Documents and scans

An order is invoiced once its papers are in: the CMR, the proof of delivery and whatever else it needs. Operations, Documents is where you chase them: Documents to collect lists the delivered orders still waiting for papers, the most urgent first, with reminders to the carrier or the driver, and Scans to assign holds the uploads and drivers' photos that do not belong to an order yet. Each order keeps its own documents on its Documents tab.

Before you start

• Your organization has the TMS add-on. Open Operations, Documents in the TMS rail; the sidebar badge counts the orders waiting for documents.
• Everyone in the organization can look at the documents. Adding, accepting and assigning documents needs a role that may change TMS data with the Dispatch module. Reminders to carriers and drivers belong to the Finance module (see TMS modules).
• Which documents are required, and the invoicing deadline, are set in TMS settings, Documents and costs by an admin.

Which documents an order needs

An order's documents state is Missing, Partial, Complete or Not required. Only documents that are received or accepted count; incomplete and rejected ones do not. A scan checked by AI also counts for every kind of document found inside it.

The invoice deadline is a day of the month after delivery: the 15th unless an admin chose another day (1 to 28). An order marked No invoice has no deadline.

Documents to collect

"Orders still waiting for their papers, the most urgent first". The list holds the orders that are Delivered or at Documents whose documents are not complete, and carrier orders still in progress after their last unloading.

The pills All, Overdue, Deadline close and Waiting filter by urgency, with their counts. By owner shows how many overdue orders each person handles ("3 overdue", No owner). Order, client, carrier or reference searches, Mine keeps your own orders, and Who drove picks Own fleet or Carrier.

Each row has Remind and a ⋯ menu with Send the carrier a link (not on own-fleet orders) and Open the order documents. Click a row to see the order in the side panel: the invoice deadline, "Already in: CMR", the unloading and the driver.

When nothing waits: "All documents are in": "No delivered order is waiting for a CMR, a proof of delivery or an invoice. Nothing to chase today."

Reminders

1. Click Remind on a row (or tick several rows and click Prepare reminders (4): "You read and approve each one before it goes.").
2. Reminder about documents opens: "Quanty is writing the reminder". It says what it Asks for: (the missing kinds).
3. Check the Channel (E-mail or WhatsApp), the Recipient, the Subject (e-mail only) and the Message: "Written in your name. Change anything before it goes."
4. Click Approve and send ("The reminder was sent."), or Skip to go to the next order in a run; at the end the run says how many went out, for example "Sent 3 of 4 reminders.", and how many were skipped.

• On a carrier order the reminder goes to the carrier's primary contact; on an own-fleet order to the driver. The channel is WhatsApp for a driver who prefers it and has a phone, else e-mail when there is an address, else WhatsApp. Reminders never go by SMS.
• With AI on, AI writes the text; otherwise, or when AI fails or the budget is used up, it comes from a template in the recipient's language (Polish, English or German).
• The order card has the same reminder as its next step Remind about documents, and Remind the carrier on the Documents tab.

Automatic reminders. The automatic action Requests for documents (see TMS overview) prepares reminders by itself when the date the carrier promised has passed or the invoice deadline is 5 days away or less; never while one is open, within 48 hours of the last one, or after five attempts. With Approve first (the default) a person still reads and sends each one; with Automatic they go out on the planned day.

Scans to assign

"Scans that do not belong to an order yet: uploads and photos drivers sent on WhatsApp."

Uploading scans

Upload scans takes PDFs and photos (JPG, PNG, HEIC, TIFF): up to 20 files and 100 MB at once, 25 MB per file. "12 scans added." The same file twice is the same scan ("2 were already in the queue."). A file that is refused is named with its reason: "too large", "not a PDF or a photo", "the content does not match the file type", "empty or unreadable", "too much at once, upload it on its own". Uploaded scans are kept in Files, in the folder Skany (TMS).

Drivers' photos

A photo a driver sent to your WhatsApp number that is not about pallets (a CMR, a delivery note) joins the queue when someone who may assign scans opens it, up to 50 at a time, from the last 30 days. Photos about pallets go to Pallets.

Proposals

Each scan says where it came from (Uploaded, From WhatsApp, From telematics), "Taken 30.10.2026 14:12", "Driver: Piotr Wiśniewski", and which order it probably belongs to, with the reason:

Assigning

1. Click Assign to an order. Assign the scan to an order opens with the proposed order filled in.
2. Check the Order (type the order number), the Document (CMR, Proof of delivery, Thermograph printout, Pallet receipt, Delivery note or Other document) and, for a set of several pages, the Page ("1 of 3", up to 50 pages).
3. Click Assign: "Assigned to order 2026/10/044." The scan becomes a document of that order, and with AI on it is checked like any other document.

The ⋯ menu has Open the file and Skip (the scan leaves the queue). You only see and assign scans whose files you may open in Files.

Documents on the order

The Documents tab of an order card has two blocks.

Required documents: a chip for each required kind (green when in, red when missing), or "This order needs no documents.", the documents state and "Invoice deadline 15.12.2026" while something is missing. On a carrier order with missing documents, Remind the carrier: "Quanty drafts the reminder in your name; you check it before it goes."

Received documents: every document of the order, starred ones first, each with:

• its kind and status (Received, Incomplete, Accepted, Rejected);
• whose it is (Ours, Carrier's, Client's) and Hidden when hidden;
• the file name, where it came from (Upload, Telematics, WhatsApp, E-mail, Form, AI, From the carrier (link), From another TMS, Made in Quanty), the date;
• Sent with the invoice and The client sees it when set, and the AI check ("Looks complete", or "Found: CMR · Missing: Proof of delivery").

Whose documents filters by side (shown when two sides have documents), and Show hidden (2) brings back the hidden ones.

Adding a document

1. Click Add document.
2. Choose the Kind (CMR, Proof of delivery, Pallet receipt, Thermograph printout, Delivery note, Order, Carrier invoice or Other) and Whose document (Work it out from the kind by default).
3. Choose a scan (PDF or photo), or tick Paper original, no scan and set Original received on.
4. Add a Note if you like and click Add.

Worked out from the kind: a carrier invoice and anything the carrier sends through its link is the carrier's; the client's order is the client's; the transport papers of a carrier order are the carrier's; everything else is ours.

The document's menu

For an order that came from Marcos TMS, a document whose file is still there shows "The file is still in Marcos TMS" with Fetch from Marcos TMS.

Good to know

• Papers the carrier uploads on its link and photos the driver adds on his page land on the order by themselves, marked as theirs.
• A document of a cancelled order can be read but not changed.
• Invoicing despite missing documents is possible from the Settlement tab (Issue invoice despite missing documents, see The order card).

Related pages

• TMS operations: the operations overview.
• The carrier's page and The driver's page: how outsiders send documents.
• TMS invoices and receivables: invoicing once the papers are in.
• Pallet receipts from drivers: photos about pallets.