Office assistant: inbox, alerts and drafts
A helper that watches for late invoices, missing PODs and expiring paperwork. It never sends anything by itself unless you turn that on.
What it does and doesn't do
- Once a day it looks through your FleetDesk data for three things: overdue invoices, delivered loads with no POD, and compliance items or documents that are expiring.
- It leaves alerts in your inbox and can prepare draft payment reminders for you to review.
- It never books loads, moves money, submits to factoring, changes bank details, deletes data or signs anything.
- It does not send emails on its own unless the owner turns that on in Assistant Settings. That switch is off by default.
- It only knows what is in FleetDesk. If a broker paid you but you never marked the invoice Paid, it will still say overdue.
The Assistant Inbox
Open Overview › Assistant Inbox (first group, Overview). If any alerts are open, you also see a badge such as 2 alerts at the top of every page. Tap it to jump here.
- Alerts show a type (Overdue invoice, Missing POD, Compliance / documents or Daily summary), what's wrong, and when it was last seen. Tap the title to go to the record.
- Dismiss hides an alert you have handled or don't care about. Show all also shows dismissed and resolved ones; Open only goes back.
- A banner tells you if scheduled checks are off, or if the scheduler hasn't reported in.
Each role sees its own alerts:
| Alert | Who sees it |
|---|---|
| Overdue invoice | Owner, Accountant |
| Missing POD | Owner, Dispatcher |
| Compliance / documents expiring | Owner, Dispatcher |
| Daily summary | Owner |
If you use the phone app and allowed notifications, you get one notification per check summarising any new alerts.
Reminder draftsOwner, Accountant
When the assistant finds a late invoice (one that isn't factored) with a broker email on file, it can prepare a draft reminder. Drafts are listed in the inbox under Reminder drafts. Owners and accountants see them.
- Tap Review & send on a draft.
- Read and edit the To, Subject and Message. The invoice PDF is attached.
- Tick Yes, send this email to ... now and tap Send. Nothing goes out until you do both.
Tap Discard to throw a draft away. If email isn't set up for your account you can download the PDF and send it yourself.
Assistant Settings (owner)Owner
Open Admin › Assistant Settings (Admin group). It begins with a Status table showing whether the scheduler is running, whether email is set up and whether automatic sending is allowed.
- Tick Run the checks automatically every day. It starts off.
- Choose what to check: overdue invoices (and how many days to wait after the due date), delivered loads missing a POD (days to wait, and how far back to look), and compliance items expiring (how many days ahead).
- Choose whether you want a Daily summary and draft reminders, the hour it should run and your timezone.
- Tap Save settings.
The inbox and this page both have a Check now button (owners only) that runs the checks right away. You don't need to wait for the daily run.
Automatic reminder emails (off by default)Owner
To turn it on, the server must allow it and then the owner must opt in:
- In Assistant Settings the status line Automatic sending (server switch) must say it's allowed. If it says Disabled by operator, ask support to enable it.
- Set the limits: Max emails per day, Days between reminders for one invoice, and Only when at least this many days overdue.
- Tick Allow the assistant to email these reminders automatically and tick the box confirming you understand. Tap Save settings.
- It only emails overdue invoices that are not factored, to the broker email you saved, using the standard reminder with the invoice PDF.
- Each invoice gets at most one automatic email per day, and never more often than your cool-down.
- Recipient preview shows exactly who would get an email on the next run.
- Tap Turn off automatic sending now at any time to stop it.
Everything the assistant does is recorded under Recent runs and Action log at the bottom of Settings.