Never get caught out by an expired licence.
A secure place for every document with a deadline, and a system that checks the deadline for you every day.
Vault is document storage with an expiry date attached. Business registrations, trade licences, work permits, insurance policies, lease agreements, vessel certificates: anything where the renewal date matters more than the file itself.
The point is not the storage. Plenty of things store files. The point is that a scheduled job checks every document daily, warns three times before a deadline, and hands the renewal to a named person with a follow-up date, so a lapse becomes something you chose to ignore rather than something you never saw coming.
Three alert thresholds, set to 30, 14 and 7 days by default and configurable to whatever suits you. A daily scheduled check runs them without anyone remembering to look.
SMS and email alerts sent independently on each channel, so a failure on one does not silence the other. Every send is logged with recipient, channel, outcome and timestamp.
Hand a renewal to a specific person with a description and a follow-up date, and switch on a separate reminder for that date if you want one. Renewals can be cancelled as well as completed.
Completing a renewal means uploading the new file and setting the new expiry date. The previous version stays on record rather than being overwritten.
Files sit outside the public web root and are served only through an authenticated endpoint. Uploaded filenames are sanitised and randomised, so nothing is reachable by guessing a URL.
Custom categories you can add, edit and reorder, plus tags, plus real-time search across title, reference number and tags.
Dashboard tiles counting total, expiring, expired and renewal-in-progress documents, with quick filters for each and for documents with no expiry or recently added.
A preview lightbox renders PDFs and images inline, with a thumbnail gallery when a document holds several files.
Multiple files per document, with type and size validation: PDF, JPG, PNG, DOCX and XLSX up to 10MB each.
Full database backup and restore, producing a downloadable archive you can restore from, on the same footing as Ledger.
Businesses juggling licences, registrations, permits and contracts where a missed renewal carries a real cost.
Worth knowing: Single administrator context. No per-user permissions yet.
Tell us what you are running today and we will tell you whether this fits. No obligation, and no pressure to take the other modules.
Talk to us about Vault