When an order is handled by a supplier (a sub-contractor), Trans IT can email the order details directly to that supplier from inside the app. The email is pre-filled with the order PDF and the supplier's contact, so you usually only have to review and click Send.
Open directly: Transports overview.
The mail option only appears once an order has a supplier assigned. If a transport has multiple orders, each order can go to its own supplier.
What the single email contains
The compose window opens with everything filled in based on the order, the supplier, and your company profile:
From email: your personal or company sending address (you can pick another from the dropdown). To emails: the supplier's order email, taken from the supplier profile. If the supplier has several order emails, all of them are added. CC and BCC: empty by default, with your company emails available as suggestions. Subject: a generated line in the format New order #TR-595.1 from Example Company, with the transport number, the order index, and your company name. Body: a ready-made template in the supplier's preferred language (English, Dutch, French, or German). The body includes the main load location and your company signature with logo.
Attachments: the order PDF is generated and attached automatically (named TR-595_1.pdf). If the load or unload location has documents linked to it (booking confirmation, delivery note, T1, IMA, weighing slip, customs documents), Trans IT also attaches the ones that are visible to the driver. You can drag in additional files before sending.
Tip. The supplier language comes from the supplier profile. If a supplier always receives mails in the wrong language, open the supplier and change the documents language there once. All future order emails will use the new language.
Four ways to send it
You can start the email from four places, depending on what you have open. There are two flows: a single-order flow (one order, one mail at a time) and a multi-order flow (mail several orders in one go, with one mail per supplier).
1. From the transport details (single). Open a transport (click the row in the Transports overview, or the TR-... link anywhere in the app). On the order, switch to the Supplier tab. Next to the supplier name you will see Mail to supplier, Mail modification to supplier, and Mail cancel to supplier. Use this when you are working on a single order and want to send (or resend) just that one. The compose window shown above opens directly.
2. From Trucks planning (single). In the side menu click Planning and choose Trucks. Each order on a truck row has a ... icon at the right side. Click it and the same three mail buttons appear in a small popover. Use this when you are reviewing the day's planning and notice that an order still has to be confirmed, modified, or cancelled with the supplier. The Trucking schedule view does not have these buttons, only Trucks planning does.
3. From the Transports overview (multi). In the side menu click Transports and choose Overview. Tick the checkbox in front of every transport you want to mail. Next to the X Selected counter at the top, click the ... (more) button and choose Mail orders to supplier.
4. From Transports planning (multi). Works exactly the same as the overview. In the side menu click Planning and choose Transports. Tick the transports you want to mail and use the same ... menu at the top. The action menu and the modal are identical to the overview, so you can pick whichever view fits your workflow.
Both multi flows open a different window: a list of orders instead of one compose window. Each row in the list represents one mail to one supplier. You can expand a row with the > arrow to review or change the email before it goes out, or remove a row with the trash icon. When you click Send, Trans IT mails the orders one by one and shows the progress per row.
Modification and cancellation emails
The three buttons in the single flow send three different versions of the same template:
Mail to supplier sends the order as a new instruction. Use this the first time you contact the supplier about this order. Mail modification to supplier sends the same order again, but with a clear note in the subject and body that something has changed. Use this if the pickup time, the load address, or any other detail has been updated. Mail cancel to supplier sends a cancellation. The subject and body tell the supplier the order is no longer going ahead. The order PDF is not attached, because there is nothing left to execute.
After sending
Once the email leaves Trans IT, the order shows a small mail icon and the date and time it was sent, so the next planner knows the supplier has been informed. If you mailed the same order before, the new email simply overwrites that timestamp. The mail itself goes through your configured email setup (your personal SMTP if you connected one, otherwise the company default).
Frequently asked questions
The mail buttons are missing on the order. Why?
The order has no supplier yet. Open the order, assign a supplier, save, and the mail buttons appear.
"Mail orders to supplier" is greyed out in the overview menu. Why?
At least one of the selected transports has an order without a supplier. Either remove that transport from your selection, or assign a supplier to it first.
Can I email an order from the Trucking schedule?
No. The mail option lives on Trucks planning (the day-board view). Open the order details or use Trucks planning instead.
Can I edit the subject or body before sending?
Yes. Every field in the compose window is editable. In the multi flow, expand a row with the > arrow to edit that specific email. Changes only apply to the email you are sending now, the templates stay the same.
Will the supplier receive the mail in their own language?
Yes, as long as the supplier has a documents language set on their profile. The default language is English.