ViRFQ User Guide

This article is for a company using ViRFQ for the first time. You will create an account, verify your email, enter a few company details and reach the dashboard. The whole flow takes about 3 minutes and is free — no card or bank transfer needed yet.

Step 1: Create the account

1. 1

   Bước 1: Open virfq.com/en/register. Choose the Exporter role (1) — overseas buyers choose the box next to it.

   • Enter your full name (2) and the exporting company name (3) exactly as on the business registration — this name appears on the public profile and on invoices.
   • Use a work email (4) you read every day: verification codes, new-RFQ alerts and buyer messages all go there.
   • Phone number (5): type it without the leading 0; the +84 country code is preselected. Password (6): at least 8 characters.

   

2. 2

   Bước 2: Tick the Terms of Service box (7) and click Create account (8). The system moves to the email verification screen.

Step 2: Verify the email with the 6-digit code

1. 1

   Bước 1: Open your mailbox and find the ViRFQ email with the 6-digit code. Enter it in the six boxes (1) — you can paste the whole code at once. Click Verify and enter ViRFQ (2).

   • No email? Check the Spam/Promotions folder or click Resend code (3). The code is valid for 6 hours; the email also contains a link you can open instead of typing the code.

   

Step 3: First company details

1. 1

   Bước 1: After verification ViRFQ asks for a few details to build the company profile. Fastest way: paste your company website address (1) and click Auto-fill (2) — the AI assistant reads the website and pre-fills the name, product categories and introduction.

   • No website? Type the company name (3), choose the business type (4: manufacturer, trader, cooperative or farm), tick the product categories you sell, then pick the founding year and staff size.
   • Click Complete (5). You may click *Skip, fill in later* — but an empty profile does not appear on the Marketplace until it is completed (see "Business profile").

   

Signing in next time

1. 1

   Bước 1: Open virfq.com/en/login. Enter your email (1) and password (2) and click Sign in (3).

   • Tick Remember me on this device on your own computer: the session lasts 30 days. Without it, closing the browser signs you out.

   

2. 2

   Bước 2: Forgot the password? Switch to the Email code tab (1), enter your email (2) and click Send login code (3). ViRFQ emails a 6-digit code; entering it takes you straight to the dashboard, no password needed.

   • A login code is valid for 10 minutes and can be used once.

   

3. 3

   Bước 3: To set a new password click Forgot password?, enter your email (1) and click Send verification code (2). Enter the code together with the new password on the same page.

   • After the password changes, every signed-in device is signed out — sign in again with the new password.

   

4. 4

   Bước 4: On a phone the login page collapses into one column; the steps are identical to the desktop.

   

Overview is the first screen after signing in. It answers three questions: how long my plan has left, where buyers came from this week, and what I need to do right now. Every number is clickable and leads to its detail page.

The key numbers

1. 1

   Bước 1: Right under the greeting you see the current plan, expiry date and days left; click Manage (1) to see payment history or buy a new term.

   • The Today / Yesterday / 7 days / 30 days / 90 days selector (2) applies to every number below.
   • Reach and WhatsApp messages: how many people saw your ads and how many messages buyers sent to your WhatsApp number in the chosen period; the arrow shows the change versus the previous period.
   • Cost per message: ad spend divided by messages received — the lower the better.
   • RFQ unlocks (3): buyer-contact unlocks used out of this month’s allowance.
   • Spent: total Meta ad spend in the period (shown only once you have connected an ad account).

   

2. 2

   Bước 2: The Customer pipeline block (4) summarises the sales funnel: how many customers are in it, the value of open deals, how many were won and the win rate. Each bar is the number of customers who passed through that column; the percentage on the right compares it with the bar above.

   • Click View report to open the Customers board with the same period selected.

What needs your attention today

1. 1

   Bước 1: Scroll down. The Needs your action today block (1) lists WhatsApp conversations the auto-reply assistant cannot handle further: buyers who need support (clock icon) or who are quote-ready (tick icon) and are waiting for your quote. Click a row to open that conversation.

   

2. 2

   Bước 2: The Latest RFQ Submissions block (2) shows new RFQs in your product categories. Click Reply Now (3) to unlock the contact details and reach the buyer, or Details to read the full request first.

