Trips and diets

A trip is one stretch a driver spent on the road, from leaving to coming back. Quanty builds the trips by itself from the border crossings and the stops of the driver's orders, counts each day (each doba, a 24-hour period) with its country, its amount and the reason in plain words, and keeps the advances and receipts next to them. A person checks and approves each trip; the approved trips go into the monthly settlement (see Driver pay).

Before you start

• Your organization has the TMS add-on. Trips are on the person card, tab Trips and diets, and in Fleet, People, Settlements for everyone at once.
• Everyone can see trips. Building, editing, approving, advances and receipts need a role that may change TMS data with the Fleet module. The rates and rules in TMS settings, Diets and trips are an admin's.
• Trips need the sets (who drove which tractor when, see Sets and switching) and, for exact border times, telematics. Without telematics the border times are estimated from the orders and marked so.
• Reading receipts uses the AI: it needs AI reads documents and writes drafts in TMS settings, Automatic actions (on by default).

How a trip is built

Build trips (on the person card) or Build trips from the data (in Settlements, for everyone) makes the trips of a month:

• The route comes from the border crossings of the driver's vehicles and the stops of his own-fleet orders.
• A trip ends when the driver is back in Poland and has a pause of more than 11 hours. It is still going on while he was abroad in the last 3 days.
• A trip belongs to the month in which it ends. Trips are numbered D/0001/10/2026.
• At most two months are built at once.

Building again is safe: approved and paid trips are never touched, what a person changed on a trip stays, and a trip that holds a person's changes, advances or receipts is never removed. When the data no longer confirms it, it stays with the problem "The telematics and orders no longer confirm this trip. It has changes or advances, so it was kept: check it or delete it". The result reads "Built 4, changed 2, no change 7".

The Trips and diets tab

The month picker (This month and the arrows), then three blocks:

• Trips: each trip with its number, dates, route, status, "6 days abroad" and its amounts. "No trips this month" with Build trips when there are none.
• Advances: "Open advances: 800.00 PLN" and each advance with its date, method and amount, with Add advance.
• Receipts: each receipt with its status (to check, approved, rejected), with Add receipt (a photo or PDF) and Add by hand.

Send the settlement is in the card's ⋯ menu (below).

The trip window

Click a trip to open it. From the top:

• The number, the status, Domestic or International, and to verify when a rate or rule it uses has not been confirmed in the settings ("A rate or rule used here has not been confirmed against the regulation yet (Settings, Diets and trips).").
• The driver, the vehicle and the dates.
• The basis the trip is counted on: "Statutory diet (regulation of 29.01.2013)", "Allowance for the stay abroad (company rules, rates of the regulation)" or "Days abroad only (the company pays no allowance)".
• Have a look first: the problems (below).
• Route: the countries with the border times, for example PL → DE 22:12 (12.10) → PL 00:12 (28.10). An estimated time is marked "estimated time". Fix the route edits it: "One row per country, in order. The time of each border is where one row ends and the next starts."
• Day by day: every doba with its country, its amount and why, in plain words, and the meals.
• Nights, Advances, Receipts, In total and History.

Day by day

Each line explains itself, for example:

• "Doba 1 in Poland: the whole rate (rate 45.00 PLN) → 45.00 PLN"
• "The started doba, 3 h 15 min: up to 8 hours, half the rate (rate 45.00 PLN) → 22.50 PLN"
• "A whole doba abroad, most of it in Germany: the whole rate (rate €49.00) → €49.00"
• "An incomplete doba abroad (7 h), most of it in Germany: up to 8 hours, a third of the rate"

The country of a doba abroad is where most of its hours were (Destination country can be set by hand). Under each line, Breakfast, Lunch and Dinner mark the meals the driver was given; with meal reductions on, each takes its share off the day ("Breakfast, Lunch provided: 22.05 PLN less"). A day that is not paid says why: "Not paid: an absence on that day", "Not paid: posting (company settings)", "No rate for CH: add it in the settings".

Days abroad (for ZUS) counts the days abroad as fractions, for example 4 1/3: a stay under 12 hours counts 1/3 or 1/2, and leave, sick leave and unpaid leave are not days abroad.

