Quote user guide

How documents get into Quote, what the system does with them, how to set up rules and codes, and how to get a file for your accounting software.

How Quote works

You hand over documents, and Quote reads them, recognizes which accounted company they belong to, applies that company's settings and prepares a file for your accounting software. Your job is to review what the system could not work out on its own, and to approve.

You submitUpload, send by email or drop into Google Drive.
ReadParties, dates, amounts, lines, VAT.
RecognizedWhich accounted company it belongs to, and whether it is a purchase or a sale.
AppliedRules and default codes.
You reviewHandle flagged documents and assign codes.
You importDownload the file and load it into your accounting software.

In the left menu, under Apps, you will find:

App	What it is for
Invoice scanning	The main workspace: uploading documents, the list of scanned documents and every action on them.
Counterparties and their settings	Accounted companies and their rules.
Suppliers and buyers and their settings	Companies and individuals on the other side of the invoice, and rules that apply only to them.
Classifiers	Codes from your accounting software: items, warehouses, expense accounts, projects and more.

Key terms

Counterparty (accounted company): A company whose books you keep in Quote. If you are an accounting firm, this is your client, the counterparty. If you use Quote for your own company's invoices, it is your own company, the accounted company. In the system they are the same thing: the app is called Counterparties and their settings, and in the document table it appears in the Counterparty column.
Supplier / buyer: The other side of the invoice. If the accounted company is the buyer on the invoice, the other side is the supplier, and vice versa.
Direction: Whether the document is a purchase or a sale for the accounted company. The Direction column shows buyer (the company is buying) or seller (the company is selling).
Rule: A setting that tells the system how to handle the documents of a specific accounted company or supplier.
Classifier: A code from your accounting software: an item code, an expense account, a warehouse and so on. Codes are assigned to invoice lines and go into the import file.

Documents we process

The system detects the document type on its own. You can see it in the Document type column.

Type in the table	Document	What is done with it
invoice	VAT invoice, invoice	Parties, dates, amounts and lines are read; codes are assigned; it goes into the import file.
credit_note	Credit note	Same as an invoice, but recorded with a minus sign.
receipt	Till receipt, receipt	Read as a purchase document. If in a foreign currency, it is converted using the bank statement.
card_slip	Card payment slip (terminal receipt)	The amount, date, merchant and card are read; a single line with the full amount is created; it can be matched to a bank statement.
bank_statement	Bank statement (CSV or PDF)	All transactions are read. Used to find receipts and convert currency.
packing_list	Delivery note, packing list	Read so that the items and related invoices are visible.

A single PDF containing several invoices is split into separate invoices. Each upload also creates a summary, which you can see in the Scan history app: how many documents were received, how many were read and how many are pending.

First-time setup for a new accounted company

You do these steps once for each accounted company.

Create the counterparty (accounted company). Counterparties and their settings → Add new counterparty. Enter the name, company code and VAT code. For many companies at once, use Import counterparties from Excel file; for a sample, see Sample file for importing counterparties.
Choose the accounting software in the card's Accounting software field. It determines which import files you get.
Set up rules in the card's Rules section. See Rules. If in doubt, leave them empty.
Upload classifiers. Classifiers → Import classifier or Add new classifier entry. For samples, see Sample import files; for which code goes into which field of your software, see Classifier catalog.
Turn on the code types you use in the counterparty card: Warehouses, Products/Items, Expense accounts and others.
Choose how you will submit documents: manually, by email or via Google Drive. See Part 1.
Submit your first documents and check the result.

Tip. For the first week with a new company, set Review and approval step required = Yes. Once you are confident that documents are read correctly, change it to No.

Part 1

How documents get into Quote

There are three ways. All three lead to the same Invoice scanning list and are processed the same way.

Manually

You upload files in the app. Suits individual documents.

By email

You forward an email with attachments to ocr@quote.lt. Suits supplier invoices received by email.

Google Drive

You drop files into a shared folder and the system picks them up by itself. Suits a steady flow of documents.

Manual upload

Open Invoice scanning and click Upload documents for scanning.
Drag files into the upload area, or click it and choose files. PDF, PNG and JPG are supported, up to 10 files at a time.
If you want every invoice in this upload recorded as a single line, turn on Scan as a single line. This switch applies to this upload only.
Click Continue. After a few seconds you will be back at the list.

Scanning takes about a minute per document. You can leave the page; documents will appear in the list once they have been read.

Sending by email

You can simply forward documents by email to ocr@quote.lt. Each attachment is processed as a separate document and appears in your organization's list.

How to turn it on

Open Organization → Settings → the Email intake section.
Turn on Accept documents by email. The address to send to will be shown.
Click Add sender and enter the email address you will send documents from.
We will send a 6-digit code to that address. Enter it and the address becomes Active.

