Receive and send on autopilot (accountant, Qonto)

A drop box that files what people send you on its own, rules that send your invoices to your accountant or Qonto, and the keychain for your API keys.

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The gateway brings files in and sends them out without you having to think about it. Three tools, in Settings → Integrations:

  • a permanent drop box: a link where your accountant, clients or suppliers drop files, which Filarr files on its own into the folder you choose;
  • sending rules: a file that lands in a folder is emailed to your accounting software's collection address, or sent to Qonto's supplier invoices;
  • a keychain: your API keys, encrypted with your vault key.

Drop boxes and sending are available on Pro, Teams and Enterprise plans.

A permanent drop box

  1. Open Settings → Integrations, section Permanent drop boxes.
  2. Click New drop box.
  3. Give it a Name (shown on the deposit page), choose the folder to File deposits into, and add a Message to depositors if you like.
  4. Click Create the box. Its link is copied: send it to whoever needs to send you files.

The box does not expire. What people drop into it is encrypted for you alone, on the depositor's device: Filarr cannot read it.

Automatic filing

While File automatically on this device is on, Filarr checks the box shortly after the app opens, then every five minutes. Each file received is decrypted on your device and filed into the chosen folder, as if you had imported it. A name already taken becomes "invoice (1).pdf". A notification tells you how many files arrived.

File now does the same thing right away.

The setting applies to this device. If several of your devices file the same box, each file is filed only once. A filed file stays visible on filarr.com for seven days, then it only exists in your vault.

A box's email address

Give this box an email address creates an address like b-…@depot.filarr.com. Each attachment of an email sent to that address becomes a deposit in the box. An email without attachments becomes a message.txt file. Change replaces the address, for instance if it has spread too widely; Remove deletes it.

Until the address is open, Filarr says so: the deposit link already works.

Closing a box

Close the box first files what is still waiting, then the link and the address receive nothing more. Whatever could not be filed stays readable on filarr.com for your plan's retention period.

Sending your invoices automatically

Sending is set up in an automation rule, with two actions:

  • Send by email: the file goes as an attachment (18 MB at most), for example to the collection address of Pennylane, Dext, Cegid Loop, MyUnisoft, Inqom, Qonto, Xero or QuickBooks;
  • Send to Qonto (supplier invoices): the invoice goes straight from your computer to Qonto (desktop app, 20 MB at most).

Example: a rule triggered by File creation, with the condition Folder equals "Invoices" and the action Send by email to your Pennylane address. Every invoice that lands in "Invoices", by hand or through a drop box, goes to your accountant.

Recipients

Collection addresses of the accounting software listed above are accepted right away. For any other address, add it under Email recipients: a confirmation link is sent to that address, and files go out once it has been opened.

Sending to Qonto

  1. In Qonto, create an API key (Settings → Integrations & partners → API). It looks like login:secret-key.
  2. In Filarr, add it to the API keychain with the Qonto service.
  3. Add the Send to Qonto action to a rule.

The same file only gets into Qonto once, even if the rule runs on it again.

Pennylane has no action of its own: its API wants the invoice's supplier and amounts before accepting it. Its collection address, on the other hand, reads the invoice by itself. Use Send by email.

The API keychain

The API keychain keeps the keys of your services: Qonto, TMDB (the Movies source of databases), or another service. They are encrypted with your vault key before they leave: our servers cannot read them.

  • A profile linked to a Pro, Teams or Enterprise account syncs the keychain across your devices.
  • A local profile keeps it on the device.

The screen never shows a whole key, only its last four characters. Replace changes the key, Remove deletes it on all your devices.

The log

Transfers and deposits log lists what this device has filed and sent: the time, the file, the destination and, when something failed, the reason. It stays on the device.

Limits

  • Ten open boxes at most per account.
  • A box holds up to 200 files or 2 GB waiting to be filed. Beyond that, it reports itself full until the next filing.
  • A hundred emails a day per box, 20 MB per attachment.
  • A hundred emails sent a day per account.
  • The web app sends nothing to Qonto: your files would have to pass through our servers in the clear.