Invoicing terms
Every client invoices a little differently: 30 days from the delivery of the documents, invoices in German with the CMR attached, originals by post once a month, a reminder five days before the due date. The Invoicing section of the contractor card keeps all of that in one place, and every new invoice for the client takes it from there, so nobody has to remember it.
This page covers each part of the section, how the due date of an invoice follows from it, and Tidy up from notes, which reads the terms from the free-text notes on the card.
Before you start
- The section is on the Data tab of the contractor card, below Payment. See The contractor card.
- Everyone can read it. Changing it needs a role that may change TMS data. A member limited to some TMS modules needs Dispatch for the section and Finance for Tidy up from notes (see TMS modules).
- Some parts are an admin's: a locked term, the switch The factor collects from the clients and the Second accounting account (konto FK).
Read and edit the section
The section reads as sentences, for example "30 days from the delivery of the documents + 7 days for delivery", "Polish and German", "Sent by: E-mail, Post", and it hides what is not set ("Nothing else is set for invoicing yet.").
- Click Edit. The groups open as fields: Payment term, Exchange rate and language, How we send invoices, Remarks and Cost invoices.
- Change what you need. The edits belong to the Data tab's form: the bar at the bottom saves them together with any other change on the tab.
- Click Done to close the fields again.
The switches, the NBP table and the reminders below the sentences save at once, without the bar.
Payment term
The term is one sentence you build: "[30] days from [the issue date | the delivery of the documents] + [7] [working] days for delivery, [end of month]". On the invoice shows the sentence it gives.
| Field | What it means | Example |
|---|---|---|
| Payment days | Days to pay, 0 to 365. | 30 |
| days from | the issue date or the delivery of the documents. | the delivery of the documents |
| Days for the documents to reach the client | Days the paper documents take to arrive, 0 to 60. With working, they count working days on the Polish calendar (weekends, public holidays and 24 December are skipped). | 7, working |
| end of month | The computed date moves to the last day of its month. | on |
| Lock the term | "Then only an admin changes the term, the payment method and skonto, here and on this client's invoices." | on |
A locked term shows Locked; a member sees "The term is locked. An admin changes it."
How the due date is computed
| Term | The due date |
|---|---|
| From the issue date | The issue date, plus the days for delivery when set, plus the payment days; then the end of the month when ticked. |
| From the delivery of the documents, delivery recorded | The day the documents reached the client plus the payment days (end of month when ticked). |
| From the delivery, not recorded yet, with days for delivery | The delivery is assumed on the issue date plus the days for delivery, so the invoice has a due date at issue ("counted from the assumed delivery on …"). |
| From the delivery, not recorded, no days for delivery | No due date yet: "We will set the due date when the documents reach the client." It is set once, when the delivery is recorded (for example with Delivered… on a postal shipment, see Sending invoices and KSeF). |
| Fixed date (on the invoice only) | The date typed on the invoice. It cannot be before the issue date. |
| In blanco (on the invoice only) | "No due date: the invoice is never overdue and no reminders go out." |
The due date is computed once, at issue (or when a pending delivery is recorded), and never moves afterwards: printing again, sending the invoice or opening its preview do not change it. On the invoice, Quanty also shows "From sending it would be … (information only)" and the holidays it skipped. A fixed date and in blanco are chosen on a single invoice, in its Payment term block (see Invoices).
Payment method and skonto
- Payment method: bank transfer (the default), cash, card, offset or other. It is printed on the invoice.
- Skonto: a discount for paying early, as tiers such as "2 % if paid within 7 days". "Counted from the issue date. Up to 5 tiers." Add a tier and Remove this tier; days 1 to 365, a percent above 0 and below 100. Skonto tiers print as notes on the invoice, in the printout's languages.
Exchange rate and language
NBP exchange rate
NBP exchange rate says which day's rate converts this client's foreign-currency invoices: "NBP rate of the working day before" the loading, the unloading or the issue date, optionally "minus" 0 to 10 more days, or Company default. For example "NBP rate of the working day before the loading".
NBP rate table
Below the sentences, NBP rate table picks the table:
| Option | What it is |
|---|---|
| Table A (mid rate, default) | The NBP mid rate. |
| Table C: sell rate | The NBP sell rate. |
| Table C: buy rate | The NBP buy rate. |
"The table this contractor's orders are converted at: the client's freight and the carrier's cost. Invoices always convert VAT to PLN at table A. Table C lists 13 currencies; any other currency uses table A." The order then says which rate it used, for example "NBP rate table C (sell rate) of 02.11.2026: 1 EUR = 4.2650 PLN".
Invoice language
Invoice language: Polish, English, German, Polish and English, Polish and German, or Company default. It decides the default printout language, and the language of the e-mail that sends the invoice (see Printouts).