Important. Only emails from verified addresses are accepted. Emails from other addresses are not processed and get no reply. An address can belong to only one organization. Mail is checked every 10 minutes during working hours, so documents do not appear in the list immediately.

Google Drive folder

Once Google Drive is connected, the system checks the upload folder every 10 minutes and processes any new files in it on its own. It can also write processed documents and their data sheets to the same Drive.

How to connect

Open Organization → Settings → the Google Drive section and sign in with your organization's Google account. Google will ask for permission to access files; tick it.
Click Create a new folder. The system will create a main folder with three subfolders: upload, processed documents and archive.
Turn on Process files dropped into the Intake folder.
Choose what happens to a file after processing (After processing): move it to the archive or leave it where it is.

From now on, all you need to do is drop a file into the upload folder (e.g. 1 - Upload here). The Check now button checks the folder immediately, and below it you can see when it was last checked and how many files were received in the last 24 hours.

Writing processed documents to Drive

Setting	What it does
Write processed documents to Google Drive	The main switch: processed documents go to the processed documents folder.
Date subfolders	How to split into folders: no subfolders, by year, or by year and month.
Detail sheet per document, Detail sheet format	A sheet with the scanned data is created for each document, in Google Sheets or Excel.
Also keep the original uploaded file	The original file is saved in the archive folder.
Registers	A shared sheet where each document is one row. Created with the first document.

Part 2

How the system works

What happens to a document after it is submitted, how the system decides which accounted company it belongs to, and what you do.

What happens after submission

Every document goes through these steps automatically. You do not need to click anything.

Step	What it means for you
Scanning	All data is extracted: parties, company details, number, dates, lines, quantities, prices, VAT, currency, payment due date.
Data normalization	Dates, amounts, country names and currencies are brought into a single format (e.g. “Lithuania” → LT, “€” → EUR), and units of measure into standard codes.
Validation	Line and invoice totals, VAT and discounts are cross-checked. A missing date or due date is filled in when it can be determined.
Accounted company recognition	The system determines which accounted company the document belongs to and its direction. See the next section.
Non-VAT payers	If the accounted company is not registered for VAT, purchase VAT is included in expenses.
Supplier card	A new supplier or buyer is automatically added to Suppliers and buyers and their settings.
Rules and codes	The accounted company's and the supplier's rules are applied, and default codes are filled in. See Part 3.
Duplicate detection	If the same document has already been uploaded, the new one is marked with the status duplicate.

Counterparty (accounted company)

The system needs to know which accounted company each document belongs to. Only then can it apply the right rules, codes and accounting software file.

How the system recognizes the accounted company

It looks up the buyer's and seller's company code or VAT code in the Counterparties and their settings list:

if the accounted company is the buyer on the invoice, it is a purchase (buyer);
if the accounted company is the seller, it is a sale (seller);
if neither side is found, the Notes column shows Counterparty not found!.

When the counterparty (accounted company) is not found

Select those documents.
Run → Assign counterparty.
The system shows both sides of the invoice. Choose which one is the accounted company. If it does not exist yet, it will be created.
After the assignment, other documents of the same company that have no counterparty are fixed too.

Important. Until a document has a counterparty (accounted company), the Assign accounting code and Re-apply rules actions will not process it. The system will tell you that the “Counterparty” column is empty.

Card fields

Field	What to enter
Company name	What the company is called.
Company code	The legal entity registration code. The company is recognized on invoices by this code.
Company VAT code	E.g. LT100010909311. Used when the invoice has no company code.
Rules	See Part 3.
Accounting software	The software you will transfer the data to.

Open the card from the row menu … → Edit; save your changes with the Save button.

Review and actions

In the Invoice scanning table, each row is one document.

Column	What it shows
Document type	Invoice, receipt, card slip, bank statement and more.
Status, Notes	What has happened to the document and whether it needs attention.
Buyer name, Seller name	The buyer and the seller.
Excl. VAT, VAT amount, Incl. VAT, Currency	Amounts.
“… (line 1)” columns	Codes of the first line: you can see at a glance whether codes have been assigned.
Counterparty, Direction	The accounted company, and whether it is a purchase or a sale.
PDF	The original file.

The filters above the table help you find documents that need attention, and search works once you type at least 3 characters. The View button lets you choose which columns are displayed. Click a row to open the document with all its lines.

Actions on selected documents

Select one or more documents and buttons will appear above the table.

Button	When to use
Edit Fields	Change fields for several documents at once.
Quick Edit → Status / Notes	Quickly set a status (e.g. “On hold”) or a note for the selected documents.
Run → Assign counterparty	For documents without a counterparty (accounted company).
Run → Re-apply rules	After changing rules or assigning a counterparty. Documents are not scanned again.
Run → Assign accounting code	Assign a code to many lines at once. See Classifiers.
Run → Match receipts to bank statement and convert currency	With a bank statement and receipts selected. Visible only when a receipt, card slip or statement is selected.
Run → Prepare files for import	When the documents are ready. See Part 4.

