Who it's for / Gyms and studios
Insurance, licences and supplier invoices, filed for every site.
A gym's paperwork never stops: equipment servicing, music licences, insurance renewals, staff certificates and a steady stream of supplier invoices. KeyFile files every one by site, names it clearly and reminds you before anything lapses.
What it finds in your inboxes
Across every Gmail and Outlook account you connect, including attachments inside long reply chains. Each one is named the same clear way: date, type, supplier, detail.
- Insurance schedules and certificates
- Music licence renewals
- Equipment servicing reports
- Supplier and utility invoices
- Fire risk assessments
- First aid certificates
- Instructor qualifications
- Franchise and brand audits
What it reminds you about
Dates come from the documents themselves and land in your calendar or Todoist well before they are due.
- Employers' liability
- Compulsory once you employ staff, with the certificate kept on record.
- Music licence
- TheMusicLicence renews every year.
- Fire risk assessment
- Recorded in full and reviewed regularly, for every business.
- First aid certificates
- Valid for three years, per member of staff.
- Equipment and PAT
- Servicing and testing on the schedule your insurer expects.
Filed the same way, every time
One structure for every business, site or property you run, in your own Google Drive or OneDrive, or in KeyFile's encrypted vault. When KeyFile is not sure where something belongs, it asks once and remembers the answer.
- Never sends or deletes mail
- Asks instead of guessing
- Every move can be undone
- Your existing Drive can be rebuilt too
- Example Gym Ltd
- Town Centre site
- Insurance / 2026-09-28 Liability Schedule, renews 2027-09-28.pdf
- Equipment / 2026-09-10 Service Report, treadmills and racks.pdf
- Retail Park site
- Utilities / 2026-09-30 Electricity Bill, September.pdf
See it work in 80 seconds
A gym, a café, a plumber and a landlord. One way of finding, filing and remembering their paperwork.
What your accountant sees
- Supplier invoices split by site, ready for the bookkeeper
- A register per business and tax year, every row a link
- Missing receipts matched against the bank
- Renewal costs visible before they land
Free during the pilot
KeyFile is running a six month pilot with accountancy firms and their clients. Tell us about your business and we will set it up with you on a short call.