The cost card

Click a cost on Billing, Carrier costs and its card opens on the side. The card shows the invoice, the order it belongs to and the difference to the agreed price, and the next step sits at its foot: approve the cost, mark it as disputed, or reject it. This page goes through the card from top to bottom. Paying a cost (the Payment section, promises and letters) is on Paying carriers.

Before you start

• Open a cost from the list on Carrier costs, from an order's Settlement tab, or from the contractor's Money tab. The card keeps its place in the address (?cost=…), so a link opens the same card.
• Approving, disputing, rejecting, editing and splitting need a role that may change TMS data; a member limited to some TMS modules needs Finance. Receive into stock needs Fleet.
• Reopening a cost already handed to accounting, and deleting a payment recorded by hand, are an admin's.

What the card shows

From the top:

1. Invoice: the supplier, the invoice number, Received, Due, the net, VAT and gross, and for a foreign currency the amounts in PLN (Net PLN, VAT PLN, Gross PLN) with the Rate. "No NBP rate for this invoice yet." means the rate is still missing; Fetch the NBP rate again in the card's ⋯ asks again.
2. The due date, said in a sentence: "Due 27.11.2026: the documents came in on 28.10.2026 + 30 days.", "counted from the day the invoice came in + 30 days; it moves when the transport documents arrive", or "The due date was typed by hand and stays."
3. Matched order: the order, the Agreed carrier cost, the difference in red when there is one, Why this order ("by reference", "by plate", "by amount") and how sure Quanty is ("95% sure"). Open order opens it; Remove match unties it.
4. Possible orders (for a cost without an order): the orders that could fit, each with its score and reason and Match. "Quanty found no order that fits. Search for it by number below." Find an order by number searches by order number, reference or plate.
5. The Orders on the invoice or Vehicles section (see below), the files, the KSeF invoice, the Payment section and Who did what.
6. Notes and history: what happened to the cost, and Add a note for the team.

The cost's details

Edit in the card's ⋯ opens Edit the cost:

What can change depends on the cost:

• "Amounts, number and supplier of a KSeF invoice come from KSeF; a correction invoice changes them."
• "The cost is approved: its amounts no longer change. Reopen it first."
• "This cost is paid: only the notes can change."
• A cost copied from another system changes its amounts there.

Print the card prints the cost card for your paper file.

When the due date counts

For a supplier whose term counts from the delivery of documents, the due date is the day the carrier's invoice or the CMR came in plus the payment days, and it is counted again when a transport document arrives. For other suppliers it is the issue date plus the payment days. A due date you type stays as it is.

Approve, dispute or reject

The next step sits at the foot of the card.

Approve

1. Click Approve. "Approved costs can go into a transfer batch. The approval is recorded with your name."
2. For a cost that is not cleanly matched, tick Accept the difference of 150.00 PLN (or Approve although it is not cleanly matched) and write Why it is fine, for example "waiting time 2 h agreed by phone with the carrier". "Tick the box and write why, the difference stays visible."
3. Confirm. The card says "Approved by Anna Kowalska, 02.11.2026 14:12".

A cost flagged Duplicate always needs the box and a reason. A cost split to vehicles is approved only when the split still adds up to the invoice.

Dispute

Dispute (in the foot's ⋯): "Mark what is wrong. The cost stays unpaid until it is sorted out." Tick the flags (Assignment (cession), Extended term, Wrong invoice, Amount differs, and the others), write What is wrong, and tick I wrote to the carrier when you did; the card then says "Carrier contacted …". To write to the carrier from Quanty, use Write to the carrier (see Letters to the carrier).

Reject and back to explain

• Reject: "A rejected cost is never paid. Use it for duplicates or invoices that are not ours." A cost that is already partly paid cannot be rejected: "An admin takes those payments back first, then you can reject it."
• Back to explain puts an approved, disputed or rejected cost back under To explain. A cost in a transfer batch or paid cannot be moved back.

On the list, Reject selected and Back to explain do the same for up to 200 costs at once, with one reason for all.

One invoice for several orders

A carrier often sends one invoice for a week of transports. Quanty then compares each line with its own order: Orders on the invoice, "This invoice is for more than one transport. Each line is compared with its own order."

There are three ways to tie the lines:

1. Assign orders: "Pick every order the carrier billed here. Quanty splits the invoice at the agreed rates; what is left stays visible as a line without an order." When the agreed rates add up to more than the invoice, the invoice is spread over the orders in proportion.
2. Per line: Find the order and Match, or Unlink.
3. Match with AI: "Quanty will read the lines and propose an order for each. Nothing is linked until you confirm." Each proposal reads "Quanty suggests ZL/2026/10/0042: …" with Confirm. This needs the TMS AI switched on and uses AI credits.

