Paying carriers

An approved cost can be paid in five ways: in a transfer batch that becomes a bank file, by a payment recorded by hand for money paid outside Quanty, from a bank statement, from the cash desk, or by a set-off against what the carrier owes you. Whichever way you pay, the cost card shows how much is paid and what is still open, and the cost becomes Paid once the payments cover it.

This page covers the Payment section of the cost card, promises and letters to the carrier, transfer batches with the second person and the VAT white list, and set-off. Bank statements and the cash desk have their own pages.

Before you start

• Only an Approved cost is paid (see The cost card).
• Paying needs a role that may change TMS data; a member limited to some TMS modules needs Finance. Deleting a payment recorded by hand and deleting a set-off are an admin's.
• Transfer batches pay in PLN to the Bank account of each cost, from your company's account, set on the batch or in the TMS settings. A cost takes the supplier's default account for payables when it comes in (see Bank accounts), else the account on its KSeF invoice, and you can change it on the cost; a cost without one is paid to the supplier's account.
• Whether a second person must accept payments, and above which amount, is set by an admin in TMS settings, Automatic actions, Costs from KSeF (see A second person accepts).

The Payment section of a cost

The cost card's Payment section shows "Paid 500.00 of 1 230.00 PLN" and "to pay 730.00 PLN", with a bar, Partly paid while something is open, and Payments of this invoice, oldest first: the date, how it was paid (transfer, cash, card, set-off), the amount, where it came from (from the cash desk, from a bank statement, from a transfer batch, set-off, or recorded on the card) and who recorded it. A payment confirmed by a bank statement says so ("confirmed by a bank statement").

Under the payments, a line says when the carrier was last written to and what it promised, for example "Written 03.10.2026 (Magda Nowak), promised by 09.10.2026".

The section's ⋯ holds Record a payment, Promised by… and Write to the carrier.

Record a payment

For money paid outside Quanty: "a transfer made in the bank, cash, a company card or a set-off agreed with the carrier".

1. Click ⋯, Record a payment.
2. Fill in the form and click Record payment.

"Payment of 730.00 PLN recorded. The invoice is paid." when it was the last part. A cost in a transfer batch is paid by the batch: take it out of the batch first.

Delete payment (admins, in the payment's More) takes back a payment recorded on the card: "The payment of … from … goes, and that amount is to pay again." Payments made elsewhere are taken back where they were made:

Promised by

Promised by…: "By when did the carrier promise a document or a correction of invoice …?" Pick the day (By, today or later, at most 180 days ahead) and What they promised (for example "a correction invoice"), then Save. Withdraw the promise removes it. The promise is a note for your team: the card shows it ("promised by …") and a letter to the carrier mentions it, but nothing is sent or chased by itself when the day passes.

Letters to the carrier

Write to the carrier drafts a letter about the invoice, by e-mail to the carrier's contact for invoices.

1. Pick what it is About: Different amount, Wrong invoice, Missing documents or Assignment (a cession of the receivable).
2. Quanty drafts the letter in the carrier's language: by AI when the TMS AI is on (AI draft), else from a template. Write again drafts it once more.
3. Check To, edit the Subject and the Message, and click Send. "Sent to …".

Nothing goes out by itself. A letter about an invoice goes by e-mail only, so the carrier needs an e-mail address. The card then shows "Last letter: … to …", and the letter is listed on the carrier's Documents tab under Correspondence. A draft saved earlier opens again: "This is a draft saved before. Pick what the letter is about and write it again, or send this one."

Transfer batches

A transfer batch turns approved costs into one bank file you upload to your bank: "The batch becomes a bank file (Elixir-O) you upload to your bank. Costs in PLN only."

Create a batch

1. On Carrier costs, tab To pay, tick the approved costs. The bar says "3 approved costs selected, 12 400.00 PLN".
2. Click New transfer batch.
3. Fill in the dialog and click Create batch.

The preview says how many transfers it makes and the total ("4 transfers, 12 400.00 PLN"). "Invoices with a split payment go as transfers of their own": a split payment needs the VAT amount and the supplier's Polish NIP on the invoice.

Only approved costs in PLN go into a batch ("Only approved costs go into a batch. 1 selected are not approved.", "A bank file pays PLN only."), and every supplier needs a valid bank account. The costs move to In payment batch.

