Email the Bilty From the Software, Not From Gmail
Download PDF, open Gmail, attach, type the same message again, send. Five steps for one bilty. In TransportMaster the document goes out from your own email id in one step — with your own wording saved as a template.
Watch how a bilty actually reaches a party today.
Open the trip. Print to PDF. Find the file in Downloads. Open Gmail. Start a mail. Attach. Type the same five lines you have typed a thousand times — "Dear Sir, please find attached the consignee copy for LR-4512, Halol to Bhiwandi…". Check you attached the right file. Send.
Five minutes, and one wrong attachment away from an embarrassing phone call. Twenty loads a day makes it a job in itself.
There is no reason for any of that. The software already has the document and the party's email address.
One step: open the trip, press Email
On the trip page there is an Email button for each document:
- 📤 Consignor Copy
- 📥 Consignee Copy
- 🧾 Trip Bill
Press it and a small window opens with the recipient filled in, the subject filled in, and your message already written. The PDF is made on the server and attached by itself — you never download anything.
Press send. Done.
It goes from your email id, not ours
This is the part that matters for a business.
The mail leaves from your own address — `accounts@yourtransport.com` or your Gmail — so the party sees your name in their inbox, replies land in your mailbox, and the mail sits in your Sent folder as a record.
Set it once in Email Settings:
Then press Send test email, put in your own address, and check it arrives. If something is wrong you find out in that minute, not in front of a customer.
Your password is stored for sending and is never shown back on the screen — leave it blank when you edit other settings and the saved one is kept.
Your wording, saved once
The message is not fixed by us. Under Email Templates you write your own subject and body for each of the three documents, and it is used every time.
Inside the template you can put fill-in words that the software replaces for each trip:
So a template like this:
Subject: Consignee Copy — LR #{lr_number}
Dear Sir,
Please find attached the consignee copy for LR {lr_number}, {from} to {to}, material {material}.
Regards,
{company}
goes out reading "Consignee Copy — LR #GR-4512 … Halol to Bhiwandi, material Chemicals" without anyone typing a word.
You can still edit the subject or the message in the window before sending — the template is a starting point, not a cage.
What this changes in the office
- Five steps become one. No download, no attach, no re-typing.
- The right file every time. The PDF is built from that trip, so a consignee copy can never go out as somebody else's bilty.
- The party replies to you. Because it came from your address, not from a software company's.
- Your record is in your Sent folder. Where your accountant already looks.
- Same wording every time. New staff send exactly what an old hand sends.
How to set it up (five minutes, once)
1. Email Settings → SMTP — pick your provider, enter the address and App Password, add your From name
2. Press Send test email and confirm it arrives
3. Email Settings → Templates — write the subject and message for Consignor Copy, Consignee Copy and Trip Bill, using the fill-in words above
4. Open any trip → Email → check the preview → send
After that it is one press per document, for everyone in the office.
Questions transporters ask
Do I need a company email? Will Gmail do?
Gmail works. Turn on 2-step verification and create an App Password — Google does not allow a normal password for this, and that is a good thing.
Does my password go anywhere else?
It is used only to send your mail, and it is never sent back to the screen after saving.
Can I send to more than one person?
Put the main recipient in the To box. Many offices keep the party's accounts address there and forward from their own Sent folder when a second copy is needed.
Can I still print or send on WhatsApp?
Yes. Print, PDF and WhatsApp are all still there — email is one more way, not a replacement.
The party says the mail never came.
Check the Sent folder of your own email first — that tells you in one look whether it left. Nine times out of ten it is in their spam or the address has a typo.
Can I change the message for one trip only?
Yes. Edit the subject or body in the window before sending; the saved template stays untouched.
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The document is already in the software. The address is already in the software. There is no reason to take the long way round through Downloads and Gmail.
See it on TransportMaster — set your email once, then send a bilty to yourself and see how it lands.
More for transport offices: use your own bilty and invoice numbers · design your own bilty and memo · download all your data in one Excel file