Automatic actions

Automatic actions is the first pane of TMS settings: "What Quanty does by itself and when it waits for you. A change is saved at once." Each action reads as one sentence, When something happens, Then Quanty does something: when an invoice is five days before its due date, Quanty writes a polite reminder to the client. You decide for each action whether it is off, waits for a person's approval, or runs by itself.

Before you start

TMS settings sit at the foot of the TMS rail; Automatic actions opens first.
Everyone sees the actions and how they are set. "Only an organization admin changes these settings."
Some actions need a connection: telematics (GPS) for the road actions, KSeF for carrier invoices, WhatsApp for driver messages. Without it the action says "Not connected yet: the rule waits until it is." with Connect.
While Quanty runs next to Marcos TMS, nothing here sends anything about records copied from it (see TMS next to your existing system).

Automatic actions: AI help with AI reads documents and writes drafts switched on, and Money with Payment reminders on Approve first, Promised payment always on, Booking bank transfers off and Costs from KSeF on — Automatic actions, the AI help and Money groups.

How to read and change an action

The line on top sums it up: "8 run on their own · 2 wait for approval · 1 off".
Each action shows When → Then, and on the right how it works now: a switch (On / Off), the choice Off / Approve first / Automatic, or Always on ("This works for every organization with the TMS; there is nothing to switch.").
Under an action, a coloured line says what waits for a person, for example "3 waiting for your approval", "6 transfers to check" or "2 carrier invoices to explain"; a click opens it.
Click the action (or Adjust) to open its side panel: what starts it and what Quanty does, the full explanation, How it works with what each mode means, the values you can tune, what it needs, and where more of it lives. Save saves the panel's changes; a change of mode on the list is saved at once ("Saved").

The side panel of Payment reminders: When and Then, the rule about promises and the last 48 hours, How it works with Off, Approve first and Automatic and what each means, and Save — Adjusting an action: Payment reminders.

Mode	What it means
Off	Quanty does not do it.
Approve first	Quanty prepares the message and a person reads and sends it.
Automatic	It runs or goes out by itself on the planned day.
On	A switch: the action works.
Always on	Built in; nothing to switch.

AI help

Action	When → Then	Modes and default
AI reads documents and writes drafts	an order arrives as a PDF, a CMR scan comes in or a message has to be written → the AI reads, checks and prepares a draft	On / Off; on by default

"The AI reads orders from PDFs and e-mails, checks that a CMR is signed, writes reminder drafts and matches carrier invoices. Nothing is saved or sent on its own unless a rule below says so." With it Off, "everything is typed by hand and reminders come from a plain template", and no document is sent to the AI. AI work uses credits like the rest of Quanty (see Billing & credits).

Money

Action	When → Then	Modes and default
Payment reminders	an invoice is 5 days before the due date, on the due date, 3 days after the due date and 5 days after the due date → Quanty writes a polite reminder to the client, by e-mail or WhatsApp	Off / Approve first / Automatic; Approve first with the days -5, 0, +3 and +5
Promised payment	a client promises to pay on a given day → reminders wait until that day; after it Quanty picks them up again and marks the promise as broken	Always on
Booking bank transfers	you load a bank statement → transfers with the exact invoice number and amount are booked by themselves; Quanty suggests the rest	On / Off; off by default
Costs from KSeF	KSeF brings new purchase invoices → they become carrier costs by themselves and Quanty matches them to orders	On / Off; on by default; needs KSeF
Carrier invoices	you load cost invoices from KSeF → Quanty matches them to orders; a difference up to the set amount and the extras on the list pass without questions	Always on; needs KSeF

Payment reminders

When to remind: "Days relative to the due date: -5 is five days before, 0 the due date, +3 three days after." Type a day and press Enter to add it; remove a day with its cross.
Approve first: "Quanty prepares the reminder; you read it and send it. Recommended to start with." Automatic: "The reminder goes out by itself on the planned day, in the name of the order's forwarder." Off: "Nobody gets payment reminders." Switching back on brings your days back.
"No reminder goes out when the client promised to pay on a given day, when another one went out in the last 48 hours or when the invoice is paid."
"The same choice (approve first or automatic) applies to the requests for documents."
Without WhatsApp: "Without WhatsApp reminders go by e-mail only".

The reminder steps, the send hour, who writes the texts and the texts in three languages are set in Dunning, see Dunning.

Costs from KSeF and carrier invoices

Costs from KSeF, On: "after every KSeF fetch the new invoices land in Costs, matched where Quanty can." Off: "nothing lands by itself; "Fetch costs from KSeF" in Costs brings them in."
Skipped suppliers (NIP): "Invoices from these tax numbers never become costs: fuel cards, leasing, your own companies."
Second person for payments above (PLN): "Empty: nobody has to accept. An amount: a transfer batch above it needs acceptance by someone other than its author." See Paying carriers.
Carrier invoices has two values: Cost tolerance ("A carrier invoice within this amount of the agreed cost is matched without a question", 0 to 100 000 PLN) and Extras a carrier may add ("Items on a carrier invoice that pass without questions (for example waiting time, notification). Anything else waits for approval with the difference shown."). "Everything else waits in Costs to be explained, with the difference shown. A person always approves."

