# How to send an order acceptance confirmation to a client?

Send an order acceptance confirmation directly from a **Client order** to let your client know that you have accepted their transport order.

The email includes order details and a **Track & Trace** link, allowing the client to follow the shipment’s progress. You can also send the transport order document and other shipment documents.

#### Before you start

- Make sure your email account is configured to send emails from Cloudex TMS.
- Check the client’s email address and the order details.
- Check the language selected in the **Client card**. Cloudex TMS uses this language for the order acceptance email, transport order email, and other shipment status notifications.

#### Send the confirmation

1. Open the relevant **Client order**.
2. Click the **envelope icon** in the toolbar.
3. Select the appropriate email option:

<table id="bkmrk-email-option-when-to"><tbody><tr><th>Email option</th><th>When to use it</th></tr><tr><td>**Order acceptance notification to client**</td><td>To confirm that you have accepted the client’s transport order.</td></tr><tr><td>**Transport order to client**</td><td>To send the transport order document to the client together with the email.</td></tr></tbody></table>

[![image.png](https://help.cloudex.app/uploads/images/gallery/2026-10/scaled-1680-/image.png)](https://help.cloudex.app/uploads/images/gallery/2026-10/image.png)

4. In the email window, review:
    
    
    - **Attachment(s)** — check which documents are selected for sending.
    
    Attachments can include the shipment’s **CMR**, **package labels**, and, when you select **Transport order to client**, the **transport order document**.
5. Click the **Send icon** in the upper-right corner of the email window.

[![image.png](https://help.cloudex.app/uploads/images/gallery/2026-10/scaled-1680-/gCSimage.png)](https://help.cloudex.app/uploads/images/gallery/2026-10/gCSimage.png)

#### What can the client see through Track &amp; Trace?

The email contains a unique **Track &amp; Trace** link for the shipment. The client can open it to view the current shipment status and milestones, such as loading, arrival at a terminal, and delivery.

[![image.png](https://help.cloudex.app/uploads/images/gallery/2026-10/scaled-1680-/w8Zimage.png)](https://help.cloudex.app/uploads/images/gallery/2026-10/w8Zimage.png)

If the truck’s GPS or navigation system is connected to Cloudex TMS and location data is available, the client can also see the truck’s location on the map.

[![image.png](https://help.cloudex.app/uploads/images/gallery/2026-10/scaled-1680-/AYjimage.png)](https://help.cloudex.app/uploads/images/gallery/2026-10/AYjimage.png)

#### View all active shipments in the Client portal

To view all their active shipments and statuses in one place, the client can use the **Client portal**.

Clicking a shipment in the portal opens its **Track &amp; Trace** page, where the client can view the shipment’s current status and milestones.

The client must first be granted portal access. See [How to give access and rights to the Client and Carrier portal and send an invitation](https://help.cloudex.app/books/cloudex-tms/page/how-to-give-access-and-rights-to-client-and-carrier-portal-and-send-invitation-for-access).

#### Common questions

**Why is the email generated in the wrong language?**  
Check the language selected in the **Client card**.

**How do I include the transport order document?**  
Choose **Transport order to client** from the email menu and check the selected attachments before sending.

**Why is the truck’s location missing from Track &amp; Trace?**  
Truck location is available only when the truck’s GPS or navigation system is connected to Cloudex TMS and provides location data.

#### Related articles

- [How to set your email password to send emails from Cloudex TMS](https://help.cloudex.app/books/cloudex-tms/page/how-to-set-your-email-password-to-send-emails-from-cloudex-tms)