Nights

Each night of the trip is In the cab (the default), Hotel, invoice, Hotel, flat or Provided, with its reason:

Problems to look at

Have a look first lists what needs a person, for example:

• "The border time 12.10 22:12 is estimated from the orders (no telematics): check it"
• "The trip starts abroad (DE): enter when the driver crossed the border"
• "A border crossing is missing: the truck was in DE, the next crossing starts in AT (14.10 06:20)"
• "2 receipts wait for a decision", "A hotel night of 15.10 has no amount", "The invoice for the night of 15.10 is waiting for approval"
• "The driver has an absence during the trip (16.10)"
• "A regular weekly rest cannot be spent in the cab (19.10)"
• "This person has another trip D/0003/10/2026 at the same time (from 20.10 to 24.10): fix the dates or delete one of them"
• "On 21.10 the company diet (40.00 PLN) was below the statutory one (45.00 PLN): the statutory diet is paid"

Approving and undoing

• Approve trip approves it and freezes its PLN value: "Frozen at approval: 1 840.00 PLN (NBP rates of the day before the trip ended)". "Approved on 03.11.2026 by Anna Kowalska. To change it, undo the approval first."
• Approve anyway approves despite problems, except two that cannot be passed over: an overlapping trip and a night invoice waiting for a decision ("This trip cannot be approved until what cannot be passed over is sorted out").
• A trip still going on, or one that ends in the future, cannot be approved yet: "The trip ends in the future: approve it once the driver is back."
• Undo the approval (in ⋯) asks Why: "The trip can be changed again and leaves the settlement until it is approved again." A paid trip cannot be undone: "Paid. The trip can no longer be changed."
• Delete trip (before approval): "Its advances and receipts stay with the driver, without a trip."

Advances

Add advance:

An advance is "open 260.00 EUR" until the month is paid out, then "settled". An advance paid out at the cash desk on a KW slip comes in by itself: "Paid from the cash desk: the amount, currency, day and method come from its KW slip. To change them, reverse the slip in Cash desk." Money the driver brings back can be taken in at the cash desk on a KP slip as the advance's return (see Cash desk and Driver pay).

Receipts

Add receipt takes a photo (JPG, PNG, WEBP, HEIC) or a PDF; the AI reads it and fills the form ("Read by AI: check every field", uncertain fields marked "AI is not sure"). Add by hand types it in.

Every receipt starts to check. Approve receipt: "Approved, it becomes a vehicle cost; paid by the driver, it is paid back in the settlement." A hotel receipt is the exception: it is not a vehicle cost, it is paid through the trip's night (Hotel receipt). Reject asks Why. A person decides, never the AI. When the AI cannot read: "AI is switched off: type the receipt in." or "The receipt could not be read: type it in."

Sending the settlement

⋯, Send the settlement on the person card asks first, with the person, the month and the channel:

• "Marek Zieliński gets the settlement for October 2026 by e-mail to m.zielinski@example.com."
• "… on WhatsApp at +48 601 234 501." for a driver whose channel is WhatsApp, "or by e-mail … if WhatsApp cannot reach him now."

Click Send: "Sent to m.zielinski@example.com". It goes in the driver's language of messages when that is Polish, English or German, otherwise in Polish. It is refused when there is nothing approved ("There are no approved trips this month to send."), without an address ("Add the driver e-mail (or phone) first."), and on WhatsApp more than a day after the driver's last message ("WhatsApp only lets you write to the driver within a day of his last message: send an e-mail or download the Excel."). The phone needs its country code (see TMS people, trips and working time).

The Diets and trips settings

TMS settings, Diets and trips (admins): "How diets, the allowance abroad and nights are counted, and the rates from the regulation with their source."

The settings at the top of the pane:

Under Rules, the pane shows the rule text of each kind of trip (domestic, abroad, days abroad for payroll), each to verify until someone clicks Confirm it matches the regulation. Rules you change read Company rules (changed): "They differ from the regulation: trips are counted by the company rules."

Rates: "Seeded from the regulation (Dz.U. 2023 poz. 2190, annex). Confirm each rate you have checked." Each row shows the Country, Currency, Diet, Hotel limit, From, Source and Status: to verify until someone clicks Confirm it matches the regulation, then confirmed; a rate you added reads "company". Add rate and Change rate take Valid from, Valid to, Source and a Note.

Good to know

• A driver whose data was erased gets no new trips, advances or receipts (see Personal data).
• A trip typed by hand lasts at most 92 days.
• Receipts and their photos are kept in Files, in a folder for drivers' receipts.
• A driver who comes from Marcos TMS while the connection runs gets his settlement as the Excel file, not sent from Quanty.

Related pages

• Driver pay: the monthly settlement and bonuses and deductions.
• The person card.
• Cash desk: advances paid in cash and their return.
• Posting declarations.