Vuntus FAQ: which files it reads, whether it uses AI, how quotes reach customers
Which files Vuntus reads, whether it uses AI, how quotes reach customers and whether it connects to your ERP: short, direct answers with guide links.
Vuntus is software that turns chemical distributors’ incoming price requests into quote drafts built from your own catalog and price list, with every line traceable and approved by your team. This page gives short, direct answers, in four groups, to the questions teams ask most when they evaluate or use Vuntus, based on how the product works as of 10 October 2026. Vuntus is in an invitation-only pilot; as the product changes, the answers are updated and the page date is shown at the top. For the full product description, see What Vuntus is (and isn't).
General
What is Vuntus?
Vuntus is software that turns chemical distributors’ incoming price requests into quote drafts built from your own catalog and price list, with every line traceable and approved by your team. It splits the request into lines, finds the product in your catalog, takes the price from your price list and records every decision. You approve the quote and send it from your own email. Details: What Vuntus is (and isn't).
Who is Vuntus for, and who is it not for?
It is built for the quote teams of chemical distributors: teams with messy requests, a large catalog and customer-specific prices. If you handle a few requests a day and fewer than a few hundred products, working by hand or with a general chat assistant may be enough. If the quote must be created automatically inside your ERP, Vuntus does not write to ERPs today. Details: when Vuntus is not a fit.
Does Vuntus use AI?
No, not today. As of October 2026, Vuntus does not use an AI model to read requests or match products: it splits lines with rule-based software, searches your catalog, stops where it is unsure, and leaves every line for your team to approve. There is no optical character recognition (OCR) either, so lines are not read from scanned documents. Where AI helps at the quote desk and where it is risky: AI for chemical quoting.
Who builds Vuntus, and where is the company registered?
Vuntus is built by Vunve LTD, a company registered in England and Wales with company number 16077270, incorporated on 13 November 2024. The record is public on Companies House (external link), the UK register of companies, where its status is shown as “Active” and you can check the company details for yourself.
How do I get started? Can I create an account myself?
No, there is no public sign-up. Vuntus is in an invitation-only pilot: accounts for outside companies and work with real customer data will open once the legal registration steps are complete. Until then, getting to know Vuntus starts with a demo call, and the screen shows “Demo data”. When accounts open, the Vuntus setup team creates the company and the first owner invitation, and you invite the rest of the team. First sign-in and setup: Getting started. To see a demo, use the contact form.
Requests
Which files does Vuntus read? Does it work with scanned PDFs or photos?
Lines are read from PDFs that contain text, Excel (.xlsx) files and CSV files, up to 5 MB per file. Scanned PDFs and photos (PNG, JPEG) are accepted, but no lines are read from them because there is no optical character recognition. In that case, you enter the lines with Add line on the review screen. Legacy Excel (.xls), macro-enabled files and Word documents are not accepted. Details: file upload.
How does it receive emails? Does it connect to Gmail or Outlook?
It does not connect to your mailbox; there is no IMAP, Gmail or Outlook connection. There are two routes: paste the email text into the Paste email tab in Documents, or create a branch-specific request address in Settings and set up a forwarding rule from your sales inbox to it. During the pilot, these addresses accept messages only from the test senders you define. Details: inbound email address.
Does it connect to WhatsApp?
No. Vuntus does not connect to WhatsApp automatically. You paste the message into the WhatsApp tab in Documents, or use Export chat in WhatsApp, choose Without media and upload the .txt or .zip file it produces (up to 5 MB). Media such as photos and voice notes are not opened; only the chat text is read, and in an exported chat the date and sender names are removed. The “[time, date] Name:” prefix on lines copied from WhatsApp Web or the desktop app is not removed today; delete it before pasting. Step by step: Bringing a WhatsApp price request into Vuntus.
What happens if Vuntus cannot match a product?
The line says “No match”, and no product is selected on its own. Vuntus searches only your catalog and does not guess when it finds nothing. You can search your catalog yourself with Search for another product, reject the line or ask the customer. If you choose a product other than the one the customer wrote, you must give a reason for the substitution. Details: Reviewing request lines.
Quotes
Where do prices come from? Does it convert currencies?
Prices come only from the price list you import; Vuntus does not estimate prices. The list can hold customer-specific prices, quantity tiers and validity dates (price list); Price source on the quote shows which price record was used. Currencies are not converted: a quote has one currency, and if a product has valid prices in two currencies, the quote stops. Details: Why can’t I issue the quote?
The customer asked for litres but my price is per kilogram. What happens?
The line is not priced until an approved, product-specific conversion is defined; the screen says “The price is in a different unit · unit conversion approval needed”. Vuntus does not guess the density. An owner or manager answers “How many kg is 1 L?” with a reason using Define conversion → on the review screen, or supplies the conversion in the catalog CSV. Mass-to-mass and volume-to-volume conversions happen automatically. The arithmetic itself: Litres to kilograms.
Does Vuntus send the quote to the customer?
No. The app does not email the customer. Once approved, the quote is downloaded as PDF, HTML or CSV and you send it from your own email. When an owner or manager selects Prepare for sending, only the recipient is recorded and the action is written to the audit trail. Details: exporting and sending.
Does Vuntus work with my ERP?
There is no ERP or CRM integration today. The catalog and price list come in as CSV files; the quote goes out as a PDF, HTML or CSV file, and the quote CSV has the same column order on every quote. There is no live stock, no webhook and no automatic writing to your ERP; your team enters the quote into your ERP. Details: what Vuntus does not do.
Trust
Does Vuntus check the SDS?
It checks the link, not the contents. A quote that contains chemicals cannot be approved without a Safety Data Sheet (SDS) linked to the product and verified, with a reason, by the owner or a manager. Vuntus does not read the SDS contents, does not write SDSs and does not check REACH, CLP or ADR compliance. Details: Technical documents.
Who sees what, and who approves the quote?
There are four roles: Owner, Manager, Sales and Viewer. Each member sees only the records of the branches and customers assigned to them, and this rule is enforced in the database. The Sales role reviews requests, prepares quotes and approves them up to the discount cap (10% by default); above that, a manager or the owner approves. A Viewer can only read. Details: Team and roles.
How is my account protected, and how do I see who changed what?
Accounts are protected by a password of at least 12 characters. Any user can turn on two-step verification for their own account, and the owner can require it for the whole team. Team management actions always require two-step verification and a session signed in within the last 15 minutes. The Audit trail page shows who did what and when; records are append-only, cannot be changed afterwards and are kept for two years. Details: Account security and audit trail.
Which languages are the interface and the quote document in?
The interface is in Turkish and English. The quote document is also produced in Turkish or English, independently of the screen language: you choose it per quote, and the default is the language of the previous revision, then the customer’s quote document language, then the company default, then Turkish. This lets a team working in Turkish prepare a quote in English, and the other way round.