Pallet receipts from drivers

Drivers do not need an app or a login. After a loading or unloading, the driver sends a photo of the pallet receipt (a CMR, a Palettenschein or any delivery slip), or a short text such as "r. 33 EP", to your company's WhatsApp number or to an e-mail address. Quanty recognises the driver, saves the message and the photos, reads the numbers, finds the matching entry in the calendar and puts a proposal in front of you. By default nothing reaches the balances until a person confirms it.

This page explains each step of that path, the rules behind it and the real limits. Where to switch each step on or off is in Pallet settings and tests; checking the proposals is in To check and To do.

Before you start

• WhatsApp is set up together with you: the company number runs through Meta's WhatsApp Business platform, and your plan must include WhatsApp. See WhatsApp. If Automatic says "WhatsApp is not switched on in your Quanty account yet. We do that for you: write to us.", Quanty sets it up for your organization; ask us.
• E-mail needs either a Quanty address for drivers or a company mailbox connected in Quanty (see Integrations).
• Drivers must be on the TMS people register with their phone number or e-mail address (see TMS people).
• Connecting a number, creating the address, choosing mailboxes and the switches are an admin's job. Members and admins check the proposals.

The path of a driver's message

Automatic, What happens when a driver writes shows the same path, step by step, with a switch where a step can be switched off:

1. The driver writes on WhatsApp, or by e-mail.
2. Quanty saves the message and the photos.
3. It replies to the driver (optional, off by default).
4. The AI reads the receipt.
5. It matches the calendar.
6. Who confirms the entry: you, or Quanty by itself when the receipt matches.
7. When the receipt is missing after a number of days, the swap shows under Missing receipts.

Channels

WhatsApp

Drivers write to the company's WhatsApp number. Automatic shows it under The driver writes on WhatsApp, with QR code: "Drivers scan it to open a chat with the company number." Photos and PDFs count as receipts; voice messages, videos and stickers do not.

The switch next to the number is Reading WhatsApp ("Read receipts from WhatsApp"). When it is off, messages are not taken ("Reading receipts from WhatsApp was off").

E-mail

or by e-mail offers two ways:

• Create an address for drivers: "A Quanty address, no password and no setup needed." The address is made from your organization's name and a random part, and is shown with Copy address.
• Company mailboxes: a mailbox already connected in Quanty can be read for receipts ("we read receipts from it") or not ("we do not read it"). A private mailbox has to be shared with the company by its owner first.

"We only take e-mails from drivers whose address is in their driver card. Everything else stays in the mailbox." The switch is Reading e-mail. Automatic replies, and e-mails that did not pass the mail checks against forged senders, are never taken by themselves.

How Quanty knows the driver

Quanty takes a message only from an active driver on the TMS people register: by the phone number on the driver's card for WhatsApp, and by the e-mail address on the card for e-mail. Automatic says how many drivers have a number: "We only take messages from drivers on their cards: 18 of 20 have a phone number."

Phone numbers

Write every number with its country code, for example +48 601 222 333 or +49 151 2345678. Automatic, Drivers (Drivers and their phones) checks them:

Type a missing number straight into Phone of the driver, or use Fix numbers (admins): "We add the country code (+48 by default) and remove the extra 0. Check the list and save." The list shows Now and After; numbers Quanty cannot guess are listed under "These need a person".

A driver without a number: the pairing link

A driver whose card has no number can pair himself. In Automatic, Drivers, click Pairing link next to him (it works once the company WhatsApp number is connected).

1. Send him the link by SMS or another messenger, or let him scan the QR code. Copy message copies the ready text: "Hello, this is the pallet receipts link. Tap it and send the message without changing it, so we recognise your number."
2. He taps it, WhatsApp opens with a code such as PAL-7KQ4MX filled in, and he sends it.
3. Quanty saves his number on his driver card. From then on it recognises him by itself.

