ThomasCdnns/qonto-open-qa huggingface dataset:
Question: How to manage your customer quotes?

Answer: Once your quotes have been created on the Qonto interface, you can find them in your main quotes page. From this page you can manage and track all your quotes, for better control and visibility over your negotiations.    Each line corresponds to one quote and displays its issue date, expiry date, status, and amount. Quotes display 3 different statuses, visible on your quotes’ list: Pending approval : Default status for quotes that have just been created and for which the status has not been changed. Approved : Quote marked as approved on Qonto Canceled : Quote marked as canceled on Qonto Click on a quote to see more details, manage the status, download it, or share it again with your client.   💻  Managing your quotes is only available via the web app.     How to edit a customer quote? Editing a quote may be necessary when negotiating with your clients, for example to modify the terms of the offer.  To edit a quote, you can click on it from your quotes’ list. Click on the Edit quote button to open the editing panel and modify the quote’s information.    You can now  Save  your quote with the new information and share it again with your client.    ⚠️ Only quotes that are  Pending approval  can be edited. Once a quote is transformed into an invoice, it is no longer editable. A quote  remains editable  until it is transformed into an invoice!   If a quote Pending approval expires, you can edit the quote and extend the validity date, in agreement with your counterparty.   How to mark a quote as Approved? To change a quote from  Pending approval  to  Approved , you can click on it to open the quote panel. In the panel, click on the  Mark as Approved  button.    ☝️ Important:  It is not possible to revert the status of a quote that has been Approved or Canceled .  Once approved, the quote assumes the value of a legally-binding contract with your counterparty. Any modification cannot be unilaterally made by the issuer and will need to be agreed upon with your counterparty.      How to mark a quote as Canceled? You can also cancel a quote  Pending approval . To do so, click on a quote to open the quote panel. In the panel click on  Cancel quote . Once the quote has been canceled, you’ll still be able to download it, but you will not be able to share it with your client.     How to create an invoice from a quote? To help you get paid faster and more easily, you can create an invoice from a quote that has been  Approved.    To create an invoice, you can click on an  Approved  quote from the quotes page. You can then click on  Create invoice , and this will automatically create a draft invoice pre-filled with the information in your quote.  Once you have confirmed the information in the draft invoice, click  Create invoice  to finalise the invoice and send it to your customer.
Question: How can I apply a VAT rate and custom labels to a supplier?

Answer: Do you have a  Smart ,  Premium ,  Essential, Business or Enterprise  package? You can add the VAT rate and custom labels to your supplier when adding a new beneficiary.   You can also add this information on existing beneficiaries, or modify it, from the  Suppliers  tab of the  Purchases  section of your application.   This tab lets you add this information more efficiently to improve your financial reporting.   Adding this information to your supplier saves you time by allowing you not to add it at every transaction. You can therefore improve your financial management by categorizing your payment, and prepare your accounting work.     How does it work? When issuing a transfer to a new beneficiary, you will be asked to add a VAT rate and a customized label to be applied.   Need to change this information? The  Suppliers  section shows you the list of all your transfer beneficiaries.    For every supplier, get: the number of transactions made, the VAT rate applied to these transactions, custom labels that you can assign. Do you wonder who are the beneficiaries to which you did not add this information? Use the section filters to retrieve them.     How to add a VAT rate to a supplier? To make it easier to add VAT rates to your expenses, you can add VAT rates directly to a given supplier. Click on the row of the supplier to which you want to add a VAT rate. Select the VAT rate to apply.  Click on the  Edit  button to apply your changes. Once a VAT rate is applied to a supplier, all the future transfers sent to this supplier will automatically be tagged with the VAT rate. If you need, you can still adjust it at the transaction level.   ✌️ Note: If you made a mistake while entering the rate or decide not to apply a VAT rate, select the option  Do not apply an automatic VAT to this provider .     How to add a custom label to a supplier? Similar to VAT rates, you can assign custom labels directly to a supplier. Click on the supplier row. In the side panel, you will have two possibilities: If you haven't defined any custom label yet, you can visit the custom labels menu and define your labels, thanks to our tutorial 👉  right here . If you have defined at least one label, you can apply up to three labels to your supplier. You can still edit lists and labels by clicking on  Modify  in the three dots menu. Click on the  Edit  button to apply your changes.    Access more information on custom labels in 👉  this article .
Question: How to set up your documents' numbering?

