A workplace from certificates, licences and inspections, without people

Certificates, licences and inspections

Only one person knows when the next inspection is due.

Certificates, supplier certifications, licences and inspection reports sit in the folder of the machine, vehicle or supplier. Arhivix proposes the date the document is valid until, and you enter the next deadline once and the reminder tells you.

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No card required.

How the process runs through Arhivix.

Every step is marked: what Arhivix does today, what is in development, and what stays in your accounting, ERP or bank.

  1. File

    Works today

    A folder for every machine, vehicle, site or supplier, with permissions per person.

  2. The document arrives

    Works today

    A certificate arrives by email and is filed by rule, or is photographed on site.

  3. Valid until

    Works today

    For certificates and attestations, Arhivix proposes the date they are valid until, and you confirm.

  4. Deadline and reminder

    Works today

    You enter the next inspection once in Deadlines, and the reminder tells you before it expires.

  5. History

    Works today

    Every earlier report stays in the same folder, so the inspection history is in one place.

  6. Equipment register

    Outside Arhivix

    Arhivix is not an equipment register or a health and safety program. Your specialist keeps that record.

Works today
Available in the app today.
Outside Arhivix
Done in your accounting software, ERP, bank or by a specialist. Arhivix keeps the document for that step.

The same job in different industries.

The inspection report for the forklift expires this month, and only one person and their spreadsheet know the date.

Equipment without a valid report must not be used, so finding out at the last minute means downtime, and the reports expire quietly, each on a different date.

forklift_report.pdf deadline set
  • Folder Forklift FL-⁠02
  • Valid until 30 Oct 2026
The reminder came a month before expiry, on 30 Sep 2026.
Arhivix today
The report arrives by email from the inspection body and is filed by your rule, or it is photographed into that machine's folder, and Arhivix reads it and proposes the details. You enter the next inspection date once in Deadlines, with a reminder as many days ahead as you like.

The batch is wrong, and the claim needs the certificate, the goods receipt and the intake photo, all from the same delivery.

Without complete proof the claim is delayed or fails, and the cost of the bad raw material stays with you.

cert_0917_S235.pdf link sent
  • Supplier Marendo Trade Ltd
  • Batch 41872
  • Delivery 0917: goods receipt, 3 photos
Log: link opened 23 Oct 2026 at 10:42.
Arhivix today
Everything from one delivery sits in the supplier's folder, and a search by supplier, batch number or date returns the certificate, the goods receipt and the photos together, because it also reads the text of a scanned certificate. You send the supplier a link with an expiry date, and the log shows when it was opened.

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.

Every truck's license, inspection and insurance policy expire on different dates, and only the dispatcher remembers them all.

A vehicle with an expired document cannot go on the road, so the trip waits or goes with another truck.

inspection_2026.pdf Deadline set
  • Inspection expires 12 Nov 2026
  • Insurance policy expires 3 Feb 2027
  • Lease 30 Jun 2027, from the contract
Reminder 14 days before it expires.
Arhivix today
Every vehicle's documents sit in the folder of its plate, and you enter an expiry date once in Deadlines so a reminder comes before it. For lease and rental contracts Arhivix reads the end date itself and sets the deadline, which you can change, and you add the reminder.

It starts without a project.

  1. Connect the company inbox or upload your existing folders, and Arhivix reads everything in the background.

  2. Paper from the field is photographed with the phone or scanned; Arhivix proposes the type and the details, and you confirm.

  3. 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.

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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

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

For certificates and attestations it proposes the date they are valid until. For inspection reports you enter the next deadline once, and the reminder tells you.

No. It keeps the equipment documents and deadlines, and your specialist or a dedicated program keeps the equipment record.

Only the people you give access to the folder, and every open is logged.

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.

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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 (K), Pexels License.