All the features,
the whole accounting cycle.
Everything it takes to run a union’s treasury, from the first bill to the financial statements you present to the assembly. You record your transactions, Qota takes care of the accounting.
Your financial statements, generated automatically.
Your statements update as you record your transactions. They are ready when you need them, for an executive meeting as much as for the general assembly.
- Four complete statements: balance sheet, statement of operations, cash flow statement and statement of changes in net assets
- Exportable to PDF and Excel, ready to attach to your general assembly package
- Comparison with the previous fiscal year, actual vs actual
- Add your budget to the comparison to see where you stand
- Group your accounts for a presentation that is easy to read (revenue less expenses equals the net)
Pay your bills and stay organized.
Record a supplier bill, settle it by cheque: every transaction automatically feeds accounts payable and updates the bank module. You always know what is committed and what is actually settled.
- Supplier records, with statistics and a view of the bills to pay
- Quick payments: record and pay in one go
- Attach the bills themselves, so everything is archived in one place
- Cheque printing on pre-printed stock
Invoices that look like your union.
Create your invoices from a template, send them to your contacts and record the payments as they come in. Follow up on unpaid invoices with manual or automatic reminders. Qota helps you keep track.
- Add a logo, change the colours of your invoices, state the banking details for payment
- Schedule reminders and send account statements, with your signature already set up
- Exportable reports, such as accounts receivable aging
- Rich client records bringing together statistics and various reports
A bill paid for someone else is rebilled with a single button.
Easily rebill any expense you have paid. Qota produces the client invoice, attaches the same supporting documents, and all that is left is to send it.
- Rebill straight from a supplier bill, with no amounts to retype
- The original supporting documents follow onto the client invoice
- The same contact can be both supplier and client: the two records are linked and stay in step
- Contact details, address, email and language carry across from one record to the other, wherever you edit them
- A net-cost table by fiscal year: what you paid, what you rebilled, what remains as a gap
All of your union’s documents on a single page.
Your attachments are included in Qota by default. Advanced document management adds QR-code capture from your phone, a centralized page for every document in the union, and 10 GB of storage.
- Upload a supporting document by QR code from your phone, right from the entry screen
- A single page for every attachment in the union, whichever module it came from
- Filter by location and file type, with size and author
- Bulk download and removal, without touching the rest of the application
- 10 GB of storage included
Per capita calculations that understand your structure.
Qota knows how your union is organized and computes per capita for the CSN, the federations and the central councils. Do you have a special dues rate, or per capita of your own? Everything can be tailored.
- Per capita computed for the federation, the central council and the confederation
- A summary table of your union dues and your per capita, by fiscal year
- Monthly per capita statement generated automatically as a PDF
- Multiple employers and locals through an optional module
A union with locals stays a single file.
Create your locals in the union settings, then attach employers and dues to them. Per capita is automatically allocated local by local, with nothing entered twice.
- Locals created and numbered from the union settings
- Employers and dues attached to a local
- Automatic per capita allocation across locals
- Periods can be waived for a single local, not the whole union
Assisted bank reconciliation. Simpler and faster.
Upload the statement downloaded from your bank or credit union. Qota matches the transactions against your entries on amount, date and description, including cases where several entries add up to a single bank line. You only handle what is left.
- OFX, QFX and CSV statement import, with no third party connected to your bank account
- Automatic transaction matching
- A clear, efficient interface
- Lock the reconciled month: the period freezes
Your books no longer live on a single computer.
The union’s accounting is online. Every entry is recorded and backed up without you having to think about it — no file to copy onto a USB key, no version to email back and forth. When the treasurer changes, the handover is simple.
- Automatic backup on every entry
- Nothing to install, no updates to manage. You simply open your browser
- Several people in the file at once, each with their own access based on their permissions
- Download a complete archive of a fiscal year, in Excel, to keep on your side
- A change of treasurer happens without losing the history
Every action is traced, every access is verified.
Qota puts sound bookkeeping controls front and centre by keeping a record of every action by every user in an audit log — whether it is a cheque issued or an electronic transfer deposited. It is all there. Security and transparency go hand in hand.
- Audit log: who did what, when, from which device
- Author name frozen on every transaction
- Owner, administrator and member roles, plus a per-module permission you can tailor to your needs
- Oversight committee and external auditor in read-only access, by default
- Two-factor authentication and session revocation
- Data hosted in Canada
Activity reports, built into Qota. Simpler to manage.
Each member can fill in their weekly activity report, using the activity types and rate schedule you have set. Once approved, the matching invoice is produced and posted to the accounting — with nothing to retype.
- Simple, week by week, with the rate schedule already applied
- Approval before payment, with a reason if the report is rejected
- Configurable activity types, each posted to the right expense account
- Travel and meal rates set for your own union
- Receipt attached by QR code from a phone (with the Advanced file management module)
- PDF export of the report, ready to archive or hand over
- Invoice produced and posted to the accounting once the report is approved
Get started with Qota today.
Create your union, get your treasury going, and see how Qota keeps you in control of your finances.