Answer: 💻  Managing your documents’ numbering is only available via the web app.   Set up automatic numbering From the Invoices or Quotes section, click on  Settings  at the top of your screen. You will be displayed a  Settings  page to automatically set up the document's numbering. If you are creating your first document, or you are switching to Qonto from another provider, you will simply have to enable the  automatic numbering toggle  and insert your desired numbering pattern for invoices and quotes. We will then automatically generate all your next document numbers. In case you are already using Qonto to issue your invoices, we will automatically detect your last invoice number or quote number, and generate the next number in the sequence.   Click  Save changes  and your set-up is completed. We will now generate unique and sequential numbering for your invoices, quotes, and credit notes so that you will not have to worry about this anymore.   ⚠️ For compliance purposes, we recommend you number your invoices sequentially and chronologically. You should not have duplicates or skips in your numbering sequence. Selecting automatic numbering can help you comply with regulations and create professional documents.     Manual document numbering In case you need to insert a specific invoice or quote numbers or the automation does not fit your needs, you can select the manual numbering at any time: Click on the  Settings  page and  disable the automatic numbering toggle Click on  Save changes  and your set-up is completed. You can now customize your document numbers according to your needs. If you want to revert to the automatic numbering, you can easily do it from the  Settings  section.     💡 Matching your invoices to incoming payments   If you want to  match your invoices with incoming payments  using invoice numbers, your invoice number must follow a certain pattern: Prefixes recognized Complete invoice patterns recognized FA PREFIX-yyyy-number FAC PREFIX-(yyyy)-number FACT PREFIXyyyynumber Facture PREFIX(yyyy)number RE PREFIXyyyy-number INV PREFIX-number Invoice PREFIX-yyyy-mm-number QON PREFIX(yyyy)mm-number QTO yearnumber FQ year-number N yyyy-mm-number   year/number   yyyymm/number
Question: How to fill or attach missing VAT to a transaction?

Answer: Companies with a  Smart, Premium, Essential, Business or Enterprise  plan can benefit from  our automatic VAT detection . The transaction amount and the VAT rate applied are automatically detected thanks to our algorithm, and you just have to confirm. You can also add your payment receipts and VAT rates to the transactions, directly from your app.   💡 Note: If several VAT rates are applied to one transaction, you can click on “add VAT” and add up to 8 VAT rates on one transaction.   What can I do in case of a missing VAT? In case a VAT rate is missing for a transaction, you have two options to complete the information: you can fill in the missing information at the transaction level or at the supplier level.   Check out 👉  this article  to add the VAT at the supplier level.   How to add the VAT rate at the transaction level? You can add or modify a VAT rate to each transaction. Click on  Filters Select VAT as value, choose “is any of” and “missing” as criteria Select a transaction and enter VAT data on the right side section of your interface.     Collect the VAT to prepare your accounting Considering the entire team's workload, automated VAT detection and entry is a major time-saver for your company.   ☝️ Note: If several VAT rates are applied to one transaction, you can find them in the  Others  section while filtering your transactions.   💡  Tip : You can automate the setting of your VAT rate by attaching a single rate per supplier, within the  Suppliers  tab of the  Purchases  section.   Learn how with 👉  this article !
Question: How does automatic VAT detection work?

Answer: To facilitate and secure VAT data entry, companies with a  Smart, Premium, Essential, Business or Enterprise  plan   can benefit from our automatic VAT detection.   💡 Automatic VAT detection also works on your receipts sent using our  forwarding email address  feature!    The automatic VAT detection, how does it work? Scan the transaction receipt with your smartphone after your payment, or attach the corresponding file (JPEG or PDF) from your computer. ​ Our algorithm detects the transaction amount, and the VAT rates applied. Next thing you know, the information will pre-fill within the interface. To avoid errors, all VAT data pre-filled by the algorithm must always be confirmed by the user. Although an error in the automated VAT detection is unlikely to occur, this confirming step allows you to avoid any accounting errors related to a false VAT detection. VAT data won’t be extracted into the CSV or into your accounting tools connected by API if users haven’t confirmed the rate and the amount. 👆 Good to know: If the VAT is missing in one of your transactions, have a look  here , we explain to you how to fill in a missing VAT.   Once the VAT is confirmed or entered manually, users can modify it anytime in case of error and select the right VAT rates corresponding to the transaction.
Question: How does Qonto subscription VAT work?

