Hospitality and hotels

A supplier comes to every venue every day, the delivery note stays in the kitchen, and by the fifth your accountant is chasing invoices.

The shift lead photographs the delivery note into the venue's folder, Arhivix reads it, and invoices and delivery notes reach your accountant by a rule you set once.

Try the free plan Request a quote

No card required.

Problems you know.

The delivery note stays in the kitchen, and your accountant waits.

Bookkeeping runs late, the manager collects paper from every venue at the end of the month, and a lost delivery note no longer backs up the invoice.

delivery_note_0388.jpg Confirmed

Folder City centre / Delivery notes
Proposal delivery note 0388, Orvelle Bakery

Shared with your accountant by a rule

Arhivix today: The shift lead photographs the delivery note into the venue's folder, Arhivix proposes its number and supplier, and an automation shares it with your accountant. Invoices from the venue's inbox are filed by a rule and shared the same way.

Bills for subscriptions, equipment and commissions arrive at three email addresses, and each venue reads only its own.

A bill nobody opens does not reach your accountant in time, and sometimes the same bill arrives twice.

commission_0915.pdf Filed

Arrived at reception@company.com
Folder Supplier invoices / Commissions

Possible duplicate: the same bill also arrived at invoices@company.com

Arhivix today: Connect the inboxes of every venue (Gmail, Microsoft 365 or IMAP), and Arhivix reads each attachment and files it by a rule; uncertain ones wait for your approval in Smart Inbox. When the same bill arrives twice, Arhivix flags it as a possible duplicate, and you decide.

The season contract with a tour operator is ending, and the date to cancel it or change prices passed while it sat in an inbox.

The season runs on last year's prices and terms.

season_contract.pdf Deadline set

Proposal ends 31 Mar 2027
Notice period 60 days

Renewal 30 Jan 2027, with a reminder

Arhivix today: When the contract arrives, Arhivix reads the end date and the notice period and sets two deadlines itself: the expiry and the last day to give notice, which you can change or dismiss, and you add the reminder. Upload a new price list over the old one, and the earlier one stays in the version history.

A seasonal worker's health check expires mid-⁠season, and the date sits in a folder nobody opens.

A worker without a valid check cannot handle food, so the shift is one person short when it needs them most.

health_check_0003.pdf Deadline set

Proposal valid until 20 Jul 2027
Access venue manager only

Deadlines: reminder 30 days before expiry

Arhivix today: Each worker's certificate is photographed into the venue's folder, and Arhivix reads it and proposes the date it is valid until. You enter the next check once in Deadlines, and a reminder comes before it expires.

Fire extinguishers and hydrants each have their own check dates, and the report stays with the service company.

When it is needed, the paperwork has to be shown, not made, and whatever sits with the service company does not exist that day.

fire_report_0412.pdf Filed

Folder City centre / Fire safety
Next check 12 Apr 2027, in Deadlines

Rule: service company emails land here

Arhivix today: A report the service company emails is filed by a rule into the venue's folder, and a paper one is photographed. You enter the next checks and new staff training in Deadlines with a reminder, so the venue's fire safety file is in one place.

One document through your company.

A cut through a company in your trade: how a document arrives, what Arhivix reads, who confirms and where it stays.

The shift lead photographs it by phone delivery_note_0388.jpg
Arhivix reads it proposal: delivery note 0388, Orvelle Bakery
Manager's office the manager confirms, the accountant gets it by a rule
Archive every version kept, every access logged

Arrived

The shift lead photographs it by phone delivery_note_0388.jpg
Read

Arhivix reads it proposal: delivery note 0388, Orvelle Bakery
The right person confirms

Manager's office the manager confirms, the accountant gets it by a rule
Kept

Archive every version kept, every access logged

Try the free plan

Approvals and the link to your ERP are set up for your company.

Request a quote

The documents and rules of your trade.

Documents that arrive

Delivery notes delivery_note_bakery_0388.jpg
Supplier invoices invoice_dairy_2214.pdf
Receipts receipt_0571.jpg
Checks and certificates staff_health_check_0003.pdf
Contracts supplier_contract_0012.pdf

Rules that run by themselves

When a delivery note lands in the venue's folder Then notify the manager
When an invoice is filed Then share it with your accountant
When you enter a health check date Then a reminder before it expires

Rules notify, share and remind; every read field is a proposal a person confirms.

True for every document

Every change is a new version, and an earlier one comes back with one click.
A share link has an expiry and a password, and the log shows who opened it.
You grant access per folder and document; every open, download and share is logged.

It starts without a project.

Connect the company inbox or upload your existing folders, and Arhivix reads everything in the background.
Paper from the field is photographed with the phone or scanned; Arhivix proposes the type and the details, and you confirm.
Confirm an inbox rule once: next time such an attachment files itself, and uncertain ones wait for your approval.

For small companies

No card needed. Paid plans from 22 EUR per month with yearly billing, priced per company.

The free plan searches by file name; content and AI search come with the paid plans.

Try the free plan

For more than 20 accounts and for agencies

One conversation about your flows, migration and the programs you use. We answer within one working day.

Request a quote

Who sees your documents, and where they are.

500+ companies
92% of documents classified automatically
2 EU regions storing every document

Storage: Our EU cloud, or your own S3 (Enterprise).
Encryption: AES-256 at rest, TLS 1.3 in transit.
Access: Only people you allow, with 2FA. Every view is logged.

Public pricing, per company

The Arhivix Lite plan is free and needs no card. Paid plans start at 22 EUR per month with yearly billing, and even the smallest includes 5 user accounts, with no per-user pricing. For more than 20 accounts we prepare a custom quote.

See plans and prices

Frequently asked questions

Each venue gets its own folder or workspace, and you grant access per venue: the shift lead sees their venue, the manager sees all of them. Your accountant receives what the rules share, from every venue. The number of workspaces and email inboxes grows with the plan: Lite has one of each, and Basic has two workspaces and up to three inboxes.

No. The shift lead photographs the delivery note with the mobile app, which finds the page edges, straightens the page and joins several pages into one document. A scanner or an upload from a computer works the same way, if that is easier.

Yes, as a deadline with a reminder. The certificate is photographed into the venue's folder, Arhivix proposes the date it is valid until, and you enter the next check once in Deadlines, so the reminder comes before it expires. Give access to the folder with certificates to the manager only. Arhivix is not a register of checks: the certificate is a document with a deadline and a reminder.

You upload your existing folders or connect your email inbox, and Arhivix indexes everything in the background. Standard plans need no migration project and no consultants. With an Enterprise contract, your existing archive is moved in with its folder logic, metadata and retention dates preserved.

Absolutely. You can cancel from your account settings with one click. Your data remains accessible until the end of your current billing period. After that, your account is paused and you have 30 days to export your data.

Can't find your answer? Write to us at support@arhivix.com

Send your first document. Arhivix organizes it.

Try the free plan Request a quote

No commitment, no credit card.

NOTIX DOO Beograd · MB 21993310 Verify the registration number in the public APR business register (opens in a new window) · PIB 114240716

Dušana Matića 26, 11000 Belgrade

Monday to Friday, 09:00 to 17:00 CET

Invoice_Hansa_118.pdf Forwarded

Arrived by email 14:32
Read, details confirmed
Checked in the field and approved
Forwarded to your accountant and your software

Next: your first document

Footage: Pexels (Sururi Ballıdağ), Pexels License.