3. 3

   Bước 3: On a phone the tiles stack vertically and the navigation bar sits under the logo; swipe sideways to reach the other sections.

   

The business profile is the company page overseas buyers see on the Marketplace and when they open your products. The more complete it is — real factory photos, clear trade terms, submitted documents — the easier it is for buyers to get in touch. The WhatsApp assistant also reads this profile to answer buyers on your behalf.

Open the profile and fill it quickly from your website

1. 1

   Bước 1: Go to Business Profile in the left column. At the top are the profile status and the View page button (1) that opens the public page. The Profile completeness bar (2) shows what is still missing — aim for 100%.

   • Have a website? Paste the link and click Auto-fill (3): the AI assistant reads the site and fills the introduction, categories, capacity and suggests images. You can still edit every field before saving.
   • Images (4): upload a logo, a cover photo and 3–10 factory, growing-area and production-line photos with short captions (for example "Processing workshop", "Gia Lai growing area"). Real photos convince buyers more than any text.

   

Basic information and trade terms

1. 1

   Bước 1: Scroll to Basic information: enter the tax code (1) exactly as on the business registration, choose the business type (2) and tick the product categories (3) you sell.

   • Write the Company introduction in 3–5 sentences in Vietnamese: what the company does, for how many years, and its strengths. ViRFQ translates it into English for buyers automatically.

   

2. 2

   Bước 2: Under Capacity & trade terms: enter the production capacity (1), the export markets (2) separated by commas, then click the payment methods (3: T/T, L/C, CAD) and the Incoterms you support (4: FOB, CIF/CFR, EXW…). Buyers filter suppliers by exactly these fields.

   • Public contact: the email, phone and WhatsApp number shown on the public page — use the number your sales team monitors.

   

Documents

1. 1

   Bước 1: The Documents section has two separate blocks. The lower block is the public documents for buyers (catalogue, HACCP/ISO/Halal certificates): click Upload document (2), then set the display name for buyers (1) on the line that was just uploaded — the file appears on the public page with a download button. The upper block is Business registration (ĐKKD) verification (private, seen only by the ViRFQ team) and is used for the Verified badge — see "The Verified badge" or click View all verification documents (3).

   • Accepted files: PDF, JPG, PNG, WebP — up to 25 MB each. A business registration uploaded in the public block does not count as a verification document — submit it in the business registration verification block.

   

Process, reasons to choose you, FAQ and save

1. 1

   Bước 1: At the bottom three sections tell the company story: Production process (up to 6 steps), Why choose us (up to 6) and FAQ (up to 10). Click Generate FAQ from existing info (1) to let the AI draft from what you filled in, edit, then click the save button (2). Preview profile (3) opens exactly the page buyers see.

   • New profile (draft): the save button reads Publish profile — the WhatsApp number under Public contact is required; after clicking, the profile moves to Pending review. Saving as a draft keeps it a draft and does not queue it for review.
   • Published profile (as in the screenshot): the button reads Save changes; every edit goes straight to the public page after saving.

   

2. 2

   Bước 2: The public company page has an address of the form virfq.com/en/supplier/company-name. Send this link to buyers or add it to your email signature — every change saved in Business Profile shows there immediately.

   

Every product you create is its own page on the Marketplace, with its own address to send to buyers and to run ads on. A good product page answers the questions buyers ask first: specifications, certificates, minimum order, loading port and lead time. The WhatsApp assistant uses exactly this information to answer buyers.

The product list

1. 1

   Bước 1: Go to Products in the left column. Click Add product (1) to create one; for an existing product use Edit (2) or View page (3) to open the public page.

   • The Active label means the page is publicly visible. A newly created product is content-reviewed by the ViRFQ team before it goes live.

   

Create a new product

1. 1

   Bước 1: Fastest: click Auto-fill from website (1) and paste the link of the product page on your own website — the AI reads it and pre-fills the name, description and specifications. Without a website, choose the category (2), type the product name (3) the way buyers search for it (for example "Robusta green coffee beans — Grade 1, Screen 16") and write the description (4).

   • Upload at least 5 photos of the product to reach 80% completeness. Real photos of your goods, packing and containers convince more than stock images.
   • Product details table: add one row per specification (moisture, size, impurities…) or use the suggestion buttons such as *+ Variety*, *+ Fruit size*, *+ Brix*.