Answer: Is your company registered in France? This is an indirect tax that companies collect on behalf of the State.   That 20 % added to your Qonto subscription cost is deductible from the VAT that you collect (too) on behalf of the State as part of your activity.  Our advice is the following: keep your Qonto invoices in a safe place! They will be useful for this precious equation:  VAT collected - deductible VAT = VAT to pay   Is your company registered in Italy, Spain, or Germany? Companies that are not registered in France are exempt from French VAT. We need to know your intra-community VAT number.   Please contact us , so we can help you.   Of course, this isn't tax advice (there are other experts for that), we're just sharing a good practice that could save you a few euros. Small streams make big rivers.
Question: How to use the custom exports?

Answer: This feature is only available to our  Smart ,  Premium ,  Essential, Business, and Enterprise  customers.   Custom exports allow you to customize your export with the data that fits your business needs. You can also save this custom export as a template for future exports, saving you critical time. All of your custom export templates will be available when selecting “Export Transactions” in the  History  section.   How do you create a custom export template? To create a custom export template, go to the  Transactions  section of the Qonto app on Desktop. From there, click on  Export Transactions  and then on  Create export template . Here, you will be able to name your template, select the format you prefer (Excel or CSV), and choose the columns you need to display.   💡 Tips: For the CSV format, you can also choose between a semicolon and a comma separator. 👉 For more information about what do the fields of the ‘full Export (CSV format)’ mean, click  here .   Don’t forget to click on  Create template  to save your custom template. Your template will appear on your export page, under Export type. Don’t forget: Your export template will be available to all members within your organization.   How do you customize your template? In Columns, choose the data you want to have in your export template. By default, 3 columns are proposed: settlement date (UTC), Counterparty name and Total amount (incl. VAT). In addition to these, you can select from an extensive list of other columns to apply. Save time by searching for the columns you really need. Rearrange your columns by using the drag-and-drop option. If you don’t need a column, simply remove it by clicking on the trash icon.   👉 Good to know: Some columns are unavailable for Managers with limited permissions because they display information to which they do not have access. Contact your Admin or Owner to update your permissions, if needed.   As a final step, you will have the option to include in your template the declined, canceled, and reverted transactions. By default only executed and processing transactions will be included in your template.   How do you use a custom export template? Filter in  Transactions  the transactions you want to export. Discover how to do so in 👉  this article . Click on  Export transactions  and then choose the custom export template you want to use. Discover how to do so in 👉  this article .   How do I edit or delete a custom export template? On the export page, click on the pencil that appears in the top right-hand corner of the export template that you want to edit. To delete a template, simply click on the trash icon.   👉 Good to know: The export types proposed by default can’t be modified or deleted.
Question: How to create a credit note on Qonto?

Answer: A credit note is a document from a seller to a buyer that  reduces the owed amount  for a product or service. It can be for full or partial amounts, and multiple credit notes can relate to a single invoice.   Reasons to issue a credit note include product returns or incorrect invoice info.   💡 By law, invoices can't be modified or deleted once issued. A credit note is crucial to cancel an invoice partially or fully, allowing a new, accurate one.     How can I create a credit note? If your invoice is unpaid: Go to the  Invoicing  section, in Qonto, on a desktop. Pick the invoice, click on  Cancel with credit note . Enter the required details: Credit note number:  if you've set up  automatic invoice numbering , your credit notes also get automatic numbering. For manual invoice numbers, assign credit note numbers manually. ​ 💡 If you're using manual numbering and have issued credit notes elsewhere before, make sure Qonto's credit notes are numbered sequentially. For instance, if your last note elsewhere was CN-1, your first Qonto note should be CN-2. Customize credit note numbers in Settings by using manual invoice numbering when creating an invoice. Issue date Additional details  (optional) Note that for credit notes issued from unpaid invoices, the  Items  section stays unchanged and can't be edited.    It is not possible to cancel partially an unpaid invoice.   If your invoice is already paid: Pick the invoice and click on  Create credit note . Enter the required details: Credit note number  (manual/auto) Issue date Items:  List items for cancellation. Adjust quantity, price, VAT for  partial credit notes . Additional details  (optional) When ready, click on  Create credit note . After creation, credit notes can't be canceled. You can share it via email or link.   💡 If you make a credit note with a lower amount by mistake, create a second one. A  full credit note  cancels an invoice's status, whether it was paid or unpaid. Paid invoices with a  partial credit note,  rest as  Paid .   Invoices with credit notes appear with a small credit note icon. To see, open the invoice and click on  Credit note  in the  Related document(s)  section.     Can I create debit notes on Qonto? You can only make credit notes on Qonto right now. If you billed less than what's owed, create a new invoice for the remaining amount. You can also add a short explanation in the optional Terms, conditions, and legal notices' field on the invoice if needed.
Question: I have a circularization letter request, can I send it to Qonto?

