Vault: Every document, governed, and put to work.
Where every customer's documents live, included in the Core: contracts, decks, policies and correspondence, filed automatically from the applications or uploaded by you. Ask Kinnow answers across documents and records, limited to what each person is allowed to see; Compose drafts content in your brand's style.
What does Kinnow Vault do? Where every customer's documents live, included in the Core: contracts, decks, policies and correspondence, filed automatically from the applications or uploaded by you. Ask Kinnow answers across documents and records, limited to what each person is allowed to see; Compose drafts documents based on your books. Nothing is filed, paid or posted without a person.
Monday morning, before and after
In a typical 50-person business the contract is in a cupboard, the scanned PAN card is in someone's email, and the offer letters are on a laptop that has since been replaced.
| Documents today | Documents on Kinnow |
|---|---|
| Invoices and payslips are saved by hand, if at all, into a shared drive nobody trusts | Invoices, receipts, payment vouchers, payslips, purchase orders and credit notes are filed automatically and linked to the record they came from, by a rule you can change for each type |
| A customer disputes payment terms; someone digs out the agreement and the invoices separately | Ask Kinnow reads the agreement and the invoices together and shows where they disagree, for example Net 45 against Net 30 |
| HR files sit in a folder every manager can open | Legal, board and HR files are private to begin with, and Ask Kinnow cannot quote what the person asking cannot open |
| A certificate or insurance policy lapses because the date was in one person's diary | A daily expiry check raises alerts on certificates, insurance and contracts approaching renewal, 30 days ahead |
| The rent roll in Excel is trusted against the leases because nobody has time to check 700 rows | Attach the sheet and ask Kinnow to reconcile it; it matches the rows against the documents and reports which agree, which disagree and which were not checked |
See where your contracts, certificates and HR files would sit. Ask us to set up a Documents (Vault) on a sample folder.
See it work
A real cycle: a vendor contract from upload to signed copy
| Step | Who | What Kinnow does | Where a person decides |
|---|---|---|---|
| 1. Upload or auto-file | Accounts executive | The file is stored, searchable and tied to the party; an identical file is recognised by its content and never stored twice | Executive picks the document type if Kinnow's stated reason for its choice is wrong |
| 2. Classify and read | Vault | Labels the document type, says why, and turns the content into text; scanned documents are read by text recognition (OCR) once that is switched on | Rules written later also apply to files already in the Library |
| 3. Extract the clauses | Legal or finance manager | Pulls the other party, dates and amounts into fields and lines the contract up for review | A person checks every extracted field |
| 4. Put forward for use | Person who added it, then approver | Anyone who can add documents puts it forward; the card shows Waiting for approval | A different person approves, or rejects with a reason |
| 5. Send to sign | Finance manager and counterparty | Each signer gets a private link meant for that one person, in the order you list; you can send a reminder or withdraw it | Nobody, including the sender, can sign for the counterparty |
| 6. File the signed copy | Vault | The signed PDF comes back to the Vault with a certificate page that anyone can check without seeing the content | Verification is public; content stays private |
| 7. Watch the dates | Vault | Expiry alerts check the contract's end date every day | Owner decides to renew or let it lapse |
| 8. Hold or erase | Legal and compliance | A legal hold stops the document being deleted or cleared out; a request to erase someone's data leaves it alone and says so | Only someone other than the person who placed a hold can lift it |
How a document moves, step by step
Bring one contract and one invoice you suspect disagree. We will ask Kinnow to compare them with you.
Documents, lists and reports
| Output | What it is |
|---|---|
| Library, with a Documents tab for each party | Every file with the record it came from, its type and who can see it; each customer or vendor has a tab of everything related, newest first |
| Collections | Documents grouped by a property, other party, case or funding round, wherever they are filed; one document can sit in several |
| Contracts to review | Agreements awaiting review, with the parties, dates and amounts Kinnow pulled out |
| Signature tracker | What is out for signature, who has not signed, when each person signed |
| Composed documents | A monthly management review or a statement of account for one customer, with every figure tied to the books; or a deck or paper written from a request. Download as PDF, Word, Excel or PowerPoint |
| Compliance document sets | Documents made only of approved wording, with details filled in; two sample sets are included, marked as samples |
| Knowledge health | The full count of what the Vault can and cannot answer from, not the size of a sample |
| Access log | Downloads, exports and shares, document by document |
Compose never sends anything. You make it, check it, approve it and take it away or share it with colleagues.
Agents that work here
Ask Kinnow
Answers questions from your documents and from the records of the applications you use, and only shows what the person asking is allowed to see.
