Who it's for / Cafés, restaurants and pubs
Supplier invoices and safety records, filed before service.
Food deliveries, licences, extraction cleaning, pest control and gas safety all arrive by email from different people. KeyFile files each one by site and supplier, keeps your inspection paperwork together, and reminds you when the next one is due.
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.
- Food and drink supplier invoices
- Food hygiene inspection reports
- Premises licence documents
- Commercial gas safety records
- Extract cleaning reports
- Pest control visit reports
- Music licence
- Waste collection notes
What it reminds you about
Dates come from the documents themselves and land in your calendar or Todoist well before they are due.
- Kitchen extract cleaning
- Every 3, 6 or 12 months depending on use, with a report insurers may ask for.
- Commercial gas appliances
- An annual inspection is the reasonable minimum.
- Premises licence
- The annual fee and any conditions you have to evidence.
- Fire risk assessment
- Recorded in full and reviewed regularly.
- Insurance and music licence
- Every renewal, found from the documents themselves.
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
- The Corner Café
- Compliance
- 2026-09-12 Extract Cleaning Report, next due 2027-03-12.pdf
- 2026-08-03 Pest Control Visit Report.pdf
- Purchases / 2026-27
- 2026-09-29 Invoice, Bakery Wholesale, 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 by site and month, every row a link
- Missing receipts matched against the bank
- Costs by category for each tax year
- Nothing to photograph or forward
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.