Licences and the document archive

Two screens that protect a business from two kinds of surprise: a licence that expired unnoticed, and a document nobody can find when it is needed.

Licences

The Licences card — image 1 — records everything your business holds that has an expiry date: commercial registration, municipality licence, chamber membership, professional permits, vehicle insurance, software subscriptions.

To record one press Add as in image 2: name, issuing authority, licence number, issue and expiry dates, cost, an attachment (a scan of the licence) and notes.

The warning before expiry

The licences needing attention indicator on the dashboard, and the licence colours in the calendar, warn you with enough time to renew. That is the real benefit: a late-renewal fine costs far more than the minute it takes to enter the details.

Attaching a scan to the record also means a copy is instantly available when an authority or a bank asks for one.

The document archive

The Archive card — image 3 — is organised space for the company's files: folders with files inside, like a paper archive but searchable.

Create folders that match your work — contracts, official invoices, government documents, internal policies — then upload files into each.

Rules that make an archive useful

• Self-explanatory file names: "Warehouse lease 2026-2028" beats "scan 12".
• A folder per subject, not per month; splitting by date turns finding a contract into a trip through the calendar.
• Upload the document when it is created, not when it is needed.
• Set permissions: some folders belong to management alone.

How this relates to other modules

This archive is for company-wide documents. Employee documents belong in the employee file in HR, and invoice attachments belong on the document itself in Accounting or Purchasing — an attachment that lives with its document is easier to reach than one in a separate archive.