# QuanFi VMS – User Manual

**Vendor Management System + CRM for B2B teams**  
Version 1.0 · For organization members (all roles)

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## 1.0 Overview, use, and benefits

### What is QuanFi VMS?

QuanFi VMS is a **multi-tenant B2B platform** to manage vendors, documents, follow-ups, approvals, and related CRM activity in one place. Each company (organization) has its own isolated data.

### Who is it for?

- Buyers and procurement
- Operations and vendor managers
- Compliance and risk reviewers
- Founders / admins running small and mid-size vendor programs

### Core benefits

| Benefit | What you gain |
|---------|----------------|
| **Single source of truth** | Vendors, contacts, docs, and notes in one system |
| **Fewer missed renewals** | Document and contract expiry visibility |
| **Clear follow-ups** | Tasks, calls, meetings with due dates and overdue views |
| **Controlled access** | Roles (owner, admin, manager, buyer, viewer) |
| **Team growth that matches billing** | Seat-based plans (1–2 free, then paid) |
| **Faster onboarding** | Structured vendor records and document collection |

### Typical uses

- Maintain an approved vendor list
- Store certificates and contracts with expiry dates
- Log calls and tasks so follow-ups are not lost
- Approve vendor status changes (on paid plans)
- See pipeline/deals linked to vendors (on eligible plans)

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## 1.1 How to onboard (get started)

### Step A – Create your account

1. Open the QuanFi VMS app URL (your team’s Vercel link or custom domain).
2. Go to **Sign up**.
3. Enter full name, work email, and password.
4. Submit. You are signed in and taken toward the dashboard.

**What happens automatically**

- A **profile** is created for you.
- A **personal organization** is created (you are **Owner**).
- You start on the **Free** plan (1–2 seats) unless your admin invited you into an existing org.

### Step B – If you were invited

1. Open the **invite link** from your admin (path like `/invite/...`).
2. Sign up or log in with the **same email** as the invite.
3. Click **Accept invite**.
4. You join that organization with the role assigned (viewer, buyer, manager, admin).

### Step C – First setup checklist (Owner / Admin)

| # | Action |
|---|--------|
| 1 | Confirm organization name under **Settings** |
| 2 | Invite a second teammate under **Team** (still Free if ≤ 2 seats) |
| 3 | Create your first **Vendor** |
| 4 | Add a **contact** and a **document** (optional expiry) |
| 5 | Log one **activity** (note or task) |
| 6 | Explore **Dashboard**, **Vendors**, **Tasks & Follow-ups** |

### Step D – When you need a 3rd person

Free allows **1–2 seats** only. Inviting a 3rd person requires upgrading (Solo / Small Biz or higher). See **1.7 Seats** and **1.8 Adding seats**.

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## 1.2 What you get – services, tools, and benefits

### Navigation (main tools)

| Area | Purpose |
|------|---------|
| **Dashboard** | Snapshot: vendor counts, pending, expiring documents, alerts |
| **Vendors** | List, search, filter, create, open detail |
| **Vendor detail** | Profile, status, contacts, documents, activity, AI extract (plan-based) |
| **Tasks & Follow-ups** | Overdue / upcoming calls, meetings, tasks |
| **Pipeline** | Deals/stages linked to vendors (plan limits apply) |
| **Approvals** | Approve/reject requests (**not on Free**) |
| **Reports** | Counts and breakdowns |
| **Team** | Members, invites, seat usage |
| **Organizations** | Switch org (**Mid-Size+**) |
| **Billing** | Plans and Stripe portal (**paid**) |
| **Settings** | Organization name (owners/admins) |

### Services by theme

**Vendor lifecycle**

- Create and edit vendors
- Statuses: draft → pending → approved → active (and inactive/rejected as applicable)
- Categories, website, description

**CRM-style activity**

- Notes, calls, meetings, tasks, email-type logs
- Due dates on tasks/calls/meetings
- Complete tasks; see overdue on Tasks page

**Documents**

- Upload files to a vendor
- Optional expiry date
- Secure **View** / **Download** (signed links)
- AI extraction + **Mark as Reviewed** (limits by plan)