   

2. 2

   Bước 2: Enter the origin region (1), the minimum order (2), the certificates (3: type to pick HACCP, ISO 22000, Halal…) and click the supported Incoterms (4).

   

3. 3

   Bước 3: In Shipping & delivery: type to pick the loading port (1), enter the container load (2, for example 10–12 t per 20-ft reefer) and choose the lead time (3). These three facts appear on the product page and in the WhatsApp assistant’s answers.

   

4. 4

   Bước 4: At the bottom describe the production process, the strengths and the FAQ — click Generate FAQ from existing info (1) to let the AI draft it. Check everything, then click Create product (2).

   • The product page address is generated automatically in English from the product name and never changes afterwards, so links already sent to buyers keep working.

   

The Verified badge tells buyers that ViRFQ has checked you are a real company that really exports. The badge is not part of any plan and cannot be bought — it is granted only after the ViRFQ team reviews your documents by hand. Verified profiles are what buyers filter for first on the Marketplace.

Two conditions

• A valid business registration certificate — submit a scan or photo in the business registration block under Documents in the Business Profile.
• At least one proof of export within the last 24 months — an export customs declaration, a certificate of origin (C/O) or a bill of lading (B/L), for the product category you sell on ViRFQ.

Submit the documents

1. 1

   Bước 1: Condition 1 — business registration: go to Business Profile and scroll to Documents. The top block is Business registration (ĐKKD) verification — choose the file (1) and click Upload (2). This file is seen only by the ViRFQ team and is never shown publicly. The View all verification documents link (3) takes you to the Verification page.

   • Do not confuse it with the public documents block right below (catalogue, HACCP/ISO/Halal for buyers to download): files uploaded there are public and do not count as verification documents.

   

2. 2

   Bước 2: Condition 2 — proof of export: open Verification in the left column. If the business registration is not submitted yet, the Submit in Business Profile link (1) sends you back to the step above. Choose the document type (2), choose the file (3) and click Upload (4). The more documents, the better.

   • Accepted files: PDF, JPG, PNG, WebP — up to 25 MB. You may black out buyer names and shipment values before uploading; ViRFQ only needs to see that the export is real, in your category and within 24 months.
   • Documents are visible to the ViRFQ team and to you only — never publicly.

   

3. 3

   Bước 3: After uploading, the document appears in the list as Pending. The ViRFQ team checks the dates and the category and marks it Approved or Rejected with a reason. Once both conditions are approved, the ViRFQ team grants the badge (one manual step, usually the same day); you receive an email and the badge appears on your profile and product pages.

   

An RFQ (request for quotation) is an invitation to quote from an international buyer: what they need, how much, under which delivery terms and to which country. Every RFQ on ViRFQ is moderated by the team and given a verification score. The Platform plan includes 100 contact unlocks per month and shows new RFQs 4 hours earlier than free users.

Browse and filter quote requests

1. 1

   Bước 1: In the dashboard click RFQ Board in the left column. Type a product into the search box (1) or use the filters next to it.

   

2. 2

   Bước 2: The Category (1), Country (2), Incoterm (3) and Sort (4) filters narrow the list. The NEW label (5) marks RFQs posted in the last 24 hours; the Viewed label saves you re-reading. The View contact info line (6) on a card means you have not unlocked that RFQ yet.

   • The 80/100 or 85/100 on a card is the verification score — a total of several signals: the buyer replied to ViRFQ on WhatsApp/email, the company was confirmed, the request has specifications, quantity, destination port and delivery time. RFQs below 80 are reviewed by the ViRFQ team by hand before they reach the board.
   • A high score does not mean every field is present: open the RFQ to see the score breakdown and read the description carefully before unlocking.

   

3. 3

   Bước 3: On a phone the filters line up under the search box; scroll to read each RFQ.

   

Read the details and unlock the contact

1. 1

   Bước 1: Click View details on a card. The detail page has the full description (1): specifications, quantity, destination port, purpose. The right column is Contact information (2) — the buyer’s name, company and phone/WhatsApp stay hidden until you click Unlock contact (3). Below it the verification score table (4) explains every point.