"The link works for 30 minutes." A number already on the card is never overwritten; when the sender's number differs, the message carries the warning that it differs from the number on the card.

Where messages and photos are kept

• Every message taken is listed in To do with its text, photos and status.
• The photos and PDFs are saved in Files, in the Palety folder (one folder for the organization). iPhone photos (HEIC) are turned into JPG.
• When a confirmed entry belongs to a TMS order, the receipt is also attached to that order as a pallet receipt document.
• Quanty does not remove messages or receipts by itself after a time.

Per message, Quanty saves up to 5 photos or files from WhatsApp or e-mail, each up to 20 MB, as photos (JPG, PNG, WebP, GIF), PDFs, or Word, e-mail and text files. Larger files or other types are left out with a note on the message, and the rest of the message is still taken.

Skipped messages

A message that reaches the number or address but is not for pallets waits under Skipped messages (Automatic, at the bottom; admins only): "Messages that reached Quanty but did not go to To check, with the reason. Nothing is lost: you can take any of them." The list keeps the recent ones: up to 200, for 7 days.

Quanty decides in this order, and the reason says which check stopped it:

For each skipped message:

• Take it anyway puts it in To do ("Taken. The message is in To check.").
• Assign to a driver: "Who wrote from …? We take the message as theirs." Pick the Driver, tick Save this number in the driver card ("Next time we recognise them by ourselves.") and Assign and take.
• Show taken ones too lists every recent message, also the taken ones.

A message taken by hand is never confirmed by itself and gets no automatic reply.

Reading the receipt

Short texts: rules, free of charge

A message without photos whose text Quanty understands by its rules is read at once and costs nothing, for example:

• r. 33 EP 16027/2026 dostałem 30
• z. 33 EP Oelrich
• od. 9 EP na z
• r. 20 EP dostałem 25 2 uszk
• Zabrałem 10 EP z Nagel Versmold

The rules know the shorthand of the pallet calendar (see Type or paste entries) and skip greetings on their own lines. The detail of the message says "Read from the text by rules, without AI."

Photos and PDFs: the AI

Photos, PDFs, CMRs, Palettenscheine and texts the rules are unsure about are read by the AI. It reads Polish, German, English, Ukrainian and Russian documents, knows a CMR and a pallet slip ("Sie schulden uns", "Wir schulden Ihnen", "In Ordnung übernommen", damaged or not exchangeable), and is told never to guess: a value it cannot read stays empty. The arithmetic of who owes whom is done by Quanty, not by the AI. Each entry it proposes carries the quote it comes from ("On the receipt: …") and how sure it is.

• What it costs: receiving a message is free. Reading a photo or PDF with the AI uses AI credits, depending on the size of the document; Quanty checks that your organization has credits before each reading. The same photos sent again within 7 days are not read and paid twice: the earlier reading is used.
• Limits: up to 5 files per message are read; a photo larger than about 3.5 MB cannot be read by the AI ("Send a smaller photo"). More than 30 messages from one driver in an hour wait unread until someone clicks Read again with AI.
• AI reading off: with Reading by AI switched off, "photos wait until you click Read. Texts like "r. 33 EP" are still read by the rules." When your plan or the TMS settings switch the AI off, photos are not read and the message says so; you enter the numbers by hand.

How sure the reading is

Hover the label to read "The AI is 93% sure". Quanty also warns when something does not add up: more than 66 pallets on one entry, numbers on a pallet slip that cannot be right (the reading is then marked as unsure), no date on the document, no truck, or a CMR count that differs from the slip. Any such warning shows Differs from the order on the message in the list.

Matching it to the calendar

For each entry it read, Quanty looks for the entry it completes: "The same truck, the same kind, plus or minus 2 days and the order number: it fills in the planned entry or adds a new one."

