Transport orders

# Create a transport order from a file or email

Upload order documents or send them by email, and let Transportial turn them into transport orders with a file template or AI.

Updated 5 October 2026

**Who can do this:** Permission to create transport orders.

Customers often send orders as a PDF, a spreadsheet or an email. Instead of typing them over, you can upload the files. Transportial reads them and fills in the transport order for you.

## How Transportial reads your files

* If a file matches a file template that is set up for your platform (an integration that maps the columns or fields of a known file layout), Transportial uses that template. One file can then produce several orders.
* If no template matches, your platform's AI model extracts the order details from the files.
* If an order that the AI extracts matches an existing order by its reference, such as the order number or reference description, that existing order is updated instead of creating a duplicate.

## Upload order files

1. In the header, open the dropdown arrow next to **New transport order**.
2. Click **File order**. The panel **New transport order** opens with the text **From documents**.
3. Drag your files onto **Drop file (s) here or click to upload**, or click the area to choose files.
4. Wait until every file shows as uploaded.
5. Click **Create**. Transportial now reads the files, which can take a moment.
6. Check the order that opens in the order form. Complete or correct the customer, stops, times and goods.
7. Click **Save**. When the files contained more than one order, the next one opens automatically.

Orders that the AI reads from your files are saved straight away with the status **Draft**. Clicking **Save** keeps that status, and the form does not offer **Save as request**. Accept the order once you have checked it, as described under _Review draft orders_ below.

If Transportial cannot recognise an order in the files, an empty order form opens with your files already attached as documents. Fill it in by hand and click **Save**.

## Send orders by email

Below the upload area, the panel shows the email address of your platform after **You can now also send emails directly to**. Emails sent to that address are processed automatically:

* The sender's email domain must be one of the domains allowed for your platform. Emails from other domains are refused.
* Attachments that match a file template are turned into orders with that template. Otherwise the AI reads the email and its attachments.
* New orders that the AI extracts are saved with the status **Draft**. Existing orders that match by reference are updated.
* The original email is posted in the chat of each consignment, and the order shows the email subject next to **from email**.

Give customers the address so they can email their orders directly, or set up an automatic forward from your own order mailbox.

## Review draft orders

1. Open the transport orders list and filter on the status **Draft**.
2. Click an order. The original documents appear on the left and the extracted order on the right.
3. Click the pencil icon to correct the order next to the documents, then save.
4. Click **Accept** to accept the order, **Save as request** to keep it for later review, or **Decline** to turn it down.

## Related

File templates are set up as integrations. See [Integrations](/en/help/integrations) and [Data importer](/en/help/data-importer). The AI model your platform uses is chosen in [Platform settings](/en/help/platform-settings).

## Related articles

* [Create a transport order](/en/help/create-transport-order)
* [Accept, decline and plan a transport order](/en/help/process-transport-order)
* [Connect other systems with integrations](/en/help/integrations)
* [Import data from a file](/en/help/data-importer)

## Still need help?

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

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

---
Canonical page: https://transportial.com/en/help/import-transport-order-from-file