This guide explains how to use QuanFi VMS. It is not legal, tax, or compliance advice. AI extraction is a suggestion only — a person must review before you rely on it. See the Disclaimer.
QuanFi VMS – User Manual
Vendor Management System + CRM for B2B teams
Version 1.0 · For organization members (all roles)
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)
1.1 How to onboard (get started)
Step A – Create your account
- Open the QuanFi VMS app URL (your team’s Vercel link or custom domain).
- Go to Sign up.
- Enter full name, work email, and password.
- 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
- Open the invite link from your admin (path like
/invite/...). - Sign up or log in with the same email as the invite.
- Click Accept invite.
- 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.
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
1.3 How to use them
Create a vendor
- Vendors → + Add Vendor
- Enter name (required); category, website, description optional
- Save → appears in list (usually as draft)
- 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
- On vendor detail, choose type: Note, Call, Meeting, Task, etc.
- Title required; details optional
- For Call / Meeting / Task: set due date when needed
- Save → appears on the activity timeline and on Tasks & Follow-ups if applicable
Upload a document
- Vendor detail → Upload Document
- Choose file; optional display name and expiry
- Upload
- Use View / Download for secure access
- Optional: Extract with AI then Mark as Reviewed — AI is a suggestion only; a person must review. See Disclaimer.
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
- Team → enter email + role → Invite
- Share the invite link shown (or email when configured)
- If seats are full, you will see an upgrade prompt instead of a successful invite
Billing (Owner / Admin on paid intent)
- Open Billing
- Choose upgrade / manage subscription (Stripe Checkout or Customer Portal when configured)
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)
- Login
- Create vendor “Test Co”
- Add contact + note
- Upload a small PDF with an expiry date
- Create a task due yesterday → confirm Overdue
- Delete or leave test data as you prefer
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
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.
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) |
1.8 How to add more seats
- Open Team and check Seats used / allowed.
- If you are under the plan cap, Invite with email + role.
- 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
- After payment, plan updates; invite again.
- Invitee accepts via link and appears under Members.
Owners/Admins manage billing and invites. Viewers cannot add seats.
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.
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
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
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).
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.
*End of User Manual · QuanFi VMS*
Was this page helpful?