From chaos to clarity: master your bookkeeping with automated document collection

When most people think of bureaucracy, they picture desks buried under mountains of receipts, invoices scattered throughout their inboxes, and the nagging feeling that they're missing something important.

Does this remind you of your accounting struggles? For many small and medium-sized businesses (SMBs), this paperwork puzzle is an all-too-real daily challenge.

But what if we told you there's a way to turn this administrative nightmare into a streamlined, efficient process?

Tech has changed how we work, and today, innovative document collection processes can save business people several hours per month and drive invaluable insights into your spending and the financial health of your business.

At Qonto, we've automated document collection, and this has been a game-changer for many of our users.

• It's mandatory for closing your books, handling VAT, and staying compliant with local regulations.
• It keeps you organized, eliminating missed payments and lost receipts.
• It provides financial insight, offering a clear view of your cash flow.

Let's dive into how Qonto is revolutionizing document management for SMBs like yours.

It’s safe to say that modern businesses can forget about managing documents the old fashioned way, in the worst of cases, stuffing papers into overfilled filing cabinets. Smart document management is about more than just digital storage - it's about unlocking the potential of your financial data.

Here's how Qonto's solution is redefining the game:

1. Reclaiming valuable time
   Document collection at Qonto is designed to cut bookkeeping time in half (or more). Spend your time growing your business, not managing paperwork.
2. Preparing 24/7 audit-readiness
   For our users, every financial document is organized, accessible, and compliant - regardless of their company’s size. Thanks to smart document collection, forget about panicked last-minute scrambles at the end of every month.
3. Sharing full financial clarity
   With our document collection tools, you can zoom out for an overview of your financial health or zoom in on specific transactions. Make informed decisions based on complete, up-to-date information about your spending and income.
4. Driving decisiveness
   With Qonto, Account Owners and finance teams can access critical financial information anytime, anywhere. Whether you're making quick decisions on the go or planning long-term, you always have the data you need.

Modern document collection features are designed to match the fast-paced nature of modern business. Here's how these features fit into Qonto:

• Capture receipts on the go, scanning with your phone
  No more stuffing receipts into your wallet or losing them in transit. With Qonto's mobile app, simply snap a photo of your receipt, and it's instantly uploaded and categorized thanks to top-notch analytics with industry-specific encoding. It's like having a personal assistant in your pocket, ready to capture and organize your expenses wherever you are.
  
  
• Cloud storage: an always-accessible, secure digital archive
  Say goodbye to the fear of losing important documents. Qonto's cloud storage ensures your financial records are safe, backed up, and accessible from any device. Whether you're in the office, at home, or traveling for business, your documents are just a click away.
  
  
• Automatic reconciliation: intelligently matching documents to transactions
  Gone are the days of manually matching receipts to bank statements. Qonto's smart system automatically pairs your uploaded documents with the corresponding transactions - everything from freelancer receipts to supplier invoices. This not only saves time but also reduces the risk of human error in your bookkeeping.
  
  
• AI for everyday bookkeeping: VAT detection and categorization
  Let artificial intelligence take the tediousness out of tax preparation. Qonto's AI can detect and categorize VAT on your receipts and invoices, making tax time less stressful and more accurate. We’ve programmed this to be your tireless, ever-vigilant bookkeeper - working 24/7 to keep your finances in order.

At Qonto, we've fine-tuned our document collection tools to make your life easier. Here's what we bring to the table:

Say goodbye to manual data entry. Qonto automatically imports both supplier and client invoices, with smart connections to services you use most, from storefronts (notably Amazon Business) to business software. While this is a no-brainer when it comes to saving time, it simultaneously ensures that no invoice slips through the cracks.

Extract data from images in seconds thanks to OCR

Our Optical Character Recognition (OCR) technology is like a financial wizard, transforming document images into usable data. It doesn't just read; it understands, categorizes, and matches transactions automatically. Human error? Not on our watch.

VAT detection: tax expertise in your pocket

Dreading tax season? Our system detects and categorizes VAT automatically. It's like having a tax expert on standby 24/7, ensuring you're always compliant and prepared.

Digital receipt certification

Get legally-valid receipts without the paper trail. Our digital receipts hold probative value, meaning you can finally bid adieu to those overflowing filing cabinets. It's not just saving you space; it's maintaining your peace of mind.

Imagine a typical day for an SMB owner using Qonto's document collection. It might start by ordering your team some coffee in the morning, where you snap quick photos of receipts using your smartphone. In just a few taps, these receipts are uploaded, categorized, and matched to transactions in your Qonto account. Your accountant will undoubtedly appreciate this level of organization later.