A line naming an extra on your list (waiting time, a toll) can stay without changing the comparison. A line kept at the invoiced amount on purpose shows kept as invoiced and needs a note. The lines must add up to the invoice ("The lines do not add up to the invoice amount."); a difference of up to 0.05 is allowed for rounding. Once every line that is not an extra matches its order within the tolerance, the cost is Matched, and each order's Settlement tab shows its own part ("part of a collective invoice of …").

For a single order, match it at the top of the card. "One order for the whole invoice? Match it above. Several? Assign the orders here." Split into orders opens the same assignment. An invoice holds at most 200 lines.

Split to vehicles

A fleet invoice (twelve tyres for three trucks, a service of two trailers) is split to the vehicles it was for, so each vehicle's costs are right. The Vehicles section: "Each line is a part of this invoice for one vehicle. Together they make the invoice net."

1. Click Split to vehicles.
2. Add a line per vehicle (Add a line): Vehicle, Category, Net, Qty, Note, and optionally Warranty until and Warranty km.
3. Use the helpers: Split evenly spreads the net over the lines to the cent, Suggest fills lines from the invoice's own lines or its KSeF lines (plates and words), and Ask the AI helps when the TMS AI is on ("The AI is switched off for this organization." otherwise). "3 lines still need a vehicle." tells you what is left.
4. The foot says "Together … of … net". Click Save the split.

• The split must add up to the invoice net within the cost tolerance; otherwise Quanty refuses with the numbers ("The lines add up to …, the invoice is … net. The difference of … is more than the tolerance of …").
• "Goes into the vehicles' costs when the invoice is approved." After approval each line is a cost of its vehicle ("In the vehicles' costs."), and a line with a warranty shows it on the vehicle.
• A warranty is a date within 15 years and/or a number of km. An invoice splits into at most 100 lines.
• Remove the split (in the section's ⋯): "The vehicle costs from this invoice go away; the invoice goes back to how it was before the split."
• A carrier invoice of an order is never split to vehicles: "its money goes to the order, not to vehicles." A paid or rejected invoice, or one handed to accounting, keeps its split as it is.

Receive into stock (in the card's ⋯) books the parts on the invoice into the parts store, and Pay from the cash desk pays it in cash. See The parts store and Cash desk.

Files

Files keeps the papers of the cost: "Add the scan of a foreign invoice or the carrier's e-mail." Add a file asks What is it: Invoice scan, Correspondence, Transport document or Other, with a Note. The KSeF invoice is listed as KSeF invoice (XML), marked From KSeF. Remove takes a file off the cost: "The file stays in Files; only its link to this cost goes."

The invoice in KSeF

For a cost from KSeF, Invoice in KSeF shows the KSeF number, Received in KSeF, the Buyer company, the Sale date, the Invoice lines (item, quantity, net, VAT), the Orders named on the invoice, the Account on the invoice and the Due date on the invoice. Download XML saves the invoice file and Show in KSeF opens it on the KSeF page. A correction shows "Correction of invoice …" with Open the invoice, and the corrected invoice lists Corrections of this invoice.

Messages with the carrier

When a carrier sent its invoice through its order link, the card has Messages with the carrier: the conversation about that invoice, with the number of new messages. A team member answers there, and the carrier reads the answer on its order page. No e-mail is sent: when the carrier has no working link to the order, the card says that it sees the answer once it gets a new link. A conversation holds up to 200 messages.

Who did what

Who did what lists the steps of the cost with the person and the time: Approved, Transfer prepared, Payment accepted, Paid and Handed to accounting.

Once a cost is handed to accounting: "Handed to accounting. Only an admin can reopen it, with a reason." It cannot be edited, re-rated or split until an admin reopens it with Reopen a cost handed to accounting ("The accountant already has this cost. Write why it comes back, so the next export carries it again."). See Accounting export.

Good to know

• A cost copied from another system running next to Quanty carries its origin and one line of what happened to it there, in muted text; it is approved and paid in that system.
• A cost without an order that you split to vehicles becomes Matched by the split, ready to approve.
• One order can be on only one invoice being checked at a time: "That order is already on another invoice being checked."

Related pages

• TMS carrier costs and payments: where costs come from and the statuses.
• Paying carriers: payments, promises, letters, batches and set-off.
• TMS orders and quotes: the agreed carrier cost and the Settlement tab.
• TMS fleet and workshop: vehicle costs and warranties.