   • Clicking Unlock contact uses 1 of your 100 unlocks for the month and shows the buyer’s email, phone and WhatsApp at once. An unlocked RFQ can be reopened as often as you like at no extra cost.
   • Read the description before unlocking: if the specification or quantity does not fit your capacity, save the unlock for another RFQ.
   • After unlocking, the buyer is added automatically to Customers (Data column, source RFQ). Click the WhatsApp number to open WhatsApp on your own device and message right away — that chat happens on your WhatsApp and only appears in the ViRFQ inbox if you write from the very number connected to ViRFQ.

   

2. 2

   Bước 2: The unlocks left this month show in the RFQ unlocks tile on the Overview. The allowance renews at the start of every plan month (counted from the activation date); unused unlocks do not roll over.

The public board and new-RFQ alerts

1. 1

   Bước 1: The RFQ Board also has a public version at virfq.com/en/rfq for visitors who are not signed in: the description is visible, but the View contact info line (1) leads to sign-in or to buying the plan. A new RFQ appears on the public board only after 4 hours — during those 4 hours only Platform customers see it.

   • You receive an email whenever a new RFQ matches the categories declared in your Business Profile. Declare your categories correctly so you never miss one.

   

The Marketplace at virfq.com/en/marketplace is where international buyers look for Vietnamese products and exporters. You do nothing extra to be listed: an approved business profile and approved product pages appear automatically. This article shows the Marketplace through a buyer’s eyes so you know what to improve.

How buyers search

1. 1

   Bước 1: The main page has a search box (1): buyers type a product, a company name or a specification and click Search (2). Results show the best-matching products and exporters. Below are the promoted products (3), exporter profiles and open quote requests.

   • Search matches names with and without Vietnamese accents, English product names and company names — so name your products the way buyers would type them.

   

2. 2

   Bước 2: The Exporters page lists every approved profile. Buyers search by name (1), use Filters (2) by category, province and Incoterms, and open View profile (3). Verified profiles show a "Verified · month…" line right on the card.

   

3. 3

   Bước 3: The Products page is where buyers compare specifications. Filters (1) cover category, province, Incoterms, certificates and a Verified box — keeping only products from suppliers with the badge. On each card buyers click Send RFQ (2) to ask for a price or WhatsApp to message you right away.

   

4. 4

   Bước 4: On a phone the Marketplace collapses into one column with the search box on top; most international buyers browse on a phone, so product photos must be sharp and names short.

   

Show up better

• Complete the profile to 100% and create at least 3 product pages with 5 photos each — complete profiles rank above empty ones.
• Earn the Verified badge — many buyers switch that filter on first.
• Name products by specification (for example "Cashew W320", "Black pepper 500 g/l") rather than generic names.
• Connect a WhatsApp number — the WhatsApp button on a product card drops the buyer into your Inbox, where the assistant answers even outside working hours.

Nancy is an assistant that analyses Vietnam’s export customs data for the last 18 months. Ask in plain language — "which country imports the most black pepper", "recent Robusta coffee prices", "which buyers in India import cashew" — and Nancy answers with real figures, tables and suggested follow-up questions. On the Platform plan questions are unlimited; only revealing buyer names has an allowance of 300 buyer names per month.

Ask a question

1. 1

   Bước 1: Open Nancy — Data Assistant in the left column and click New question (1). Type the question in the box (2) and press Enter. The product chip (3) tells Nancy which product you are asking about — change it when needed. Not sure what to ask? Click a suggestion (4). Top right is the buyer name allowance used this month (5).

   • The left column keeps the conversation history by day; click one to reread it or continue in the same context.
   • Specific questions get better answers: name the product, the market and the period (for example "last 6 months").

   

2. 2

   Bước 2: Nancy answers within seconds. The Applied line (1) repeats the filters it understood (product, market, period) and the number of shipments found. The results table (2) is sorted by value. At the end of the answer there is a Copy button for pasting into a report, plus the follow-up questions Nancy suggests.

   • If Nancy misunderstood (for example the wrong market), ask again right below — Nancy keeps the context of the conversation.

   

3. 3

   Bước 3: On a phone the history hides behind the menu button; the question box stays fixed at the bottom.