Answer: If your auditor sends you a circularization letter to be completed by your bank, simply send it to us in PDF format. We will then complete it for you. 😊   To do so, contact us via chat by logging in to your Qonto account and clicking on the bubble in the bottom left corner.  💬
Question: How to automate the transfer of your digital receipts and invoices to Qonto?

Answer: Take a few minutes to set up the automation and save hours by automatically attaching your regular payments with the right receipt to your Qonto account.   This magic trick facilitates our feature that lets you  automatically pair your receipts received by email to the right transactions when you transfer them to your dedicated Qonto address .   It works for the majority of email accounts. Let’s take the example of Gmail: the idea is to make sure that when you receive a recurring email (that you receive every month, quarter, year, etc.) containing an invoice or receipt, Gmail forwards it directly to your dedicated Qonto address.   ☝️This magic trick also works for receipts as well as paid / unpaid supplier invoices.   Firstly, save your dedicated Qonto address as a forwarding address in Gmail so that it can then be used as a forwarding address. In the “Forwarding and POP/IMAP” section of your Gmail settings, click on the grey rectangle “Add a forwarding address” and enter your dedicated Qonto address ( find it here ). Click “Next”, then “Proceed”. A confirmation code has been sent to verify permission. Click “OK”, then find the code in your current email inbox, opening it in a new tab or new window to avoid having to restart the process. The code is made up of 9 digits and you just need to copy it. Back in your original window, paste the code in the dedicated text field and click “Verify” Perfect, your Qonto address is now recognized by Gmail. Now it’s time to create our filter! In the “Filters and Blocked Addresses” section of your Gmail settings (just before “Forwarding and POP/IMAP”), click “Create a new filter” Enter the email address that the service you pay for regularly uses to send you digital invoices, like for software for example. Tick the “Has attachment” box, as the emails we need have the receipt or invoice attached that we want to send Next click “Create filter”, and then “Add forwarding address”. Here, select your dedicated Qonto address. Then click one last time on “Create filter” and you’re done! All that’s left to do is check, via the email confirmation we’ll then send you, that each paired attachment is correct.   You can repeat these steps for any service provider that regularly sends you receipts.   💡 Good to know: Find any receipt or invoice that wasn’t automatically match in the  Supplier Invoices  section.
Question: How does the forwarding email address work?

Answer: For optimized management of digital receipts and invoices, these can be forwarded to us directly by email, to a dedicated Qonto address. We pair them with their corresponding transactions automatically in your application, so you no longer need to add them to Qonto manually.   ☝️  This feature is available for our  Smart ,  Premium,   Essential, Business and Enterprise  packages, and for outgoing payments only.    What about paper receipts? If they have been uploaded to your Qonto application after December 2020, they can be stored and certified with the same legal value as your digitised receipts. Read  this article  to learn more.   How does it work? When a supplier emails you an invoice or receipt, you can forward it directly to your company’s unique Qonto email address.    You can find this address on your Qonto web application, under  Settings > Tools customization > Receipt forward.   Be sure to send these documents from the email address you use in Qonto, as an external address will not be recognized.    💡 You can also whitelist another email address if you prefer to forward your receipts from your company’s billing address, for example. To do so, simply go to your Qonto web application.   Our algorithm detects this information automatically and pairs the receipt with its corresponding transaction. It then magically appears in your Qonto application! As an added bonus, the VAT is detected and applied to the transaction in Qonto automatically 😉   For receipts contained in the email body instead of an attachment (an Uber receipt, for instance), we convert it to a PDF and associate it with the transaction.   3 possible scenarios Once we’ve received your receipt by email, there are 3 possible scenarios: In the majority of cases, we're confident that the receipt will be paired with its corresponding transaction. We'll send you a confirmation email with a link to your Qonto web app, so you can make changes if necessary.   If we have doubts about the matching of a receipt, we'll send you suggestions for potential transactions. All you have to do is click the link provided to select the correct transaction. The suggested receipts are also displayed from the transaction on Qonto.   If we're unable to find a transaction for the receipt, we'll let you know by email. In this case, you can either: retrieve the receipt and match it to the right transaction from the  Supplier invoice  section download the receipt and  attach it manually  from the  Transactions  section 💡 Good to know: If an invoice is forwarded before the transaction is completed, you can still forward us the document. We will pair it with the transaction automatically once it has been completed.