Sending orders to drivers and carriers
Once an order is planned, the people who drive it need it: your own driver on the phone, or the carrier by e-mail. Quanty writes the message from the order, so the stops, windows, references and goods are never retyped, shows you the text first, and keeps every message and answer on the order. Nothing is sent until a person clicks Send.
Before you start
- Your organization has the TMS add-on. Sending is done from the order card, tab Route and progress (see The order card).
- Sending needs a role that may change TMS data with the Dispatch module, or an admin (see TMS modules). Viewers see the threads and send nothing.
- To drivers: a connected company WhatsApp number (set up together with you, see WhatsApp) and/or SMS, which is available from the Gold plan up and uses credits like WhatsApp. The driver's card needs a phone number with its country code (see TMS people).
- To carriers: a contact person with an e-mail address on the carrier's card (see TMS clients and carriers). The e-mail goes from your own mailbox, a shared mailbox or from Quanty.
Send the order to the driver
On an own-fleet order with a driver, Route and progress has the Driver section with the thread and Send the order to the driver.
- Click Send the order to the driver. The preview Order for the driver opens.
- Read it: who it goes to ("To Piotr Wiśniewski, +48 ••• ••• 200"), the language, the channel ("Goes by WhatsApp") and "About 7 credits of the organization.", then the text.
- Click Send by WhatsApp (or Send by SMS). "Sent to the driver."
What the driver gets
The text is in the driver's language (Polish, English or German, Polish by default): the vehicle and the trailer, the stops in order with their windows (in Polish time), references, pre-advice, ramps, contacts and what is loaded or unloaded there, the goods with ADR and the temperature to keep, the trailer type and what the vehicle must carry, with your own trailer types and requirements under the names you gave them in Dictionaries. Never the freight, prices, the margin or the internal note.
WhatsApp or SMS
| Channel | When | Cost |
|---|---|---|
| From your company's WhatsApp number, only within 24 hours after the driver last wrote to that number: that is when WhatsApp allows a normal message. The text is cut at 4 000 characters. | About 7 credits a message. | |
| SMS | When WhatsApp is not possible, or first when the driver's card says he prefers SMS. From the Gold plan up, sent as "QUANTY" (the driver cannot answer it). At most three parts: "An SMS holds at most three parts: the end of the order is cut. The driver reads it without Polish letters." | About 42 credits a part to a Polish number (a three-part order about 125); more to other countries. |
The preview always says how the order will go and about how much it costs. Your organization may send up to 30 SMS an hour and 1 000 a month.
The thread
The thread shows each message with its state: Sending, Sent, Delivered, Read, Not sent or Not known whether it arrived, marked Order or Message, and what the driver wrote back (with "from WhatsApp" and the number of attachments). It covers the driver's messages from a day before the loading to a day after the unloading.
- Write to the driver sends a short message, for example "Ramp 4, not 5" (up to 2 000 characters).
- Send again sends the order once more, after a change for example. "The driver already got this order. Sending again sends it once more."
- Each send is written in the order's history. Two people sending at once is caught: "Someone is sending the driver a message about this order right now. Check the thread in a moment."
When it cannot be sent
| Message | What to do |
|---|---|
| "Assign a driver to send him the order." | Choose the driver under Execution. |
| "A carrier drives this order: it gets its order from the carrier side." | Send it to the carrier instead (below). |
| "A draft or a cancelled order is not sent to the driver." | Confirm the order first. |
| "The driver has not written to the company WhatsApp number in the last 24 hours, so WhatsApp does not allow a normal message now. Ask him to write first, or send it by SMS." | Ask the driver to write, or send by SMS. |
| "Connect a WhatsApp number in Integrations to send WhatsApp messages." | WhatsApp is not connected; use SMS. |
| "SMS messages are included from the Gold plan up." | Use WhatsApp, or change the plan. |
| "The driver's phone number has no country code, and an SMS goes only to a number with one. …" | Type the number with its country code on the driver's card, for example +48 600 100 200 or +380 50 123 45 67. |
| "The organization's SMS limit for this hour is used up. Try again later." | Wait an hour, or use WhatsApp. |
| "The organization has no credits left for messages." | Top up credits (see Billing & credits). |
A Polish number of nine digits without a country code is accepted for WhatsApp as +48; for SMS a number without its country code is refused, never guessed.