VaultCompose
Drafts a monthly management review or a customer statement from your records, and exports Word, Excel or PowerPoint copies. PDF is arranged at set-up.
Each agent is checked with you before it works on your records, and everything it produces waits for a person. Also working here: a document sorter, a clause finder, an expiry check, a duplicate finder (you confirm; it never deletes) and a masking tool, which hides PAN, Aadhaar, GSTIN, email, card and mobile numbers in the covering message of a shared document. Policy Agent and Commitment Tracker need a company-wide setting that is off unless you switch it on, and are not yet in use.
Ask Kinnow, for this area
Ask in plain English; the answer names the documents and records it used.
| Question | What the answer contains |
|---|---|
| What payment terms does this customer's agreement give, and what did we invoice them | The clause, the invoice terms, and whether they match |
| Check this rent roll against our lease agreements | Attach the sheet; rows that agree, rows that disagree with both figures named, and rows not checked |
| Which of our contracts or certificates are coming up for renewal | Documents expiring within the next 30 days, with dates |
| Where is the signed offer letter for the new accountant | The file, its type, who may see it and where it came from |
| Does this lease contradict itself on area | Clauses in one document that disagree, for example 433 and 600 square feet |
| Summarise the key obligations in this vendor contract | The parties, dates and amounts pulled out, with the sentences they came from |
For a large spreadsheet, Kinnow first tells you the row count, the time and the cost of checking all of it, and asks before it goes ahead.
Put your own five questions to Kinnow across your own files. Ask us to run it on a sample.
Controls an owner cares about
- Legal, board and HR documents are private to begin with; files you upload by hand start as visible only to you.
- Viewing and downloading are separate permissions. A view-only document can never be downloaded by anyone; it is shown through Kinnow and not handed out as a direct file link.
- Share links say who they are for, expire, can be limited to a number of opens and can be cancelled. Opening one lets the person view only.
- Downloads, exports and shares are logged for each document. Opens are recorded in Kinnow's own log of views, but there is no screen to see that log yet.
- A document put forward for use is approved by someone else; nobody approves their own.
- A legal hold blocks deletion, scheduled clean-up and erasure; only a different person can lift it.
- How long documents are kept is set for each document type, and an erasure request keeps what the law requires.
- Veil, our privacy layer, holds names and ID numbers back before AI calls, and the masking tool hides ID numbers when a document is shared. Veil covers Ask Kinnow and most agents today.
- Files from outsiders are checked before they reach you for size, type, viruses and sudden floods of uploads, and the sender is told which check failed.
Connects to
Vault files documents from Sell, Buy, Account and People and links them back to the source record. Every party in Masters gets a Documents tab. Zest conversations can carry files; a file you send in a conversation is kept in your Vault. Kinnow Sign, our e-signature, is available here, with a link to an outside e-signature service for signatures that need it. Links to your mail, drive and meetings bring correspondence in; see the Kinnow Sign capability.
Questions
Is Vault an extra purchase?
No. Vault ships in the Core to every customer. Storage is allotted per plan and shown on the Storage screen, with how long what is left will last.
Can an agent show someone a document they should not see?
No. What Kinnow looks up depends on the person's role, so Ask Kinnow only answers from what the person asking can already open. Legal, board and HR documents are private to begin with, and when you change who can see a document, what the agents can find in it changes too, so permissions and search cannot drift apart.
What happens if storage runs out?
Nothing is deleted. For 30 days existing files stay readable and new uploads are blocked; after that files lock until you top up. Kinnow never deletes silently.
Can we bring in the documents we already have?
Yes. Drag a folder onto the Library and it is stored, searchable and linked to the party. A zip of leases becomes leases, not a zip file. Bringing in files in bulk from a cloud drive is something you switch on for each link. Plan on about two weeks to first results.
What happens when Ask Kinnow reads a document wrongly?
Every answer cites the files and records it used, so you open the source. Clauses and dates pulled from contracts go to a list for review, where a person checks them. Where a document does not state a figure, a check reports 'not checked' rather than 'agrees'.
Who approves a document before it is used?
Anyone who can add documents can put one forward; a different person with the approval right approves or rejects it, and a rejection needs a reason. You cannot approve your own. A document written for someone outside the company, such as an investor deck, needs two approvers besides its author.
Can we delete a document, or are we stuck with it?
You can delete what you are allowed to delete. A request to erase someone's data removes what the person is entitled to have removed from the file and from search, and keeps what the law requires. A document under legal hold cannot be deleted by anyone until someone other than the person who placed the hold lifts it.
Start with one need. Switch on the next in a day. Same records, same login, no new licence.
Tell Kinnow what slows you down.
Answer three questions. Get the applications, the agents and a two-week plan for your business.