   

Find and reveal buyer names

Ask "which buyers import a lot of [product]" or click a Buyer suggestion: Nancy lists importing companies with value, shipment count and average price — but the company name is hidden. Click the padlock icon next to a row to reveal the name: it uses 1 of the month’s 300 names. A name revealed earlier this month can be reopened at no cost. From the company name you look up the contact yourself, or ask Nancy "check the customer [name] for me" to see their import history from Vietnam.

Customers gathers every buyer who has contacted you — via WhatsApp, an unlocked RFQ, the form on a product page or added by hand — into one progress board (pipeline). Each customer is a card; drag it through the Data → Contacted → Prospect → Negotiating → Won columns as the deal moves on. New buyers from WhatsApp and RFQs are added automatically.

The Kanban board

1. 1

   Bước 1: Open Customers in the left column. Choose the pipeline (1) — "Export sales" by default — and the Kanban view (2). Filter by Source (3: RFQ, Form, WhatsApp, Own research), country, stage, or switch on Going stale to see buyers with no recent activity. Click Add contact (4) to add a buyer you found outside ViRFQ.

   • Each card shows the name, company, country, product of interest, estimated value and the source label. The Stale label appears when a buyer has been silent for days — message them again, or click the × on the card to mark the buyer lost with a reason.
   • The summary line above shows how many customers are at each stage, the total pipeline value and the orders won in the last 30 days.
   • Drag cards between columns (5) to update the stage. Need an extra stage? Click + Add column.

   

2. 2

   Bước 2: Click a card to open the customer details: contact details, product and quantity taken from the chat/RFQ, current stage, history. Click Open WhatsApp (1) to message right away; enter the estimated value (2) so reports add up; Add note (3) for colleagues.

   • When you win an order, drag the card to Won and enter the order value — it feeds the "Won" tile on the Overview and the ads report.

   

3. 3

   Bước 3: The Table view (1) lists every customer as a table for quick filtering and sorting; Report (2) shows the conversion rate between stages, the stage with the biggest drop-off and the average order value.

   

4. 4

   Bước 4: On a phone the columns become a list; swipe sideways to change column.

   

International buyers prefer WhatsApp to email. ViRFQ brings your company WhatsApp number onto the platform: every message lands in a shared Inbox, the assistant replies even at midnight using exactly the price list and information you entered, collects the requirement (product, quantity, destination port) and alerts you when the buyer is ready for a quote. Messages are translated both ways, so you read and answer in Vietnamese.

Connect the WhatsApp number

1. 1

   Bước 1: Open WhatsApp › Auto-reply. Before connection, section 1 · WhatsApp number (1) reads No WhatsApp number connected yet (2) and the assistant is Off (3). The ViRFQ team connects the number together with you during onboarding after the plan is bought: you sign in to the company Facebook account in a Meta window, choose or create the WhatsApp Business account and verify the number by SMS/call — about 15 minutes.

   • Prepare: the company phone number running the WhatsApp Business app (latest version, on the phone holding the SIM) and a Facebook account with admin rights on the page/company. The connection uses coexistence mode: you keep messaging on the phone as before, and messages in both directions also appear in the Inbox. A number on personal WhatsApp must be moved to WhatsApp Business first (the number stays the same), or use a new number that runs only through ViRFQ.
   • Each company connects one number; sales staff share it.
   • Book the onboarding through the Contact support button or the hotline in the footer.

   

The Inbox

1. 1

   Bước 1: The Chats tab (1) lists every conversation, newest first, with a status label (Quote-ready, Needs support, RFQ won…). The Notifications tab (2) gathers what needs your action. The search box (3) finds a number or a message. Inside a conversation the Bot replies / I reply switch (4) decides who answers this buyer; Translate: In + Out (5) turns on two-way translation. The right column is Deal info (6) extracted from the chat: product, quantity, destination port, current stage. Type into the composer (7) to answer.

   • With Translate: In + Out on, what you type in Vietnamese is translated into the buyer’s language before sending; you preview the translation first.
   • Click I reply when you want to chat yourself; the assistant stays silent until you switch Bot replies back on.
   • Pin important conversations with the pin icon; change the deal stage right in the right column — it syncs with Customers.

   

2. 2

   Bước 2: Type a number or a keyword into the search box (1) to filter quickly, for example every buyer who asked about "dragon fruit". Click a row (2) to open the conversation.

