Order Execution & Delivery
sending the carrier order, sending the trip to the driver, loading confirmation, shipment status updates, GPS/tracking, communication, delivery confirmation, POD upload, POD approval, and determining when the order is ready for invoicing.
This chapter explains how to send transport orders to carriers, give drivers access to trips through the Cloudex Drive mobile app or web link, and share loading and delivery information by email, SMS, or WhatsApp.
- How to send an order to a carrier?
- How to send a trip to the driver?
- How to Configure Customer Shipment Notifications?
- How to give access and rights to Client and Carrier portal and send Invitation for Access
- How to send an order to a carrier via API?
- How to send automatic milestone and document request emails
How to send an order to a carrier?
When you send order for carrier in e-mail is unique link on which Carrier manager need to click in order to mark loading/delivery dates and upload CMR and Invoice.
1. Click to open the page
2. Upload CMR
3. Confirm loading
4. Upload invoice PDF file
Add invoice date
Add invoice number
How to send a trip to the driver?
How to give a driver access to a trip using a link?
How to display a trip in the Cloudex Drive app?
How to create a Cloudex Drive password?
How to give a driver access to a trip using a link?
1. Select the Required Trip
- Open the trip list menu.
- Select the desired trip from the list of available trips.
2. Open the Trip Window
- Click the road icon located in the toolbar.
- After clicking the road icon, the corresponding trip window will automatically open on a new page.
A window with the driver's web application for the trip will open.
- Copy the link from the browser's address bar and send it to the driver via WhatsApp so that the driver can complete the required information.
How to display a trip in the Cloudex Drive (Driver) app?
1. Select the Required Trip
- Click on the trip number to open the trip.
Important:
For the driver to be able to see the trip information:
- Activate the eye icon located next to the driver's name and surname.
- Once activated, the trip information will be sent to and become available in the Cloudex Drive mobile application.
The trip will remain visible in the list of active trips until its status is changed to Delivered.
How to create a Cloudex Drive password?
1. Open the Vehicle Window
- Click on the vehicle registration number specified in the trip.
- The Vehicle window will open.
2. Create a Password
- Create a password of your choice.
- The driver will use this password to log in to the Cloudex Drive application.
How to Configure Customer Shipment Notifications?
- Open the Partner page.
- Select the Notification settings tab.
- Review the available notification types.
- For each notification type, select the appropriate delivery method:
- Customer portal – sends the notification to the customer portal.
- Email – sends the notification by email.
- Client TMS (API) – sends the notification automatically to the client’s connected TMS through the API.
- Select the required checkboxes for each shipment event.
- Review the selected notification settings to make sure they are correct.
- Click Save to apply the changes.
- If you do not want to save the changes, click Cancel.
There are 3 available options for configuring notifications:
- By email
- Through the client portal
- Via API, sending notifications directly to the client’s TMS system
How to give access and rights to Client and Carrier portal and send Invitation for Access
The customer portal can be activated from the customer profile.
- Open Lists in the top navigation bar.
- Select Partners.
- Click All Partners.
4. Find the required partner.
5. Click the Edit icon . 
to open the partner profile.
6. Select the manager you want to grant portal access to, then click the Edit icon to open contact.
7. Switch from Basic data to the Clients & Carriers Portal access section to give Access granted.
8. Review and click 
Send invitation to Client contact person.
How to send an order to a carrier via API?
You can send a transport order directly from Cloudex TMS to your carrier's TMS without sending the order manually by email or entering it again in another system.
This option is available when an API integration with the selected carrier's TMS has been configured.
How to send an order to the carrier
- Open the required Trip/Spedition.
- Select the Carrier.
- If an API integration with this carrier is available, the Send to carrier icon appears next to the Carrier field.
- Click the icon.
- The transport order is sent electronically to the carrier's TMS.
When does the API button appear?
Carrier uses Cloudex TMS
If the selected carrier also uses Cloudex TMS, the API connection is recognized automatically and the button appears without any additional API configuration.
Carrier uses another supported TMS
If the carrier uses another supported TMS, the carrier's API integration must first be configured in Cloudex TMS.
See: How to add carrier API key?
After the integration has been configured, the API button becomes available when that carrier is selected in Trip/Spedition.
Supported carrier TMS integrations
Currently, transport orders can be sent directly to carriers using:
- Cloudex/Ozols TMS
- XSPED
- Terminality
To which systems you can send Orders to carriers. If your carrier is using:
- Cloudex
- XSPED
- Terminality
- Danske Fragtmænd
Sending the order via API helps to:
- avoid manual order entry in the carrier's system;
- reduce data-entry mistakes;
- send transport information directly from Cloudex TMS;
- enable further API communication, such as receiving shipment statuses and documents back from the carrier.
What happens after the order is sent?
Depending on the carrier integration, Cloudex TMS can also receive information back from the carrier, such as:
- shipment status updates;
- delivery milestones;
- POD/CMR and other shipment documents.