How we send invoices
| Field | What it means | Example |
|---|---|---|
| Sent by | E-mail, KSeF, Post and/or Client portal. | E-mail, KSeF |
| To and Cc | The addresses invoices go to, up to 10 in each field. The Send by e-mail dialog takes them as its recipients. | faktury@nowak.pl |
| Originals | Paper originals: not sent, with the invoice or once a month. | once a month |
| Attachments | The order documents that go with the invoice: CMR, POD, pallet receipt, thermograph printout, transport order, other document. | CMR, POD |
| Accepts electronic documents | Whether the client accepts electronic documents, or only paper. | Accepts electronic documents |
| Invoices | One per order or Collective (the client's orders in one currency on one invoice). | Collective |
When you send an invoice by e-mail, the dialog warns when the client takes its invoices another way and reminds you about the originals by post (see Sending invoices and KSeF).
Remarks
| Field | Where it shows |
|---|---|
| Remarks on the invoice | "Added to every new invoice for this client." |
| Remarks for orders | "Dispatchers see them when they pick this client on an order." |
| Remarks on printouts: Carrier order | Printed under the remarks of the order sheet for the carrier: the client's remark first, then the carrier's own. |
| Remarks on printouts: Transport | Kept on the card for transports on your own fleet. It never goes to a carrier. |
Cost invoices
Cost invoice term: "When this contractor invoices us with a different term." It is used for this contractor's cost invoices (see TMS carrier costs).
Automatic drafts and the factor
Two switches below the sentences save at once:
- Drafts are made by themselves once the documents are complete (a client): "Every morning draft invoices are made for this client's delivered orders whose documents are complete. Nothing is issued by itself." Only orders delivered in the last 45 days are taken. A person checks each draft and issues it (see Invoices).
- The factor collects from the clients (on a factor's card, admins only): "Clients pay this factor directly, so the bank import does not offer their transfers to us for its invoices." The switch says how many clients have this factor.
Reminders
Reminders (a client) says how Quanty reminds this client about payments, for example "standard · days: -5, 0, +7, +14". Change opens Payment reminders for this client: "How Quanty reminds this client about payments. A person can always write a reminder by hand."
| Field | What it means | Example |
|---|---|---|
| Reminders | standard ("The company's steps and texts."), gentle ("The same steps with a softer text."), off ("No automatic reminders. You can still write one by hand.") or handled by the factor ("The factor chases these invoices. No automatic reminders."). | standard |
| Own reminder days | Instead of the company's steps: Days relative to the due date, whole days separated by commas, from 60 days before to 365 days after, at most 10. | -3, 0, +10 |
| Group | "A label to filter clients by, e.g. "Large clients"." | Large clients |
| Also remind factored invoices | "Without it the factor reminds this client's factored invoices, not Quanty." | off |
The company's steps, texts and send hour are in TMS settings, Dunning (see Dunning).
Second accounting account (konto FK): "Exported next to the konto FK in the accounting file." Only an admin changes it (Save the account). See Accounting export.
Tidy up from notes
Many cards carry the terms as free text in Notes ("30 dni od otrzymania dokumentów, faktury po niemiecku, oryginały pocztą"). Tidy up from notes in the card's ⋯ asks the AI to turn them into terms.
- Open the card's ⋯, Tidy up from notes. It is offered when the card has notes and the TMS AI is switched on.
- Quanty shows Terms from the notes: "A proposal read from the notes on this card. Nothing changes until you click Apply." Each row (Payment term, Payment method, Skonto, NBP exchange rate, Invoice language, How we send invoices, Invoices, Remarks on the invoice, Remarks for orders, Cost invoice term) shows what is set now, what is Proposed, and the words of the note it comes from. A row marked check this is one the AI was unsure about.
- Tick the rows you agree with and click Apply selected.
"The notes hold nothing new for these fields." means there is nothing to apply. A locked term can only be applied by an admin ("An admin changes it"). Reading the notes uses AI credits and follows the organization's AI switch and spending limit; when the switch is off or the credits are used up, Quanty says so and nothing is read.
Good to know
- Terms apply to new invoices. An issued invoice keeps the term and the due date it got at issue; a draft can still be changed in its own Payment term block.
- The assistant in chat can change a client's terms too, once you approve the change, and a locked term only for an admin. It never changes the bank account. See TMS in chat.
- A remark on printouts keeps up to 2 000 characters, and the sheet prints all of it.
Not tax advice
Quanty computes the due date and converts amounts by the rules you set. Which rate and which term your contracts and the law require is for you and your accountant to decide.
Related pages
- The contractor card: the other sections of the Data tab.
- Invoices: how a draft takes the terms, the payment term block on an invoice and printouts.
- Sending invoices and KSeF: e-mail addresses, originals and attachments in use.
- Dunning: the company's reminder steps and texts.