**Team & access**

- Roles and invites
- Seat counter and upgrade prompts when limits hit

**Paid-plan extras (examples)**

- Approvals workflow
- Higher limits (vendors, documents, AI)
- Multi-org (Mid-Size+)
- Enterprise: SSO/SLA by contract

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## 1.3 How to use them

### Create a vendor

1. **Vendors** → **+ Add Vendor**
2. Enter name (required); category, website, description optional
3. Save → appears in list (usually as **draft**)
4. Open the vendor to edit, change status, add contacts/docs/activity

### Search and filter vendors

- Use search box (name)
- Filter by status
- Click name to open detail

### Manage contacts

- On vendor detail: **Add Contact** (name, email, phone, title)
- **Edit** / **Delete** / **Set primary**

### Log activity / follow-up

1. On vendor detail, choose type: Note, Call, Meeting, Task, etc.
2. Title required; details optional
3. For Call / Meeting / Task: set **due date** when needed
4. Save → appears on the activity timeline and on **Tasks & Follow-ups** if applicable

### Upload a document

1. Vendor detail → **Upload Document**
2. Choose file; optional display name and expiry
3. Upload
4. Use **View** / **Download** for secure access
5. Optional: **Extract with AI** then **Mark as Reviewed**

### Change vendor status

- Use the status control on vendor detail (draft, pending, approved, active, …)
- On plans with Approvals, formal approval may be required for some flows

### Invite a teammate

1. **Team** → enter email + role → **Invite**
2. Share the invite link shown (or email when configured)
3. If seats are full, you will see an **upgrade** prompt instead of a successful invite

### Billing (Owner / Admin on paid intent)

1. Open **Billing**
2. Choose upgrade / manage subscription (Stripe Checkout or Customer Portal when configured)

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## 1.4 How to know it’s working

| Signal | Meaning |
|--------|---------|
| You can log in and see **Dashboard** | Auth + org membership work |
| New vendor appears in **Vendors** | Create + multi-tenant write work |
| Document shows under vendor | Storage + DB record work |
| View/Download opens the file | Signed URL flow works |
| Task with due date appears under **Overdue** after the date | Tasks logic works |
| Invite creates a pending invite + link | Team invites work |
| Seat counter shows e.g. `2 / 2` on Free | Plan limits are read correctly |
| Third invite blocked with upgrade CTA | Seat gate works |

**Quick health check (5 minutes)**

1. Login  
2. Create vendor “Test Co”  
3. Add contact + note  
4. Upload a small PDF with an expiry date  
5. Create a task due yesterday → confirm **Overdue**  
6. Delete or leave test data as you prefer  

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## 1.5 How it should be working (expected behavior)

### Data isolation

- You only see data for **your organization(s)**
- Another company’s vendors never appear in your lists

### Roles (typical)

| Role | Typical access |
|------|----------------|
| **Owner** | Full control, billing, settings, invites |
| **Admin** | Manage team and most settings |
| **Manager** | Vendors, approvals (if plan allows), operations |
| **Buyer** | Day-to-day vendor and document work |
| **Viewer** | Read-oriented access |

Exact buttons may depend on plan and role.

### Free vs paid (high level)

| | Free (1–2 seats) | Paid tiers |
|--|------------------|------------|
| Core vendors, tasks, docs | Yes (with limits) | Higher / fair-use limits |
| Approvals | No | Solo/Small+ |
| Multi-org | No | Mid-Size+ |
| Billing portal | — | Yes |

### Performance expectations

- Normal pages load within a few seconds on standard broadband
- File upload time depends on file size and network
- AI extraction may take several seconds

