Documents

# Track required documents

Define which documents each order, consignment, stop or Trip needs, follow them with a traffic light and warn or block invoicing while they are missing.

Updated 13 October 2026

**Who can do this:** The requiredDocuments platform feature. Setting a document type by hand needs update:document.

Many customers only pay when you send the signed proof of delivery with the invoice. With required documents you decide which papers each shipment needs. Transportial counts what has arrived, shows a traffic light in your lists and can warn or stop you before you invoice an order with missing papers.

## Set up the rules

1. Open **Settings**, click the **Environment** tab and open the section **Compliance**.
2. Under the required documents, click **\+ Add rule**.
3. Enter a **Rule name** and choose the **Document type**, for example **Proof of delivery**.
4. In **Required**, choose **Per stop**, **Per consignment**, **Per transport order** or **Per trip**. For **Per stop**, choose the **Stop types**, for example **Unloading**.
5. Set the **Minimum number of documents** and tick **Must be signed** if only signed documents count.
6. In **When invoicing**, choose **No check when invoicing**, **Warn when invoicing** or **Block invoicing**.
7. Optionally limit the rule to certain **Order types**, **Consignment types**, **Customers** or **Transport modes**. Empty means all.
8. Check that the rule is **Active** and click **Save**.

A rule with a transport mode only applies once the consignment is on a Trip with that mode. A rule without a mode applies from the moment the order exists.

## Which documents count

A document counts when it is attached to the order, consignment, stop or Trip and has the right type. The type can come from the [document inbox](/en/help/document-inbox), from the QR code on your own paperwork or from you:

1. Open the **Documents** tab of the order, consignment or Trip.
2. Choose **Set document type** in the row actions of the document.
3. Choose the **Document type**, tick **Signed** if the document is signed, and click **Save**.

For a rule per stop, documents attached to that stop count first; documents attached to the consignment itself fill any gap. Documents the AI classified with low confidence only count when **Count documents the AI classified with low confidence** is switched on.

## Follow the traffic light

The transport orders list and the Trips list have a **Documents** column, and consignments show a **Documents** field. Each shows a coloured dot with the number received and required, for example 2/3:

* Green: **All required documents received**.
* Orange: some are received.
* Red: none are received.
* Grey (–): **No documents required**.

Point at the dot to see what is **Missing:**. The **Documents** tab shows a summary such as "1 of 2 required documents received", with **Invoicing blocked until complete** or **Warning when invoicing** while documents are missing.

## What happens when you invoice

* With **Warn when invoicing**, **\+ Create invoice** on the order and **Send** on the invoice show **Documents are missing** with the list. Click **Invoice anyway** to continue or **Cancel**.
* With **Block invoicing**, you see **Invoicing is blocked** and can only **Close** the window. The invoice cannot be created or sent until the documents are in.
* Automatic invoicing skips blocked orders and notes **Automatic invoicing skipped** in the order's activity. Create the invoice yourself once the documents are received; it is not retried automatically.

Customers in the customer portal do not see the traffic light.

## Related articles

* [Process documents in the document inbox](/en/help/document-inbox)
* [Create, send and follow up invoices](/en/help/invoices)
* [Add documents to a transport order](/en/help/transport-order-attachments)
* [Find and manage transport orders in the list](/en/help/transport-order-list)
* [Prices, costs and invoices of a transport order](/en/help/transport-order-financials)

## 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/required-documents