	Resolves disputes between drivers and merchants, ensures accountability, and provides verifiable records
Hub Operations & Sorting	– Inbound scanning confirms physical entry – Automatic status update – Zone identification and optimized sorting – Bulk processing (returns, reschedules, damage)	Speeds up hub workflows, improves sorting accuracy, reduces manual labor, and transfers responsibility to hub staff
Vehicle Loading (Bulk Load)	– Scans all assigned parcels before route start – Detects missing or misassigned parcels – Sequence numbers assist loading order	Ensures complete and accurate vehicle loading, prevents missing items, and improves route efficiency
Proof of Delivery (POD)	– Verifies correct parcel delivered to correct customer – Optional signature, photo, OTP – Real-time confirmation	Minimizes delivery disputes, builds customer trust, and provides legally verifiable proof
Handling Undelivered Returns	– Instantly identifies last known parcel status – Directs parcels to proper bucket (Return, Reschedule, Wrong Address)	Speeds up reprocessing, prevents lost parcels, and enables reliable next-day delivery attempts
Shipment Label Generation	– Standardized, scannable labels – Delivery zone and COD printed – Ready/packed indicators for e-commerce	Improves sorting, enables automated tracking, and ensures parcels are instantly identifiable throughout the workflow
Real-Time Visibility	– Live updates across pickup, hub, and delivery – Track parcels at every stage – Centralized dashboard for operations team	Enables full operational oversight, reduces customer inquiries, and allows proactive issue resolution
Driver & Staff Accountability	– Logs every action automatically – Transfers responsibility at each stage (pickup → hub → vehicle → delivery)	Ensures clear ownership of parcels, reduces errors, and provides a full audit trail
Time & Cost Efficiency	– Bulk scanning speeds up high-volume workflows – Reduces manual data entry and paperwork – Eliminates duplicate tasks	Supports same-day and next-day delivery scalability, saves labor costs, and reduces operational delays
Customer Experience	– Instant notifications at each stage – Accurate, reliable tracking – Reduced failed deliveries	Builds trust, improves satisfaction, and strengthens loyalty to the courier service
Hardware Flexibility	– Native mobile/tablet scanner app eliminates the need for dedicated scanners	Lowers investment costs and allows flexible, portable operations for hubs and drivers

My Bottom Line

The Onro barcode scanning system is essential for any courier or delivery operation that relies on tight operational control. Industries such as e-commerce, retail, food and grocery delivery, pharmaceuticals, and B2B logistics—where parcels must move quickly from pickup to hub to last-mile delivery—benefit most from this system.

Likewise, delivery models that operate same-day or next-day services, utilize warehouses, hubs, or sorting centers, handle high-volume pickups, or require precise route and zone-based dispatch need barcode scanning to ensure accuracy, speed, and reliability. By integrating scanning at every stage, these businesses can reduce errors, improve accountability, and provide real-time visibility to both operations teams and customers.