Question 1

What does Nexvendo actually do?

Accepted Answer

Nexvendo aggregates pricefiles from your IT distributors into one searchable catalog, lets you compare offers for the same SKU across distributors (with refurb shown next to new), and produces branded quote PDFs for your customers. Pricefile ingestion runs on schedule from email, SFTP, or HTTPS — once configured, your catalog updates itself.

Question 2

How long does it take to get value?

Accepted Answer

About 30 minutes from sign-in to your first quote, if your distributors already email pricefiles. Five-minute setup steps: upload your logo, set your markup, add a customer, share your pricefile address with one distributor, build a quote. The catalog populates as soon as a distributor sends their first pricefile.

Question 3

Do I need to switch ERP or accounting systems?

Accepted Answer

No. Nexvendo sits alongside whatever you use today. Quote PDFs export for sending to customers; line items can be copy-pasted into any ERP for invoicing. Direct ERP integrations are on the roadmap but not required to get value today.

Question 4

What does it cost to evaluate?

Accepted Answer

Founders Tier is €65/month locked for 24 months for the first 25 Nordic resellers — that includes a 14-day fair-use evaluation window where you can cancel without charge if it doesn't fit. Public plans start at €99/month (Starter) with the same evaluation window.

Question 5

Can multiple people in our company use one account?

Accepted Answer

Yes. Every plan supports multiple portal users with role-based access — tiers are differentiated by connected distributors and reporting features, not by seat count. Enterprise adds SSO and a named Customer Success contact. Each user signs in with a magic link emailed to them — no shared passwords.

Question 6

Which distributors does Nexvendo support?

Accepted Answer

Any distributor that can email pricefiles to a fixed address or expose them via SFTP/HTTPS. The major Nordic and pan-European IT distributors all support at least one of these. We don't maintain pre-built connectors per distributor — the format-agnostic ingestion handles whatever they send us.

Question 7

Do my distributors need to sign up for Nexvendo?

Accepted Answer

No. From their side it's indistinguishable from sending you a pricefile by email — they don't create accounts, accept terms, or change anything in their systems. You share one email address and a four-character reseller code, and they update their distribution list.

Question 8

What file formats are supported?

Accepted Answer

Microsoft Excel (.xlsx, .xls), CSV, TSV, and plain-text (.txt). Files can be UTF-8 or Windows-1252 encoded. EU decimal commas (e.g. "1.234,56"), Danish/Norwegian/Swedish boolean variants, and refurb grade strings are all normalised automatically. Large files (>50k rows) are imported in batches and don't time out.

Question 9

How often does the catalog update?

Accepted Answer

You choose per feed: hourly, every 4 hours, every 12 hours, daily, or weekly. Email-pushed pricefiles import within seconds of arrival. SFTP/HTTPS feeds run on the schedule you configure. SHA-256 hash checks skip unchanged files so over-polling costs nothing.

Question 10

My distributor uses a non-standard column layout. Will it still work?

Accepted Answer

Yes. The first time a new distributor sends a file, you map their columns to canonical fields once (e.g. "Stock_Qty" → "stock", "Cost_EUR" → "list_price"). The mapping saves automatically and applies to every future file from that distributor. After the one-time setup the import is fully hands-off.

Question 11

What happens when a distributor changes their column layout?

Accepted Answer

The new columns appear in the mapping screen and the import pauses at status "awaiting mapping" until you confirm them. You receive an import notification email flagging the issue. Existing offers stay in place; only the new file is affected.

Question 12

Can different team members map columns for different distributors?

Accepted Answer

Yes — any portal user with role Member or above can map columns. Mappings are stored per (tenant, distributor) pair, so they survive personnel changes.

Question 13

How do I produce a customer-ready quote?

Accepted Answer

Search the catalog, click "Add to quote" on the products you want, drop in (or pick from) your customer book, optionally tweak per-line prices, hit Print or Save as PDF. The PDF carries your logo, includes per-line CO₂e, and totals in the customer's preferred currency with country-specific VAT formatting.

Question 14

Can I customise the quote PDF layout?

Accepted Answer

Today the layout is a clean standard template branded with your logo. Custom layouts (alternative templates, additional fields, attachments) are on the Growth/Enterprise roadmap. If your customer requires a specific format you currently can't produce, talk to us.

Question 15

Does the quote PDF include VAT correctly per Nordic country?

Accepted Answer

Yes — VAT formatting matches the customer's country (Denmark 25%, Sweden 25%, Norway 25%, Finland 25.5%). The currency field defaults to your tenant currency but can be overridden per quote for cross-border deals.

Question 16

Can I track which quotes are still open vs won vs lost?

Accepted Answer

Yes — the /portal/pipeline view groups every quote by status (draft, sent, accepted, rejected, expired, revised) in a Kanban layout. Pipeline value and weighted forecast (by stage probability) are calculated automatically. Drill into any quote to update status.

Question 17

What happens to old quotes when I update a customer's details?

Accepted Answer

Historical quotes keep their customer name and contact info at the time of issue — even if the customer renames or you change their record. The customer detail page shows every quote linked to them so you can find any of them in seconds.

Question 18

Can I send the PDF directly from Nexvendo?