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## 1.6 Troubleshooting

| Problem | What to try |
|---------|-------------|
| **Cannot log in** | Check email/password; reset if your project has recovery enabled; confirm you’re on the correct app URL |
| **Blank dashboard / redirected to login** | Session expired → log in again; clear site cookies for the app domain |
| **“No organization”** | Complete signup fresh, or accept a valid invite; contact your admin |
| **Cannot invite teammate** | Seat limit (Free max 2) → upgrade; or you are not Owner/Admin |
| **Invite link fails** | Expired (default ~7 days); email must match invite; request a new invite |
| **Upload fails** | File size/network; confirm Storage bucket `vendor-documents` and policies exist (admin) |
| **View/Download fails** | Ask admin to verify signed URL API and storage policies |
| **AI extract fails** | Plan limit; missing OpenAI key (admin); try again or skip extract |
| **Vendor not in list** | Search/filter cleared; confirm you’re in the right organization |
| **Wrong plan features** | Approvals/Multi-org hidden on lower plans by design |
| **Billing error** | Stripe not fully configured; Owner retries from Billing or contacts support |

**Still stuck?** See **Contact for help** at the end.

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## 1.7 What does “seats” mean?

A **seat** = **one user membership** in your organization (one login that can access that org).

Examples:

- You alone → **1 seat**
- You + one colleague → **2 seats**
- You + two colleagues → **3 seats** → **paid plan required**

Seats are **not**:

- Number of vendors  
- Number of documents  
- Number of logins per day  

They are **named users** on the org.

### Plan seat caps (commercial)

| Tier | Seats |
|------|-------|
| Free | 1–2 |
| Solo / Small Biz | 3–8 |
| Mid-Size Biz | 9–20 |
| Enterprise | 21+ (custom) |

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## 1.8 How to add more seats

1. Open **Team** and check **Seats used / allowed**.
2. If you are under the plan cap, **Invite** with email + role.
3. If Free is full (2/2) or your paid cap is full:
   - Use **Upgrade** / **View plans** on the banner or modal  
   - Or open **Billing** and complete Stripe checkout  
4. After payment, plan updates; invite again.
5. Invitee accepts via link and appears under **Members**.

**Owners/Admins** manage billing and invites. Viewers cannot add seats.

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## 1.9 Plans & pricing (summary for users)

| Tier | Seats | Price idea |
|------|-------|------------|
| Free | 1–2 | $0 |
| Solo / Small Biz | 3–8 | From $34/mo (3 seats); +$9 per extra; **$79/mo at 8** · annual available |
| Mid-Size Biz | 9–12 | $119/mo · $1,190/yr |
| Mid-Size Biz | 13–20 | $179/mo · $1,790/yr |
| Enterprise | 21+ | Custom |

Full matrix (features + fair use) is maintained by QuanFi; ask your admin for the latest sheet if purchasing.

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## 1.10 Roles & permissions (practical)

- Only **Owner/Admin** should change billing and critical settings  
- **Invite only** people who need access (each is a seat)  
- Use **Viewer** for audit-only stakeholders  

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## 1.11 Security & good practice

- Use work email and a strong password  
- Do not share logins (that bypasses seats and audit)  
- Treat vendor tax IDs and certificates as confidential  
- Prefer **View/Download** links over emailing unrestricted file copies  
- Mark AI extractions as **Reviewed** only after a human check  

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## 1.12 Contact for help

| Need | Who |
|------|-----|
| Login, invites, how-to | Your **organization Owner/Admin** first |
| Billing / plan change | Owner via **Billing**, or QuanFi support |
| Product defect / outage | QuanFi support (email provided by your operator) |

**Include in support requests:** approx time, page URL, what you tried, screenshots (no passwords).

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## 1.13 FAQ (users)

**Q: Can two people share one seat?**  
A: No. Each person should have their own user account (one seat each).

**Q: What if I leave the company?**  
A: Ask an Owner/Admin to remove your membership. Do not share your password with a replacement—invite them as a new seat.

**Q: Is my data visible to other companies?**  
A: No. Organizations are isolated.

**Q: Why don’t I see Approvals?**  
A: Free plan does not include Approvals. Upgrade to Solo / Small Biz or higher.

**Q: Can I use QuanFi on my phone?**  
A: Yes, via the web app in a mobile browser; layout is responsive.

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*End of User Manual · QuanFi VMS*