Trades, construction and technical services
Material invoices, delivery notes, subcontractors, equipment. Many documents, many senders, and rarely anybody whose day is sorting them.
About
Vaultivo is a document archive for small European businesses. This page says which of them it is built for, what changes against whatever you have today — and what it deliberately does not cover.
Who it is for
Vaultivo is built as a shared service for smaller businesses: for the business with no accounts department of its own, where a document arrives by email, as a photo, as a PDF and on paper, and still has to be findable years later.
Material invoices, delivery notes, subcontractors, equipment. Many documents, many senders, and rarely anybody whose day is sorting them.
Goods in, rent, energy, insurance — mostly monthly and mostly from the same handful of partners, which makes "by partner, by month" the commonest way of looking for one.
Few employees, a high bar for being able to show what happened, and an owner who ends up holding the documents personally.
That is a description rather than a door policy. If you recognise yourself in none of the three and still have documents to keep, this is not an exclusion — the boundary is somewhere else, and it is on the page for larger organisations. For larger organisations
What you have today
Usually true, and for what their filing is built to do it is the right thing: they post the entries, they prepare the accounts, they know your ledger. Three things stay with you all the same — as they do with the folder on the desk and the folder in the cloud.
Vaultivo stores the file unchanged and never alters it afterwards — not the converted one, not the renamed one, not the one printed out and scanned back in.
In three years you will not remember what the file was called. So Vaultivo searches the text of the document, the fields read from it, and the name the sender gave it — a folder searches only the last of those.
Vaultivo works it out and names the basis for it. Neither a folder nor a bookkeeping system tells you, for one document, how long it has to be held — and the question reaches you in the end, not your adviser.
None of this replaces your accountant, and it is not meant to: Vaultivo does not post entries, prepare accounts or file anything. It is the filing that comes before — and when your adviser needs the quarter, you request an export and send it to them. What an export looks like
Austria and Germany. Both have a written retention period with a basis you can name — and the two periods are different lengths. Everything else hangs off that: the period comes from the domain you are reading the site on, never from the language you are reading it in.
German-speaking, but not an EU member: its own VAT rules, its own currency, its own retention legislation. That would be a third jurisdiction, and a half-modelled jurisdiction is worse than none.
You can record any EU state as your registered seat — nobody has to enter a false country. But a period of its own, with a basis of its own, exists only for Austria and Germany; everything else gets the platform default, and it is labelled as one.