Back at the office, you log into your Qonto dashboard on your desktop, greeted by a clear overview of all recent transactions, complete with attached documents. Need to find a specific invoice from last month? Our powerful Find on Qonto search function lets you locate any document in seconds, saving you valuable time and energy.

As the day progresses, you see the true power of team collaboration through Qonto's specific access types. Your sales team effortlessly uploads client invoices, while your office manager handles supplier bills - with access to the information they need while keeping your sensitive information private. This level of customization ensures smooth collaboration without compromising on security.

Later, as you head out to a client meeting, you need to see if they paid their latest invoice. No problem - with Qonto's mobile app, you can pull up any financial document you need right from your phone. This ability to make informed decisions on the spot not only impresses your clients but also showcases your business's agility and preparedness.

From your morning coffee to your end-of-day meetings, Qonto's document collection seamlessly integrates into your day, transforming how you manage your professional finances.

We know your business doesn't exist in a vacuum. That's why we've built integrations that matter:

80+ accounting tools at your fingertips

Whether you're using QuickBooks, Xero, or another other accounting platform, chances are we integrate directly. Think of Qonto as a universal adapter, connecting your financial data to the places that matter most.

Real-time sharing of financial data

Give your accountant a virtual seat at your financial table. Real-time sharing means they're always up to date, reducing back-and-forth and ensuring smoother tax seasons.

DATEV connection in Germany

For Qonto users in Germany, seamless DATEV connection ensures your financial data speaks the language of German accounting standards fluently. Ensure full compliance on the go, all of the time.

PDP certification in France, for e-invoicing readiness

French businesses, rejoice! Our PDP certification means you're already prepared for the e-invoicing revolution. Stay ahead of regulatory changes without breaking a sweat.

Account aggregation: your financial command center

Why juggle multiple banking apps when you can have it all in one place? Our account aggregation feature brings all your financial data under one roof. It's like having a bird's-eye view of your entire financial landscape, always at your fingertips.

By using Qonto's document collection tools alongside a rich ecosystem of integrations, you're not just managing documents - you're mastering your entire financial workflow.

At their core, all of our integrations and document collection processes are about giving you the power to run your business smarter and faster, than ever before.

Getting started with Qonto's document collection is as easy as it is transformative. We've designed our system to be intuitive and comprehensive, catering to businesses of all sizes and types.

Automatic imports are at the heart of Qonto’s platform. With connections to over hundreds of suppliers and 13 popular client invoice tools, your documents start flowing in without you lifting a finger. Imagine waking up to find your latest phone bill or your biggest client's invoice already in your Qonto account, categorized and ready for processing.

But we understand that not all documents come from the same place. That's why we offer multiple upload methods to suit your workflow. Forward emails directly to your Qonto account, connect your cloud storage for seamless integration, or use our mobile app to scan documents on the go. It's flexibility that adapts to your business, not the other way around.

For those times when you're dealing with a backlog or a large batch of documents, our bulk upload feature is a lifesaver. Upload hundreds of documents at once, and watch as our system sorts and categorizes them efficiently. It's like having an expert consultant working through your paperwork at lightning speed.

And let's not forget about our Pay by Invoice feature, Billpay. This tool streamlines your accounts payable process, allowing you to schedule payments directly from uploaded invoices. Billpay bridges document collection and cash flow management, ensuring you never miss a payment or lose track of an invoice again.

At Qonto, we're committed to evolving alongside your business needs. Our document collection technology is continuously improving, with exciting developments on the horizon:

• Enhanced AI capabilities for even more accurate categorization and data extraction.
• Expanded integration options with a wider range of business tools and platforms.
• Advanced analytics features to derive deeper insights from your financial documents.

We don't just innovate in a vacuum. Your feedback is the cornerstone of our development process. Through regular user surveys, beta testing programs, and direct communication channels, we ensure that our improvements align with your real-world needs. This user-centric approach keeps us at the forefront of fintech innovation, ensuring that as your business grows, our tools grow with you.

• Automated document collection’s designed to save time, reduce errors, to provide valuable financial insights.
• Qonto's solution offers seamless integration, real-time accessibility, and powerful organizational tools.
• The ripple effect of efficient document management touches every aspect of your business, from daily operations to long-term strategy.
• Our technology is continuously evolving, driven by user feedback and emerging business needs.

Don't let document chaos hold your business back. Experience the power of Qonto's automated document collection for yourself. Sign up for a free trial today and see how our tools can streamline your operations, enhance your financial clarity, and empower your business growth.

Take control of your documents; take control of your business’ future. Join Qonto now and step into a world of efficient, insightful, and stress-free financial management.