Statuses and notes

Notes tell you what is missing. Status tells you what has already been done. You can change both fields yourself.

What you see	What it means	What to do
Counterparty not found!	It is not known which accounted company the document belongs to.	Assign counterparty.
Review required	The review rule is turned on.	Check the document and change the note.
duplicate	The same document (same number and supplier) has already been uploaded. Only the one uploaded later is marked.	Delete the duplicate, or keep it if it is a different document.
Assigned … code	The code was assigned via “Assign accounting code”.	Nothing.
matched · date time	The receipt has been matched to a bank statement line.	Nothing.
Updated · date time	The bank statement has been updated with links to receipts.	Nothing.

Receipts in bank statements and currency conversion

When employees travel abroad, their receipts and card slips are in the local currency: Icelandic krónur, Chinese yuan, Polish złoty. The books need the amount in euros, exactly what the bank debited from the account. Quote finds each receipt's payment in the bank statement and converts the receipt to that amount.

Submit the bank statement (CSV or PDF) and the receipts and card slips for that period.
In the list, select one bank statement and its receipts.
Run → Match receipts to bank statement and convert currency.

How the payment is found

The system compares the receipt with each statement line by the amount in the original currency, the purchase date, the last digits of the card, the merchant name and the authorization code. Banks often record a payment 1–3 days later, so the comparison uses the purchase date given in the transaction description.

Example. A receipt from Iceland: 2,089 ISK, 2026-09-05.

In the bank statement: “PIRKINYS …0909 2026.09.05 2089.00 ISK …”, 15.27 EUR debited, booked on 2026-09-07.

Result: a copy of the receipt is created with an amount of 15.27 EUR, its lines are converted at the same rate, and the statement line gets a link to the receipt.

Result

For a receipt in a foreign currency, a copy in euros with the bank amount is created. Its type is receipt_changed_currency or card_slip_changed_currency.
A receipt in euros is only matched to the statement. The copy's type is receipt_linked or card_slip_linked.
The original receipt gets the status matched · date time.
The bank statement is updated with links to the receipts and gets the status Updated · date time. No new statement is created.

Import the euro copies into your accounting software, not the original foreign-currency receipts. Copies that have already been matched cannot be matched a second time; the system will tell you so.

Part 3

Rules and codes

Rules define how documents are processed, and classifiers define which codes are assigned to lines.

Rules

Rules exist at two levels:

Counterparty (accounted company) rules apply to all of that company's documents;
Supplier or buyer rules apply only to documents with a specific company on the other side.

When both are set for the same thing, the supplier or buyer rule wins because it is more specific. Rules are applied when a document is submitted. After changing a rule, for existing documents click Run → Re-apply rules.

Counterparty (accounted company) rules

Where to find them: Counterparties and their settings → row menu … → Edit → the Rules section.

Rule	What it does
Review and approval step required	Yes: every document gets the note “Review required”. No: documents are considered ready.
Scan as a single line	How to collapse lines: Yes: the whole invoice as a single line. Segmented: lines are grouped by meaning, e.g. goods and services separately. Same VAT: one line per VAT rate. No: all lines are kept. The “– purchases only” and “– sales only” variants apply only to documents in that direction.
Spread discounts into item prices	The invoice discount is distributed across the line prices.
Employee	The employee code assigned when the person who issued the invoice is not stated or not recognized. The code must exist in the classifiers.
Automatic selection of classifiers and item codes	The system suggests codes based on how you previously assigned codes to the same lines.
Warehouses, Products/Items, Tax codes, Projects, Operations, Expense accounts, Cost center codes	Which code types the company uses. A ticked type becomes mandatory.
Generate Product/Item codes automatically	A new code is created for lines without an item code.
Cash account code (online, cash, bank transfer)	For sales: which cash account is used depending on the payment method.

Supplier and buyer rules

Where to find them: Suppliers and buyers and their settings → row menu … → Edit. Each entry belongs to one accounted company (the Counterparty company code column), so the same supplier can have different rules for different companies.

Rule	What it does
Record as a single line	Like “Scan as a single line”, but only for this supplier's documents.
Review and approval step required	Review only for this supplier's documents. Takes precedence over the counterparty setting.
Convert units of measure	Quantities are converted to the unit of measure on your item cards, e.g. from packs to pieces.
Assign everything to a single … code	All of this supplier's lines get the same code: warehouse, item, tax code, project, operation, expense account or cost center.
Account link, Tax table	Rivilė client card codes for this supplier or buyer. If not set, the default classifier is used.

The Search key column shows what the supplier is recognized by: company code, VAT code, or for an individual, email address or name.

Example. The accounted company “UAB Pavyzdys” keeps its books in Rivilė, and Expense accounts is ticked in its card. For the supplier “Gas Station”, Assign everything to a single expense code = 61186 is set.