   

3. 3

   Bước 3: The Notifications tab (1) lists the events the assistant raises for you: a buyer needs support, a buyer is ready for a quote, a buyer asked about a forbidden topic. Click a notification to jump to that conversation.

   

4. 4

   Bước 4: On a phone the list and the chat are two screens; tap the arrow to go back to the list.

   

Auto-reply assistant settings

1. 1

   Bước 1: In the Inbox click the settings icon, or open WhatsApp › Auto-reply. Section 1 · WhatsApp number (1) has the switch that turns the assistant on or off for the whole number (2). Section 2 · What the assistant knows: click Import from profile & products (3) to load company and product information, then fill in the Price list (4) and Your knowledge (5) — payment terms, ports, lead times, the questions buyers ask most.

   • The assistant answers only from the content of these two boxes. Priority: the knowledge you wrote › the price list › the imported information. For the assistant to quote a price, the price must be in the Price list box.
   • You can import knowledge from a .txt/.md file. Limit 20,000 characters — keep it short and to the point.

   

2. 2

   Bước 2: Section 3 · What the assistant must NOT say: switch on No prices (1), no lead times or payment terms if you want to answer those yourself. Turn the assistant off for all old buyers (2) leaves the conversations you were already handling before the connection untouched. Section 4 (3) chooses what happens when a buyer asks something the assistant does not know: keep asking questions to close, or hand over to you immediately. Click Save (4) after changing anything.

   • Safety topics (a buyer demands a human, complaints, legal questions) are always handed over to you whatever the settings.

   

3. 3

   Bước 3: The Follow up when a buyer goes quiet block (1) lets the assistant send a reminder after a few hours of silence — on or off as you like. Section 5 · Translate language (2) sets the language you want to read in the Inbox; whatever language a buyer writes in is translated into it.

   

4. 4

   Bước 4: Section 6 · Photos & videos: click Upload photo/video (1) to add factory photos, product photos, packing videos — the assistant sends the right one when a buyer asks. Photos attached to a product are managed under Products; factory photos come from the Business Profile.

   

The most effective way to get buyers messaging you is running Click-to-WhatsApp ads on Facebook/Instagram for your product pages. You run the ads on your own Meta account and pay Meta directly — ViRFQ does not hold any ad budget. The Platform plan includes campaign setup support and a tracking page: connect the ad account, ViRFQ matches every WhatsApp message to the ad that produced it, then follows it into the pipeline and to won orders.

Connect the ad account

1. 1

   Bước 1: Open Ads in the left column. The first time, click the connect button (1): sign in to the Facebook account that administers the ad account, allow ViRFQ to *read* ad data, then choose the ad account to track. ViRFQ only reads figures — it never creates, edits or spends anything in your account. If the Ads page shows no connect button, the feature has not been switched on for your account yet — click Contact support and the team will enable it.

   • Several ad accounts can be connected; figures are shown combined or per account.

   

Reading the Ads page

1. 1

   Bước 1: After connecting, figures sync on a schedule; click Sync again (1) for fresh numbers. Choose the account (2) and the period. Five tiles: Spend, Messages from ads, Cost per message (3), Customers in pipeline (4) and Orders won from ads. Click View customers in Pipeline (5) to open exactly the buyers that came from ads.

   • The From ad spend to orders block is a funnel: impressions → clicks → WhatsApp messages → customers in pipeline → orders won. Look at which step drops the most to know whether to fix the ad or the way you reply.
   • The daily chart compares spend with messages; a day with high spend and few messages hints that the ad or the product page is not convincing.

   

2. 2

   Bước 2: The Campaigns table (1) lists every campaign with spend, impressions, CTR, messages, cost per message, customers and cost per customer. Sort by Cost / message (2) to see which campaign is cheapest; click the arrow to see each ad set.

   

ViRFQ sells a single plan — the Platform plan — in three terms. It opens every tool: 100 RFQ contact unlocks per month, the Nancy data assistant, profile and product pages, the WhatsApp assistant that answers buyers, Meta ads tracking, the customer pipeline and 4-hour early access to new RFQs. Prices include VAT; there is no commission on orders.

Choose a term

1. 1

   Bước 1: Open virfq.com/en/pricing. Click a term card (1) to see the price and the bonus months (2). Click Buy the 6-month term (3) — or the term you chose — to go to checkout. If you are not signed in, the system takes you through sign-in and back to the same plan.