The Transfers tab

Billing, Bank and payments, tab Transfers, lists the batches with Batch, Status, Transfers, Total, Payment date and Created. The strip on top counts Transfers to send.

Click a batch to open it: Status, Payment date, Total, Transfers, Paid from, File downloaded, Sent to the bank, Transfers in this batch (each with its invoice) and History.

Send a batch to the bank

1. Open the batch and click Check the VAT white list (see below).
2. If a second person must accept, they click Accept the payment (see below).
3. Click Download bank file. "The file holds 4 transfers for 12 400.00 PLN." Click Download the file and upload it in your bank's online banking.
4. When the bank has it, click Mark as sent to the bank: "Confirm only after you uploaded the file to your bank." Yes, it is in the bank marks each cost as paid on its transfer's date.

Cancel batch: "The costs go back to approved and can be put into another batch." Costs the bank already paid stay paid. A batch whose costs changed after it was made (an amount, a supplier or an account) is refused at download: "Cancel it and make a new one." And once the bank paid part of a file, the file is not written again: mark the batch as sent instead of cancelling it.

A second person accepts

With Second person for payments above (PLN) set in the TMS settings, every invoice in a batch whose gross amount is above that sum needs acceptance by someone other than the person who prepared the batch: "Transfers above 15 000 PLN need acceptance by someone other than the person who prepared them."

• The second person opens the batch and clicks Accept the payment. The batch then says "Payment accepted by …, …", and each cost's Who did what shows Payment accepted.
• The person who prepared it sees "You prepared these transfers; a second person accepts them." and cannot accept.
• The bank file cannot be downloaded until the payment is accepted: "A second person has to accept this payment before the bank file: …".

Empty, the setting means nobody has to accept.

The VAT white list in a batch

Check the VAT white list asks the Ministry of Finance list for every supplier account in the batch, "before the file goes to the bank".

The summary says "On the list: 3, outside the list: 1, not checked: 0". A transfer of more than 15 000 PLN gross to an account outside the list gets a loud warning: "Paying such an invoice costs you the tax cost and makes you jointly liable for the supplier's VAT. Confirm the account with the supplier, pay by split payment or file ZAW-NR in time." Nothing is blocked: the download dialog repeats the warning ("This batch has transfers at risk") and offers Download anyway, and the decision is yours. "Could not check" means the Ministry did not answer or data is missing: run the check again later.

Set-off

Set-off settles a contractor's invoices to you against your invoices to it, without a transfer: "Settle the contractor's invoices to us against our invoices to it, without a transfer." Open it from the ⋯ of Bank and payments.

1. Pick the Contractor.
2. Tick at least one invoice on each side: Our invoices ("Issued to this contractor and waiting for payment.") and Their invoices ("The contractor's approved invoices, waiting for our payment."). Each row shows what is open and the due date, and takes the Amount set off for that invoice.
3. Watch the line "Ours … · Theirs … · Difference …" and click Even out until both sides come to the same sum.
4. Set the Date of the set-off (today or earlier) and Notes, and click Save set-off.

Both sides are then paid by the amounts set off, and each payment reads set-off. The rules:

• One currency: "A set-off is in one currency: pick invoices in the same currency."
• Equal sums: "Both sides must come to the same sum. Use "Even out"."
• A factored invoice is not set off: "the factor collects it". Only issued invoices are set off; at most 50 documents on each side.

An open set-off (from its payment row) shows "Set-off with …" and the sums, and offers:

• Print statement: the set-off statement in Polish, English or German, to print or as a PDF.
• Confirmed on…: "When the contractor sends back the signed statement." The set-off then says "Confirmed on …".
• Delete set-off (admins): "Both sides go back: the invoices and the costs are to pay again by the amounts set off."

Good to know

• A payment recorded by hand, a slip from the cash desk and a booked bank transfer all show on the cost's Payment section, so the card always tells the whole story.
• Costs copied from another system running next to Quanty are paid there; Quanty does not write to the carrier about them or set them off.
• Transfer batches pay PLN only. Pay a foreign-currency cost in your bank and record it with Record a payment, or let the bank statement book it.

Related pages

• TMS carrier costs and payments: where costs come from and the settings.
• The cost card: approving a cost.
• Bank statements: booking transfers from a statement.
• Cash desk: paying an invoice in cash.
• Credit limits and blocks: bank accounts and the white list on the contractor card.