Set up a rule to forward the carrier’s emails

Gmail, Outlook, Yahoo and iCloud, step by step — so settlement sheets file themselves the day they arrive.

The carrier emails a settlement sheet every Friday from the same address. Set up one rule in your mail program that forwards those emails to your company’s paperwork address, and they file themselves the day they arrive — read, matched to their loads, and lined up against your numbers before you have opened your mail.

Before you start

1. Copy your paperwork address. It is under Setup › Email in in LoadTally. Tap Copy the address.
2. Find the carrier’s sending address. Open one of their settlement emails and look at the From line — something like settlements@carrier.com. You will need it twice.
3. Let that address in. On the same Email in tab, under Other addresses that may send, add the carrier’s address and save. A forwarded mail usually arrives from the original sender, and mail from a stranger is ignored.

Gmail

Gmail insists on confirming any address you forward to, and it does that by emailing a code to the address. That mail lands in LoadTally, so you read the code off your Inbox.

1. Open Gmail on a computer. Rules can’t be set from the phone app.
2. Settings. The gear at the top right, then See all settings, then the Forwarding and POP/IMAP tab.
3. Add a forwarding address. Paste your paperwork address and confirm. Gmail says a confirmation code has been sent to it.
4. Get the code. In LoadTally, open the Inbox and look under What came in. The mail from Google is listed as ignored, with its subject line — the code is the number at the start of the subject, in brackets. Type it into Gmail’s box and tap Verify.
5. Leave forwarding itself off. Back on that tab, keep Disable forwarding selected — you only want the carrier’s mail forwarded, not everything.
6. Make the filter. Go to the Filters and Blocked Addresses tab, Create a new filter. In From, put the carrier’s address. Create filter.
7. Tick “Forward it to” and pick your paperwork address. Tick Also apply filter to matching conversations if you want last month’s sheets filed too. Create filter.

Outlook — Outlook.com, Hotmail, or Microsoft 365

1. Open Outlook on the web at outlook.com, or the Outlook app on a computer.
2. Settings. The gear at the top right, then Mail, then Rules.
3. Add new rule. Name it Settlements to LoadTally.
4. Condition. From — type the carrier’s address.
5. Action. Forward to — paste your paperwork address.
6. Save. Outlook doesn’t ask for a code. If you are on a company Microsoft 365 account and forwarding is greyed out, the person who runs your email has to allow forwarding outside the company.

iCloud Mail

1. Open icloud.com/mail on a computer and sign in.
2. Settings. The gear at the top of the mailbox list, then Settings, then Rules.
3. Add a rule. If a message is from the carrier’s address, then Forward to your paperwork address. Save.

Yahoo Mail

Yahoo’s filters can move mail to a folder but can’t forward it, and Yahoo only forwards a whole mailbox on its paid plan. Two ways around it:

• Forward by hand each Friday: open the settlement email, Forward, send it to the address that autocompletes. Ten seconds.
• Ask the carrier to send settlements to your paperwork address as well as to you. Most carriers will add a second address to your account. Then add the carrier’s sending address under Other addresses that may send.

Ask the carrier to send them straight in

That second way works for any mail program, and it is the simplest of all: give the carrier your paperwork address as a second email for settlements, and add their sending address to the allowed list. Nothing to set up on your side after that. Check the What came in record on the first Friday to see the sheet arrive.

Check it worked

Next time a settlement comes in, open LoadTally. The sheet is under Settlements with its loads matched, and the reply mail in your own inbox says so. The Inbox lists the mail with what became of it.