Documents

Action	When → Then	Modes and default
Requests for documents	5 days are left to the invoicing deadline (day 15 of the month) or the day the carrier promised has passed, and the order is missing documents → Quanty asks the carrier or the driver for the CMR and the rest	Approve first / Automatic; Approve first

Approve first: "Quanty prepares the request; you send it from the Documents queue." Automatic: "The request goes out by itself, by e-mail or WhatsApp."
The choice is shared with payment reminders. The invoicing deadline day is set in Company and numbering, and Which documents are required opens Documents and costs (see TMS settings).

Road and clients

Action	When → Then	Modes and default
Route stops from GPS	your own truck with telematics comes within 500 m of a loading or unloading place → the stop becomes "arrived" and, when it leaves, "done"; the order moves to in progress and to delivered by itself	On / Off; on by default; needs telematics
E-mails to clients	an order is loaded or delivered → the client gets a short e-mail with a tracking link	On / Off; off by default
Long stop	a truck on an order stands still for more than 30 min away from a planned place → Quanty raises an issue so somebody checks with the driver	Always on; needs telematics
Delays	the expected arrival falls after the unloading window, or a loading has not started → the order shows under Late in Tracking and in Issues	Always on; needs telematics; Open late orders

Arrival radius (Route stops from GPS): "How close to the place the vehicle must be to count as arrived. Usually 500 m; larger for big yards." From 50 to 20 000 m. With it Off: "the dispatcher marks every stop by hand."
E-mails to clients: the client gets Loaded ("After the last loading, with the expected time of arrival.") and Delivered ("After the unloading, with the delivery time."), each with the Tracking link to the shipment page. Who gets it: "The client contact on the order, otherwise the main contact of the client. No e-mail address, no message." "Clients never see prices, the carrier or the driver's details. Events older than 24 hours are not sent, so switching this on writes to nobody about old orders." See TMS links.
Long stop: A stop counts from (default 15 min, 1 to 1440): "The issue appears when a stop lasts twice as long." So the default raises an issue after 30 minutes.

Drivers

Action	When → Then	State
Messages from drivers	a driver writes on WhatsApp → a photo of a pallet receipt goes to Pallets to be checked; other messages are answered by the AI Secretary if it is switched on	On in Pallets or Off in Pallets; needs a connected WhatsApp number

This one is switched in Pallets, not here: Pallets settings: what happens when a driver writes opens it (see Pallet settings and tests).

In the background

Action	When → Then
Checking orders	15 minutes have passed since the last check → Quanty looks through orders, costs and deadlines and raises issues: duplicates, a missing CMR, ADR data, credit limits, expiring documents. Open Issues.
Recurring orders	the day of a recurring order comes near → a draft order is created from the template, as many days ahead as the template says. Recurring order templates.
Expiring quotes	a quote reaches its valid until date → the quote becomes expired.
Tables in Quanty	a few minutes have passed since the last copy → TMS data goes into ordinary Quanty tables with views and automations. Tables in Quanty; "Tables not created yet" until an admin creates them.

All four are Always on.

Reminders to approve

With Approve first, the reminders and requests Quanty prepared wait for a person. "3 waiting for your approval" under the action, and "reminders to approve: 3" on My work, open the review.

Reminders to approve (or Requests for documents to approve) shows one draft at a time: "1 of 3", To, Subject, Message, the channel (E-mail or WhatsApp), "reminder no. 2", and Written by AI when the AI wrote it.
Correct the recipient, the subject or the text if you want (the fields can be edited), then Send, or Skip to the next one. Open the invoice or Open the order shows the record behind it.
Discard draft asks "Discard this draft?": "The message will not go out. Quanty may prepare a new one on a later planned day."
When the last one is sent: "Done: sent 3. Nothing else is waiting."

Message	Meaning
"Add who it goes to: an e-mail or a phone number."	The draft has no recipient yet.
"There is no WhatsApp number connected. Connect one or send it by e-mail."	A WhatsApp draft without a connected number.
"Somebody already handled this draft. Refresh the list."	A colleague sent or discarded it first.
"The message did not go out. Check the address and try again."	Sending failed; it stays in the list.

Reminders that could not go out are counted under Payment reminders as "1 did not go out"; a click opens them. See Reminders that did not go out.

Start with Approve first

Approve first is the default for reminders and requests. Read the drafts for a week or two; switch to Automatic once they say what you would say.

Good to know

A change of mode is saved at once for the whole organization; there is no draft of the settings.
Reminders and requests go out in the name of the order's forwarder.
An action that needs a connection keeps its setting while the connection is missing and starts working once it is connected.
The background check runs every 15 minutes for organizations with the TMS add-on whose plan allows changes; with an unpaid plan nothing is sent.

TMS settings: the other panes.
Dunning: reminder steps, texts and promises.
Issues: what the background check finds.
Bank statements: booking transfers by themselves.
Telematics (GPS): the connection the road actions need.