This allows information to move between Cloudex TMS and the carrier's TMS without repeatedly entering the same data manually.
Related topics
- How to add carrier API key?
- How to receive statuses and documents from a carrier via API
- How to receive statuses from a carrier via Carrier Link
How to send automatic milestone and document request emails
Cloudex TMS can automatically request shipment updates and missing documents from the carrier during transport.
Instead of manually contacting the carrier to ask whether the cargo has been loaded or delivered, or to request a POD/CMR, Cloudex can send these requests automatically according to the planned loading and delivery dates.
The request emails are sent to the Carrier transport manager email.
The carrier receives a secure link to the shipment and does not need to log in to Cloudex TMS.
What can Cloudex request automatically?
Depending on your company settings, Cloudex can send the following requests:
Loading
Check loading details
Sent before the planned loading date.
The carrier can check or update:
- Planned loading date/time
- Truck/Trailer number
Confirm loaded
Sent on the planned loading date if loading has not yet been confirmed.
The carrier can:
- Confirm that the shipment has been loaded
- Update the Planned loading date/time if loading is delayed
- Update the Truck/Trailer number
When loading is confirmed, Cloudex records the Actual loading date/time.
Delivery
Check delivery plan
For longer transports, Cloudex can ask the carrier to check the delivery plan before the planned delivery date.
The carrier can update the Planned delivery date/time if the plan has changed.
For example, this request can be configured to be sent only when there are more than 2 days between the agreed loading and delivery dates.
Confirm delivered
Sent on the planned delivery date if delivery has not yet been confirmed.
The carrier can:
- Confirm that the shipment has been delivered
- Update the Planned delivery date/time if delivery is delayed
- Upload required delivery documents if they are already available
When delivery is confirmed, Cloudex records the Actual delivery date/time.
If documents are not yet available, they can be uploaded later.
Follow-up requests
If the carrier does not confirm delivery, Cloudex can automatically send follow-up requests.
For example:
- 1 day after the Planned delivery date
- 2 days after the Planned delivery date
Cloudex can also send reminders when delivery has already been confirmed but required documents are still missing.
Depending on the shipment, required documents can include:
- POD / CMR
- Pallet exchange document
- Other required shipment documents
Cloudex sends document reminders only while the required documents are still missing.
Enable automatic requests for a Trip/Spedition
Open the required Trip/Spedition.
In the carrier section, enable:
Automatic requests
When this checkbox is selected, Cloudex can send automatic milestone and document requests for this Trip according to your company's Automatic email request settings.
Automatic milestone and document requests will be sent to the Carrier transport manager email.
The carrier must therefore have a valid Transport manager email.
The settings icon next to Automatic requests opens the company-level automatic request settings.
Automatic email request settings
The automatic request schedule is configured separately for each Cloudex company.
Open Automatic email request settings to define which requests should be sent and when.
The settings include:
Loading
Check loading details
Example:
Send 1 day before planned loading at 15:00.
Confirm loaded
Example:
Send on planned loading day at 12:00.
Delivery
Check delivery plan
Example:
Send 1 day before planned delivery at 15:00.
Only if transport duration is more than 2 days.
Confirm delivered
Example:
Send on planned delivery day at 12:00.
Follow-ups
Delivery follow-up
Example:
Send 1 and 2 days after planned delivery at 09:00 if delivery is still not confirmed.
Missing document follow-up
Example:
Send 1 and 2 days after actual delivery at 09:00 if required documents are still missing.
The recipient is always:
Carrier transport manager email
These are company-level settings. You do not need to configure the schedule separately for every Trip.
What does the carrier receive?
The carrier receives a simple email containing the shipment information and a button that opens the secure Cloudex shipment page.
Depending on the request, the carrier can:
- Update Planned loading or delivery
- Update Truck/Trailer
- Confirm loading
- Confirm delivery
- Upload POD/CMR and other required documents
No Cloudex TMS login is required.
Cloudex does not send a request if the requested action has already been completed. For example, if delivery has already been confirmed, Cloudex does not continue asking the carrier to confirm delivery.
Here is an example of an email that was viewed on a phone:
View sent automatic request emails
Open: Client order → Sent Emails
The list shows all sent emails connected to that order, including automatic carrier request emails.
For example, you can see:
- Check loading details
- Confirm loaded
- Confirm delivered
- Missing delivery documents
- Other emails sent regarding the Client order
This makes it easy to verify what was sent, when it was sent, and to which email address.
Example workflow
A typical shipment could work like this:
-
1 day before loading
Cloudex asks the carrier to check Planned loading and Truck/Trailer. -
Loading day
Cloudex asks the carrier to confirm that the shipment has been loaded. -
Before delivery
For a longer transport, Cloudex asks the carrier to check the Planned delivery date/time. -
Delivery day
Cloudex asks the carrier to confirm delivery and upload available delivery documents. -
After delivery
If required documents are still missing, Cloudex sends document follow-up requests.
The forwarder therefore does not need to manually monitor every shipment date and repeatedly contact carriers for routine updates.