Send the order to the carrier
Checks when you assign a carrier
When you pick a carrier under Execution, the order checks its card:
- "The carrier's OCP insurance is valid until 31.10.2026, but the unloading is on 04.11.2026."
- "The carrier's card has no OCP valid-until date."
- "The carrier's card has no licence number.", or "Licence TR/2019/0042 · not checked in GITD" when it has one.
- "Only a warning: the order can still be assigned."
If the carrier's contract has a rate for the lane, it shows with Use, which enters it as the carrier cost (see Order price, terms and margin). A carrier order that loads within 24 hours and is not confirmed by the carrier opens an issue for the order's owner.
Sending the e-mail
The carrier line on Route and progress reads "The order has not been sent to the carrier yet." with Send the order to the carrier while the order is Confirmed, Planned or In progress.
- Click Send the order to the carrier. The dialog shows "Order 2026/11/014 · Trans-Pol".
- To: one of the carrier's contact persons with an e-mail address (the primary one first).
- Language: the contact's language, else the carrier's; Subject and Message come from a template in that language, which you can edit (Insert the template in this language brings it back). With AI on, Write with AI writes the message (up to about 120 words): "AI wrote the message. Read it before you send it."
- Attachments: the order for the carrier as a PDF in the e-mail's language (see Order printouts). "The confirmation link is added at the end of the message."
- Send from: Your mailbox, a Shared mailbox ("Replies go to the shared mailbox.") or Quanty ("Sent from Quanty; replies come to you.").
- Click Send: "Sent to anna@trans-pol.pl."
The link in the e-mail is the carrier's link: the carrier confirms the order with its truck and driver, or declines it, sends the documents and its invoice. Sending again carries the same link.
Confirmed, declined, sent again
| Carrier line | Meaning |
|---|---|
| "Sent 02.11.2026 · waiting for confirmation" | Sent; the carrier has not answered. The list shows Waiting for the carrier and can be filtered by Carrier's answer. |
| "Confirmed 02.11.2026" | The carrier confirmed on its link; its plate and driver are on the order. |
| "Declined: no free truck on these dates" | The carrier declined with its reason. "Change the carrier or send the order again." The order's owner gets the critical issue The carrier declined the order. |
An order already sent needs Send again (in the line's menu), so two people never send it twice by accident: "This order already went out to …; nothing was sent a second time." Sending again clears an earlier decline (it is a new offer). Changing the carrier, or switching the order to your own fleet, clears the sent, confirmed and declined marks; the old carrier's link stops working.
| Message | What to do |
|---|---|
| "The carrier has no contact person with an e-mail address. Add one on the carrier's card." | Open the carrier's card and add one. |
| "This order can no longer be sent (a draft, cancelled or finished)." | Only live orders are sent. |
| "We cannot tell whether it went out: check with the carrier before you send it again." | The mail server did not answer clearly; ask the carrier. |
| "The order is too long to print. Shorten the remarks or the list of goods." | The PDF does not fit; shorten it. |
| "AI is turned off in the TMS settings." / "The AI spending limit is used up." | Write the message yourself. |
E-mails through Quanty are limited to 200 an hour per organization, and 100 an hour per connected mailbox.
When Quanty works next to Marcos TMS
Quanty never writes to drivers or carriers about orders or drivers that come from Marcos TMS while that connection runs, nor about sample data: "This order or its driver comes from the other system and is still handled there, so Quanty does not write to the driver. Send the order from that system." When Quanty works next to Marcos TMS for your whole organization, it writes to no driver and no carrier at all, also about orders made in Quanty, unless the connection card lists "orders to drivers by SMS or WhatsApp" under "Quanty still sends". See TMS next to your existing system.
Good to know
- The driver also gets his orders on his own driver's page, which needs no message.
- The client can follow the transport on a tracking link.
- Credits for WhatsApp and SMS come from the organization's balance, like AI work.
- Reminders to carriers and drivers about missing documents are on Documents and scans.
Who can do this
Sending to drivers and carriers belongs to the Dispatch module. Viewers see the threads and the carrier line and send nothing.
Related pages
- TMS operations: the operations overview.
- The carrier's page: what the carrier sees after the e-mail.
- Order printouts: the PDF attached to the e-mail.
- WhatsApp: the company number drivers write to.