When using a subcontractor, define which tasks are transferred and which records stay with you. Cost or legal responsibility does not automatically fall to one party.
Align quote and contract scope. For the same route, document billing unit, waiting charge, delivery window, equipment, record format, delay notice and empty-pack return. State who handles preparation or cleaning when excluded.
Monitor a real run
For a trial or first operating round, record load, pack, vehicle, departure and delivery times. Place a logger beside the product for its required range. Confirm recipient and package condition; match the file to the order number.
Compare invoice with completed deliveries, waiting, returns and added-service records. For delays or temperature excursions, follow written procedures for notice, data sharing and review.