Accepted Answer

Not yet — today you export PDF and send through your normal email. Built-in email send (with template, tracking, and reply capture) is on the Growth roadmap. The reason: most Nordic resellers prefer to send from their own domain for deliverability and brand reasons.

Question 19

How does Nexvendo calculate embodied CO₂e per offer?

Accepted Answer

When a distributor pricefile includes embodied carbon data (column mapped to canonical "co2e_kg"), we capture it as-is. Otherwise the offer carries no carbon data and is excluded from sustainability totals. We don't synthesize estimates where the distributor hasn't provided them.

Question 20

What does the "avoided emissions" figure mean on quote PDFs and sustainability statements?

Accepted Answer

For each refurbished unit on a quote, we compare its captured embodied carbon against an estimated new-equivalent footprint using a 3.5× multiplier — a conservative directional estimate based on published lifecycle-assessment ranges showing manufacturing and extraction account for ~70-80% of lifecycle emissions for IT hardware. It is not an audited offset and we say so explicitly on every document.

Question 21

Can my customers use the sustainability statement for their own CSRD or Scope 3 reporting?

Accepted Answer

The statement is professional-quality and audit-traceable (every figure tied to a quote number with line items). However, we explicitly state in the methodology footer that the figures are directional and not certified offsets. Customers requiring regulated reporting should consult a certified assessor — the statement is a supporting document, not the primary source.

Question 22

How does the "trees and car-km equivalent" math work?

Accepted Answer

Mature tree absorbs ~21 kg CO₂ per year; average European passenger car emits ~0.19 kg CO₂ per km. These are mainstream defaults from the European Environment Agency. The equivalents are for communication value, not accounting — the underlying mass-balance figure in kg CO₂e is the precise number.

Question 23

Can I customise the 3.5× multiplier or methodology?

Accepted Answer

Not in the UI today. The constant is tunable per-deployment if a design partner pushes back with strong evidence. Lower bound (~2.5×) and upper bound (~5×) are both defensible depending on the hardware category. Reach out if your customers require a specific number.

Question 24

Can I cancel any time?

Accepted Answer

Yes — cancellation is one click in the customer billing portal. Your access continues until the end of the paid period. We don't auto-charge prorations after cancellation. Re-subscribing is also one click.

Question 25

Do you offer annual billing?

Accepted Answer

Monthly only at launch. Annual billing with a ~15% discount is on the roadmap once we have demand. Email if you'd prefer annual — we can set it up manually.

Question 26

What payment methods do you accept?

Accepted Answer

All major credit and debit cards via Stripe — Visa, Mastercard, American Express, plus regional cards. We also accept EU SEPA Direct Debit for tenants on Growth and above. Invoice billing for Enterprise.

Question 27

How long does Founders Tier pricing stay at €65?

Accepted Answer

The €65/month rate is locked for 24 months from signup, for as long as the subscription stays active. If you cancel and re-subscribe later, the Founders price may no longer be available depending on whether the 25 seats are still open. Lapsed Founders accounts within 30 days can usually be reinstated at the same price.

Question 28

Where do I find my invoices?

Accepted Answer

In the Stripe billing portal, accessible from /portal/billing → "Manage billing". Invoices are PDF downloads carrying our VAT details for your accounting. No copies stored on Nexvendo's side — they live with Stripe.

Question 29

Where is my data hosted?

Accepted Answer

Frankfurt, Germany — on EU-based Supabase (Postgres + file storage) and Vercel (application hosting) infrastructure. Transactional emails route through Resend's EU delivery infrastructure. We do not copy customer data to the United States for routine operations.

Question 30

Can other Nexvendo tenants see my catalog or customer data?

Accepted Answer

No. Every tenant-owned table enforces Postgres Row-Level Security policies tied to the tenant identifier on every row. Even at the database level, queries from one tenant cannot reach another tenant's rows. Storage paths are namespaced per tenant ID. We test the isolation as part of every deployment.

Question 31

Are distributor credentials safe?

Accepted Answer

SFTP and HTTPS credentials are encrypted at rest using AES-256-GCM with a master key held outside the database. A read-only database dump would not reveal credentials. Only our application can decrypt them, and only at the moment of a scheduled feed pull.

Question 32

Do you have a DPA we can sign?

Accepted Answer

Yes — see /dpa. The terms apply automatically when you accept our Terms of Service, and the document is suitable for direct attachment to your own customer-facing GDPR documentation. Negotiated DPAs are available for Enterprise tenants.

Question 33

What about backups and disaster recovery?

Accepted Answer

Production database has automatic backups retained for 35 days with point-in-time recovery. File storage has multi-region replication. We have not yet certified to ISO 27001 — that's on the roadmap as we onboard public-sector customers.

Question 34

Can I export my data if I leave?

Accepted Answer

Yes — on cancellation we provide a reasonable export of your customer data, quotes, and ingestion history on request. Data is retained for 30 days after cancellation to support re-activation, then deleted from our active systems. Backups are retained for the standard 35-day window.

Question 35

Do you read or analyse my catalog data?

Accepted Answer

No. Catalog data is purely operational — we use it to power your portal, not for training, marketing, or analytics. We don't share aggregated catalog data with distributors or with other tenants under any circumstances.

Frequently asked questions

Getting started

Distributors & pricefiles

Quotes & customers

Sustainability & carbon

Billing & subscriptions

Security, GDPR, data

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