All lines on the gas station's invoices get 61186. For other suppliers' invoices, you assign the expense account yourself or the system suggests it.

Classifiers

A classifier is a code from your accounting software. Each one has:

Code and Description: as in your accounting software;
Type: the kind of code: produkto_kodas, sandelio_kodas, islaidu_kodas, projekto_kodas, kastu_centro_kodas, operacijos_kodas, mokesciu_kodas, atskaitingo_asmens_kodas, saskaitu_rysys, mokesciu_lentele;
Counterparty company code: which accounted company the code belongs to;
Operation type: pirkimas (purchase) or pardavimas (sale) if the code is meant for one direction only; empty means both.

How codes get into lines

When	What happens
The company has only one code of that type	The system always fills it into every line of every invoice automatically. For example, if there is only one warehouse, “01”, all documents get warehouse 01. Only codes for that direction count: for purchases, purchase and shared codes; for sales, sales and shared codes.
The supplier has Assign everything to a single … code set	All of that supplier's lines get this code.
Automatic selection of classifiers and item codes is on	The system picks a code based on your earlier decisions for similar lines.
None of the above	You assign the code yourself via Assign accounting code or in the document card.

Assigning a code to many invoices

Select documents of the same accounted company and the same direction.
Run → Assign accounting code.
Choose the code type, then the code. If the code does not exist, you can create it right there.
Choose whether to overwrite codes that are already assigned.

The system remembers your choice and will suggest the same code for similar lines next time.

Codes must match exactly those in your accounting software: the same letters, digits and upper and lower case.

Part 4

Import into accounting software

You download the processed documents as a file that your accounting software understands.

Preparing files

Select the processed documents. You can select purchases and sales together.
Run → Prepare files for import.
Download the files. You will only see files for the accounting software set in the counterparty (accounted company) card.
Import the files through your accounting software's import menu.

Accounting software	Files
Rivilė	Clients, codes, purchases, sales (EIP). Import order: clients → codes → purchases / sales.
SitePro	Purchases, sales, items, clients (XLSX).
Butenta	Purchases (XLSX).
Centas	Purchases and sales (XML). In Centas: Darbas → Duomenų importas → Nuosavas formatas (Work → Data import → Custom format).
Euroskaita	Import file (XLS).
i.SAF	i.SAF purchases and sales (XML).
BSS	Purchase invoices are sent directly to BSS, without a file.

Purchases and sales are split into files by the Direction column. If a document ended up in the wrong file, check its direction and counterparty.

Other

Organization settings and help

Organization settings

Organization in the left menu. Available to organization administrators. There are four tabs at the top.

Tab / section	What you will find there
Overview	The organization name, plan and credit balance: how many credits were added, bought, carried over from previous months, used this month, and how many are left.
Settings → Security	Require two-factor authentication (email code) for all organization members.
Settings → Settings	Main accounted company: your own company. You can edit it or choose a different one.
Settings → Apps	Which apps are shown, and in what order, on the home page and in the sidebar. Expand an app to turn off actions your organization does not need; a turned-off action disappears from every menu.
Settings → Email intake	Accepting documents by email and verified senders. See Sending by email.
Settings → Google Drive	Connecting Drive, the upload folder, writing processed documents and registers. See Google Drive folder.
Usage	How many credits have been used: by day, workflow, app and user, with a detailed list and CSV export.
Billing	Buying credits (Buy credits), a low-balance alert, automatic top-up, payer details for invoices, and issued invoices with PDFs.

Users

Under Users in the left menu you can see the organization's members and their roles. The Invite button sends an invitation to a new user. Teams group users and determine which apps they can see.

Language

You change the interface language in the user menu at the bottom of the left menu. The choice applies to that browser on that device.

Frequently asked questions

I changed a rule, but an old invoice did not change.

Rules are applied when a document is submitted. Select the old documents and click Run → Re-apply rules.

“Assign accounting code” says “Action not available”.

The selected documents must have a counterparty (accounted company), belong to the same company and have the same direction.

I sent an email, but the document is not there.

Mail is checked every 10 minutes. Check that the sender's address is verified and active in the Email intake section, and that intake itself is turned on.

I dropped a file into Drive, but it was not processed.

Check that the file is in the upload folder and that Process files dropped into the Intake folder is turned on. The Check now button checks the folder immediately.

The code is in the classifiers, but it is not suggested.

Check the classifier's Counterparty company code and Operation type.

A receipt was not matched to the bank statement.

Check that you selected the right statement (the bank account the payment was made from) and that the payment falls within the statement period.

The accounting software does not recognize a code during import.

The code in Quote and in your accounting software must match letter for letter.

I don't see my accounting software when preparing files.

The Accounting software field is not set in the counterparty (accounted company) card.