Documents

# Process documents in the document inbox

Drop CMRs, PODs and other papers in one place: AI classifies them, links them to the right order, checks signatures and shows differences.

Updated 13 October 2026

**Who can do this:** The documentIntelligence platform feature and the permission get:documentIntelligence. Uploading needs upload:documentIntelligence; linking and resolving differences need update:documentIntelligence.

Signed CMRs, proofs of delivery, delivery notes and weighing tickets come back on paper, by e-mail and as photos. The document inbox takes them all. For each document Transportial recognises the type, reads the references, links it to the right order, consignment or Trip, checks whether it is signed and compares it with the order.

## Open the inbox

1. Open the side menu (☰, top right).
2. Click **Document inbox**, just below **Documents**.

The tabs work as filters: **All**, **Needs review**, **Differences**, **In progress** and **Failed or skipped**. Search by document name, file name or order, consignment or Trip number. The list shows the **Document**, **Status**, **Type**, what it is **Linked to**, the **Confidence**, the **Checks** and when it was **Received**.

## Add documents

1. Drag PDFs and photos onto **Drop documents here or click to choose files**, or click the area to choose them. You can add many at once.
2. Wait while they upload. Each document starts as **Queued**, then **Reading**.
3. When reading is done, the status becomes **Processed** or **Needs review**.

Documents can also arrive by themselves, depending on the settings: attachments of e-mails received in your mailboxes, documents already attached to orders and Trips, and documents customers upload in the customer portal.

## What Transportial does with each document

* **Type**: **CMR / waybill**, **Proof of delivery**, **Delivery note**, **Invoice**, **Weighing ticket**, **Customs document**, **Transport order**, **Damage report** or **Other**, plus your own document types.
* **Link**: it looks for your own order, consignment and Trip numbers, container numbers, the customer reference and other references such as booking, CMR or bill of lading numbers. When one match is clearly the best, the document is linked automatically and appears on the **Documents** tab of that order, consignment or Trip.
* **Signature**: it checks for handwritten or electronic signatures and stamps, and shows **Signed** or **Not signed**.
* **Differences**: it compares what is on the document with the order: customer reference, gross weight, number of packages, container and seal number, delivery date and delivery postal code.

A document gets **Needs review** when the type is uncertain, no matching order was found, the best match is not certain enough, several orders match about equally well, or a document that must be signed has no signature.

## Review a document

1. Click a row. The panel shows a preview (**Open file** opens the original), the **Document type**, what it is **Linked to** and why it needs review.
2. To link it, click **Link here** next to one of the suggested matches, or choose the type in **Link to**, enter the **Order, consignment or trip number** and click **Link document**. Click **Unlink** to remove a wrong link.
3. Under **Differences with the order**, check each field: **On the document** against **On the order**. Click **Copy to order** to take over the value from the document, or **Dismiss** to keep the order as it is.
4. Click **Process again** to read the document once more, for example after changing the settings.

**Copy to order** works for the customer reference, and for the weight, number of packages, container or seal number when there is only one goods line or one container to update. The delivery date and postal code can only be checked. Copying also needs permission to update the order or consignment.

To change the type of a document by hand, use **Set document type** on the **Documents** tab of the order, consignment or Trip. See [Track required documents](/en/help/required-documents).

## Badges on the Documents tabs

On the **Documents** tab of orders, consignments and Trips, each document shows its type and badges such as **Signed**, **Not signed**, **QR**, **Set by hand** and the number of differences.

## QR code on your own paperwork

Transportial can print a small QR code with a short code (such as `K7M2-9QXA-4F3T`) on the CMRs, transport order PDFs, Trip sheets and document templates it makes for you. When the signed paper comes back, the inbox reads the code and links the document to the right consignment, order or Trip with full certainty, even when reading with AI is switched off. Only codes printed by your own platform are recognised.

## Settings

In **Settings**, tab **Environment**, section **AI**, you find the document inbox settings. They use the **AI provider** and **AI model** of your platform.

* **Read documents with AI** (on), **Process e-mail attachments from mailboxes** (off) and **Analyse documents already on orders and trips when their documents tab is opened** (off).
* **Send unsigned documents of signature-required types to review** (on) and **Document types that must be signed** (CMR, proof of delivery and delivery note).
* How certain a match must be: **Link automatically from confidence (0-1)** (0.85), **Minimum lead over the second-best match (0-1)** (0.15) and **Minimum classification confidence (0-1)** (0.6).
* Limits: **Maximum pages sent to the AI per document** (6), **Maximum file size (MB)** (20) and **Maximum documents per month (0 = unlimited)**.
* Comparison: **Weight tolerance (%)** (2), **Quantity tolerance (packages)** (0), **Date tolerance (days)** (1), **Fields compared with the order (empty = all)** and **Document types to read and link (empty = all)**.
* **Extra instructions for the AI (for example your customers' reference formats)**.
* Under **QR code on our paperwork**: **Print a QR code on our paperwork** (on), the kinds of paperwork, and the position of the code in millimetres (**From left (mm)**, **From top (mm)**, **Size (mm)**). On the CMR the code is placed in the free lower-right corner of box 18 by default.

**Process again** and every new document count towards the monthly limit. When the limit is reached, new documents are only checked for your QR code and are otherwise skipped until the next month.

## Related articles

* [Track required documents](/en/help/required-documents)
* [Find and manage documents](/en/help/documents)
* [Add documents to a transport order](/en/help/transport-order-attachments)
* [Print CMR documents](/en/help/cmr-documents)
* [Connect and share email inboxes](/en/help/email-inboxes)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en/contact)[Report an issue](/en/report-issue)

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Canonical page: https://transportial.com/en/help/document-inbox