• The same truck: the plate on the receipt, else the truck of the driver's current set in the fleet.
• The same kind: a loading completes a loading, an unloading an unloading. Notes are never matched.
• Plus or minus 2 days around the date on the receipt (or the day the message arrived).
• The order number: with a number on the receipt, entries with that number come first; when none has it, entries without a number are used, and when every candidate has another number, they all stay in, so check the link. A receipt without a number is not narrowed by order. Several stops of one order are told apart by the partner name and the count.
• Of several candidates, the closest date wins, and planned or waiting entries come first. The pallet type is not part of the match.

The proposal then says Completes the calendar entry of 08.10 or New entry in the calendar. Missing order numbers and partners are taken from the planned entry. You can change the link before you confirm: Link to an entry, Change link or Unlink ("Create a new entry instead"). When confirmed, a matched entry keeps its planned day and gets the numbers and the receipt; an entry without a match is added as a new confirmed entry.

Who confirms

The setting Who confirms the entry (admins) has two choices:

• Always me (the default): "The entry waits in To do; you confirm it with one click (or all the sure ones at once)."
• By itself, when the receipt matches: "We confirm by ourselves only a clean receipt: the same truck and order as in the plan, the same pallet count, a full exchange (nobody owes anybody) and the AI is sure of the reading. Everything else waits for you, and every such confirmation can be undone with one click."

Exactly, a receipt is confirmed by itself only when all of this is true:

• it came on WhatsApp or by e-mail from a driver, was read automatically by the AI or the rules (not taken by hand, not a test, not a reused earlier reading), and the reading has no warning at all;
• it holds 1 to 3 entries, each read at least 90% sure and none marked as a discrepancy;
• each entry matches exactly one planned entry or one entry waiting for a receipt, of the same truck and kind;
• that planned entry has an order number, and the receipt's order number (when it has one) is the same;
• the pallet count is known and equals the planned count (when the plan has one);
• the exchange is full: as many empties as pallets, and no pallets refused as damaged;
• the partner is known, from the receipt or the plan.

Such a message shows Entered automatically: "Your rule confirmed this clean receipt by itself (same truck and order as in the plan, the same count, a full exchange)." Undo puts every entry back exactly as it was and the message waits for you again. Undo has no time limit; it refuses only when someone changed the entry since, and then you correct it in the calendar. The list shows "Quanty confirmed N receipts by itself in the last 24 hours", and See what was confirmed by itself in Automatic takes you there.

Replies to the driver

Reply to the driver (off by default) answers each receipt on WhatsApp. The default text is Polish, "Dziękujemy, kwit dotarł. Sprawdzimy go i wpiszemy palety." ("Thank you, the receipt arrived. We will check it and enter the pallets."); an admin changes it with Change the text (up to 300 characters).

• WhatsApp only; e-mails get no reply.
• "Every reply is a paid WhatsApp message (about 7 credits), at most one per driver every 10 minutes."
• Only within 24 hours of the driver's message (the WhatsApp rule for free text, see WhatsApp).
• Not sent for messages taken by hand, and not when the AI Secretary answers on the number (see below).

The AI Secretary and receipts

When the company number also has the AI Secretary, The AI Secretary does not answer receipts (on by default) keeps it quiet: "When a driver sends a receipt, the AI Secretary stays silent. Other automations keep working." It applies to messages Pallets took from a known driver or a test; a stranger's message, or a driver's text that is not about pallets, still gets the Secretary. Switched off, "drivers get a reply they do not expect". See AI Secretary.

Good to know

• The same WhatsApp message delivered twice is taken once.
• A driver's photo can arrive in several messages within a few minutes; To do groups them as one row, and the photos of earlier messages are attached to the entries you confirm.
• A test message never turns a real entry into test data.
• The text a driver sees in a reminder is the one shown in To do, in your app language; see Missing receipts.

Related pages

• To check and To do: checking and confirming what drivers sent.
• Pallet settings and tests: every switch of the path.
• WhatsApp: the company number and the 24-hour rule.
• TMS people: the driver cards with phones and e-mails.