Custom Logistics Software Development for 27,000 Postmen

Custom logistics software development has become essential in Poland as the State introduces increasingly strict requirements for public administration bodies. One example is the Ministry of National Defense, which announced a tender focused on modernizing the delivery of court correspondence.

The objective was to confirm the receipt of registered parcels, primarily court orders, using biometric signature verification. Poland’s largest national postal operator, Polish Post, partnered with Stermedia to design and deliver a system implementing these requirements and supporting large-scale postal operations.

Challenges of an Enterprise Logistics Software System

The main challenge of the Mobile Postman project was the design of a logistics software system that combined biometric signature verification with GPS-based navigation and delivery tracking. An equally important requirement was the integration of the solution with existing Polish Post (Poczta Polska) systems.

Traditional methods of delivering postal items proved insufficient in the case of legally sensitive correspondence, such as court and other legally sensitive documents. As a result, the postal operator faced a high rate of returned judicial letters, slow delivery processes, and limited visibility into delivery attempts.

Paper-based signatures and basic electronic signatures provided only a minimal trace of receipt. They did not include critical data such as the GPS location of the signer or biometric parameters like signing pressure, angle, and stroke dynamics. An additional challenge was the need to reduce paper consumption in line with environmental sustainability objectives.

Custom Logistics Software Development Solution

The solution to these challenges was the design and implementation of a custom logistics software development solution consisting of a three-tier system with a GPS-enabled navigation module. A key element of the system was biometric signature verification, based on a handwritten signature captured directly on a delivery document.

The secure signing process required a dedicated tablet and specialized software capable of faithfully reproducing the handwritten signature in electronic form and binding it to the document within the system. The digital pen communicated with the tablet by transmitting detailed biometric data, including signing dynamics, ensuring the reliability and legal validity of the signature.

Delivery tracking challenges were addressed through the implementation of a GPS module verifying the real-time location of delivery agents. Each postman’s activity was monitored by the system using GPS data. If a recipient was unavailable, the postman recorded the delivery attempt directly in the system and added information about the notice left. The software verified the accuracy of this data.

Stermedia’s developers also integrated the logistics software system with the internal directory service of Polish Post (Poczta Polska), based on Active Directory.

The application, developed for the Windows operating system, was accessible only to authorized users. Postmen received individual login credentials from Polish Post, enabling them to log in securely and register activities such as biometric signature collection and delivery confirmation.

Results of the Logistics Software System

In addition to supporting judicial correspondence, the logistics software system enabled postmen to use the application for purposes beyond court deliveries. Using the same custom logistics software solution, postmen could accept payments for home fees, top up mobile phones, deliver money transfers, and provide other services.

Importantly, due to the ease of use of the devices, the introduction of the logistics software did not extend the total delivery time of registered parcels, as noted by a representative of Polish Post.

Project Summary

• a three-tier logistics software system with a GPS module verifying the real-time location of delivery agents,
• over 27,000 active users since 2015,
• biometric signature verification for legally sensitive correspondence,
• support for accepting payments for home fees,
• functionality enabling mobile phone top-ups,
• delivery of money transfers and additional postal services,
• logistics application designed for tablets running Windows 8.1 Pro and smartphones with Windows Phone 8.1,
• integration with Active Directory for secure user authentication.

Next Steps

This case study shows how custom logistics software development can support public-sector organizations in delivering legally sensitive correspondence at scale, while ensuring security, traceability, and operational efficiency.

If you are interested in how similar software systems are applied across other public-sector and large-scale operational environments, explore the following resources:

• AI Solutions: Correspondence Automation at a City Office – Case study showing how AI-based software automates correspondence handling in a city office, improving accuracy and reducing manual workload in public administration.
• Custom Emergency Management Software Development for 3 Million Citizens – A public-sector case study describing the development of a nationwide emergency management system delivering real-time alerts to over three million citizens.
• Updating a Complex Broker System – A case study focused on modernizing and integrating a complex legacy broker system to ensure reliability, continuity, and secure operation in a regulated environment.