Why "one vault" is the unit
The point of a vault is that one place answers most of your questions about an entity. If half the answers live in a vault and the other half live in a cloud drive, you don't have a vault — you have two places to remember to check. Below is the recurring set of document types Vexli users tend to consolidate per entity.
Treat this as a starting point, not a mandate. Your accountant or attorney is the right person to tell you what your specific entity, in your specific state and industry, is required to retain.
Formation & governance
- Articles of organization (or articles of incorporation, for corps)
- Operating agreement (and any amendments)
- Member or partner schedule
- Registered agent designation
- State filings: name change, address change, member change
These are the documents you tend to want immediate access to when opening a bank account, signing a lease, or being asked to prove your entity exists.
Identifiers
- EIN (Employer Identification Number) letter from the IRS
- State tax registration numbers
- Sales-tax permits, if applicable
- Industry-specific license numbers
In Vexli, identifiers like EINs are stored as encrypted fields rather than as a number in a notes box. The underlying value is decrypted on demand and never sits in plaintext on disk.
Banking
- Account name and bank for each entity
- Routing/account references (encrypted)
- Account-opening documents
- Signature card and authorized-signer records
Multi-entity operators almost always have the "which bank for which LLC" problem. Storing it per entity solves it without a spreadsheet.
Insurance
- General liability policy and certificate of insurance (COI)
- Professional liability or E&O policies, if applicable
- Workers' comp, if applicable
- Cyber/data-breach policies, if applicable
- Renewal dates per policy
The renewal dates are the part that matters most. Vexli surfaces them in the same deadlines view as your annual reports, so insurance lapses don't surprise you.
Vendors & contracts
- Signed master service agreements
- Statements of work / project agreements
- NDAs (mutual and one-way)
- Contractor agreements and W-9s on file
- Vendor contacts (billing, technical, escalation)
Filing a contract under the entity it actually binds — not under "Contracts/2024" — is the difference between five seconds and five minutes when something goes wrong.
Domains, IP, and brands
- Domain ownership, registrar, and renewal dates
- Trademark filings or assignments
- Copyright registrations, if applicable
- Logo and brand-asset files attached to the brand entity that owns them
Domains in particular benefit from being attached to the entity that legally owns them — not to a personal email account that no one will remember to renew.
Recurring deadlines
- Annual report or biennial report dates
- State franchise tax dates
- Insurance renewals
- Registered-agent renewals
- Domain renewals
- License renewals
Vexli's deadline view aggregates these across all entities so the next thing due is always visible. We deliberately do not tell you what your state's deadline is — that's a question for the state's secretary of state office or your accountant.
What we deliberately don't recommend
- Putting personal IDs (passports, SSNs not tied to an LLC's EIN context, driver's licenses) into a multi-LLC business vault. Use a personal identity vault for personal identity.
- Storing the only copy of an irreplaceable document. Vexli is a record-keeping app, not a notarized-original-store.
- Skipping backups. Local-first means the backup discipline is yours.