Retention obligation UGB § 212 · BAO § 132
Vaultivo is a document archive for small European businesses: it files what arrives, unchanged, reads it, makes it searchable, and keeps it for as long as the retention period requires.
Coming in
Documents arrive the way they already reach you. You do not have to change how you work.
Every business gets its own filing address — randomly generated and impossible to guess, so nobody else can slip documents into your archive. Forward the document: the attachment is taken in, the email itself is not.
k7f3q9x2m4hd@vaultivo.euSeveral files at once, from the scanner folder or the desktop. PDF, Word, OpenDocument and photos from your phone — plus e-invoices: ZUGFeRD, Factur-X and XRechnung. Up to 30 MB per file.
Years of documents are imported in one pass, with dates and business partners. However your folders are arranged makes no difference — filing happens on fields, not on where a file sat. We set it up with you, and documents brought in this way cost 0,02 € each instead of the ordinary intake rate.
What happens next
Every file is scanned for malware before anything is read from it. Anything flagged is held back and never reaches the archive.
Directly from PDFs; from scanned pages by image recognition. Structured e-invoices are read exactly as they are — no guessing.
Document type, date, number, amount and business partner are recognised and stored as fields — not as a filename.
The original is stored exactly as it arrived and never altered afterwards. If an administrator opens one of your documents, that appears in your own audit trail.
Nothing is filed automatically. Every document waits in your inbox — with what we read from it, and what we are unsure about — until you confirm it.
Finding again
Number, business partner, amount or month — type whatever you still remember. Try it here.
Retention periods
On filing, Vaultivo sets a retention date — derived from the document type and where your business is registered — and names the basis for it.
| Registered in | Document type | Period | Basis |
|---|---|---|---|
| Austria | Invoices, credit notes, receipts | 7 years | UGB § 212 · BAO § 132 |
| Austria | Contracts, delivery notes | 7 years | UGB § 212 |
| Germany | Invoices, credit notes, receipts | 8 years | AO § 147 Abs 3 · UStG § 14b Abs 1 |
| Germany | Contracts | 8 years | AO § 147 Abs 3 |
| Germany | Delivery notes | 6 years | AO § 147 Abs 3 |
| EU general | VAT records | 10 years | RL 2006/112/EG |
| Other countries | All document types | 10 years | no legal basis — platform default |
Vaultivo proposes the period and calculates it. You can change it at any time; every change is permanently logged. What to keep, and for how long, is your decision — we are a tool, not an authority.
Pricing
No tiers, no per-user licences, no minimum term. You pay the base fee, each document once when it is taken in, and the storage you use.
Line items
All amounts net, in euro. Cancel monthly.
Worked example
A business takes on 300 documents (2 GB), then files about 50 a month.
First month · archive imported
Every month after
Storage is billed on what you actually hold, and grows with it.
In seven years you will type a name, an amount or a number — and the document will be there. Unchanged, with the date it has to be kept until, and the basis for that date. Vaultivo promises no more than that. And no less.