   • The plan does not renew itself and never charges automatically. Buying a new term while the plan is still active extends the current expiry date.

   

Payment

1. 1

   Bước 1: The checkout page repeats the chosen term (1) and the total including VAT (2). Choose how to pay: Bank transfer (3) for companies in Vietnam, or International card (4).

   • Bank transfer: scan the VietQR code with your banking app or transfer manually to the account shown on screen. Keep the transfer description unchanged — it is the code the system uses to recognise you. Once the money arrives the plan activates automatically, usually within minutes.
   • International card: paid through Stripe; the plan activates as soon as the card is accepted.
   • Need help during payment? Click Contact support right on the page.

   

Your plan, payment history and invoices

1. 1

   Bước 1: Open Account in the left column, then the Payment tab (1). The Current plan block (2) shows the plan and expiry date; Upgrade (3) takes you back to pricing to buy a new term. Below is the Payment history (4) with the transaction code and status of every payment.

   

2. 2

   Bước 2: To receive e-invoices, open the Invoice tab (1), fill in the legal company name (2), tax code (3), billing address and accounting email, then click Save invoice details (4). Invoices for later payments are issued with these details.

   

Personal details and security

1. 1

   Bước 1: Personal info tab (1): edit the contact name (2), company name, phone, WhatsApp and country, then click Save (3). The login email cannot be changed — contact support if needed.

   

2. 2

   Bước 2: Security tab (1): enter the current password, the new password twice (2) and click Change password (3). Every other device is signed out.

   

Staff accounts (Team)

The Platform plan includes 3 seats including the owner — so you can create 2 more accounts for sales staff. Staff sign in with their own email and share the plan and company data, but see only the customer-facing sections: Overview, Nancy, RFQ Board, Customers and the WhatsApp Inbox. Money, company profile, products and assistant settings are visible to the owner only.

1. 1

   Bước 1: Open Team in the left column. Click Add staff (1). The Automatic lead routing block (2) decides who new buyers are assigned to: the default salesperson of the WhatsApp number, round-robin, or nobody so the owner assigns by hand.

   

2. 2

   Bước 2: Enter the staff member’s full name (1) and login email (2). Leave the temporary password empty to let the system generate one. Click Create account (3) — the temporary password is shown once only; copy it and send it to the staff member privately.

   

3. 3

   Bước 3: On first sign-in the staff member must change the temporary password: enter the temporary and the new password (1) and click Change password (2). Only then does the dashboard open.

   

4. 4

   Bước 4: Staff then see a reduced dashboard: the sidebar (1) only has the customer-facing sections. The owner can deactivate a staff member at any time on the Team page; that person’s customers and conversations are handed to someone else or back to the owner.

   

This chapter is for buyers (importers) who want quotes from Vietnamese exporters, and collects the general questions both sides ask. Exporters can read it to understand which steps a buyer goes through before an RFQ appears on the board.

Buyers submit a quote request

1. 1

   Bước 1: The buyer opens virfq.com/en/submit-rfq — a shared request sent to every matching exporter. Step 1: product name (1), category, quantity (2) and unit, specifications, Incoterm, destination port, payment terms, delivery time. Step 2 (3): full name, company, country, email and WhatsApp number. Click Request a quote (4). No account is needed.

   • After submitting, the buyer receives an email with a code to verify the request. ViRFQ also sends a WhatsApp message to confirm. Only verified and scored RFQs appear on the board for exporters.
   • The buyer’s contact details are never public — only exporters with a plan who deliberately unlock them can see them.
   • This differs from the Send RFQ button on a single product page: that request goes to that exporter only (into their Customers with an email alert), needs no verification code and never appears on the shared board.

   

2. 2

   Bước 2: A buyer who creates an account (choose the Buyer role at registration) gets a dashboard listing the submitted RFQs: their review status and how many exporters have unlocked the contact details. Quotes do not appear there — exporters contact the buyer directly by the email/WhatsApp given in the request.

   

Getting support

1. 1

   Bước 1: Send any question through the Contact page (virfq.com/en/contact) or call the hotline in the footer. Platform customers can book a 15-minute consultation with the ViRFQ team right from the pricing page.

   

General questions about ViRFQ