Back when I was in sales the company accountant called me in one day. He said, "I bet you think you get paid for selling copiers?"

"Yes, Sir."

"Nope, you get paid on the paperwork."

I got really good at paperwork.   The only way to make any system work is occasionally be a total a$$hole about it.  Demand it be done correctly every time.  And the first person who will have to work at it will be you.

One thing that might help is do like I did on my scale tickets.  We don't weigh everything, but do weigh a lot.  I made my own scale tickets with boxes to mark. I have 4 grains. Each is in a box you just X.  Same for truck (we only have 3), driver on or off,  And anything else I can make simple.  Next generation may include the driver name and a few refinements.

Used to be you could buy "NCR" (duplicating) paper for a copier.  I don't know if it is still available or not.  If it is, you could make 2 part tickets just so you had a backup copy if one was lost. Or the size operation you are running have a local print shop do it.

Below is an approximate copy of my scale ticket. It didn't copy and paste true to format.  I produce it with a spread sheet and print them off my laser printer.