Everything Filedox does to keep your documents current
Filedox is document management software for small and midsize businesses. It follows one workflow — Request, Collect, Store, Track, Keep Current — for every employee, contractor, vendor, driver, vehicle, location or piece of equipment you track.
The Filedox workflow
- Step 1
Request
Choose the document types and send one secure link to the person who has them.
- Step 2
Collect
Uploads arrive as Awaiting review, ready for an owner, admin or manager to approve.
- Step 3
Store
Approved documents are filed against the right profile in private storage.
- Step 4
Track
Expiration dates drive dashboards, alerts and reminder emails.
- Step 5
Keep current
Renewal requests go out ahead of time; Autopilot can run this for you.
Features in detail
Document requests you don't have to chase
Pick the document types you need and send one secure upload link by email. The recipient — an employee, contractor, vendor or driver — opens it on a phone, uploads a photo or PDF and is done. No account, no app, no attachment thread.
Private storage, no public file links
Every file lands in private encrypted storage scoped to your organization. Filedox never mints a permanent public URL; viewing or downloading a file issues a short-lived authorized link after a permission check.
Organized by profile, findable in seconds
Documents live with the profile they belong to — a person, contractor, vendor, driver, vehicle, piece of equipment or location. Search by name, document type, file name or location instead of digging through folders.
Expiration tracking and reminders
Record an expiration date once and Filedox watches it. Reminders arrive 60, 30, 14 and 7 days ahead, and dashboards separate what is expired, expiring soon, missing and awaiting review.
Version history without losing the old copy
Approving a renewal makes the new file current and archives the previous one. Your historical record stays intact, so you can still show what was on file at any point in time.
Roles, locations and access control
Owners and admins manage the organization. Managers can be scoped to a single location so they only see the people and documents they are responsible for. Access rules are enforced in the database, not just hidden in the interface.
Filedox Autopilot
On the Business plan, Autopilot watches every expiration date and every missing requirement, sends the request for you, follows up until the document arrives, and stops the moment the renewal is approved.
Unlimited documents on every plan
Pricing is based on how many profiles you track, not how many files you keep. Store as many documents per profile as your business needs, subject to fair-use limits.
Request
Send a secure upload link. No account needed.
Store
Private storage, organized by person or asset.
Find
Search names, types, files and locations.
Remind
Reminders long before an expiration date.
Expired
2
Expiring in 30 days
7
Missing
4
Awaiting review
3
Every important document. Right where you need it.
Free for up to 5 tracked profiles. Unlimited documents on every plan. Or browse document trackers by industry.
Filedox organizes and tracks the documents you choose to track. It does not determine which documents or credentials your business is required to hold.