A PRO officer in a white kandura feeds documents into a desktop scanner at a typing centre counter in Al Karama while a customer waits with a plastic folder.

Mindcat Vault · Document management system: Arabic search, expiry alerts

Every licence, ID and tenancy contract searchable in Arabic, with a reminder before it expires.

Name: Mindcat Vault
Price: 59 AED

For PRO and typing centres, brokerages, law firms and HR teams. Every scanned page is searchable in Arabic and English, and your desk gets an email 30 days before each expiry.

Start now, up to 20 users 21 users or more? Tell us your team size

Mindcat Vault document management system: the document list with fourteen sample files such as a parking bay addendum for Villa 14 JVC, a power of attorney draft for Villa 22, an offer letter for Riyadh and tax invoices, each with its correspondent, labels such as Arabic, Real estate and Expiring soon, document type and date. — Fourteen sample documents: tenancy contracts, NOCs, a trade licence, invoices and a power of attorney, each with its client and labels.Real screen, sample data

AED/SAR 59

per user a month

UAE or Kingdom hosting

or on your own servers

Quick start, up to 20 users

larger teams: go-live date in writing after one session with your office manager

Where Gulf paperwork goes wrong

Five ways a missing paper costs a Gulf office money or a client.

An office manager in a Karama office searches a metal cabinet crammed with ring binders while holding his phone, a colleague flipping through photocopies behind him. — Before: the file is in one of these binders, or on someone’s phone.Illustrative photo

01The expiry date lives in ExcelA Karama typing centre keeps every client’s trade licence and Emirates ID renewal in a spreadsheet one PRO officer updates. When he flies home on leave, nobody sees the dates come up.

02The Saudi CR nobody confirmedA Commercial Registration must be confirmed every year. 90 days after a missed date, the CR and every licence on it are suspended, and fines go up to SAR 50,000 (Commercial Register Law, 2024).

03The Arabic scan you can’t searchAn NOC or a power of attorney is a picture inside a PDF. Finding one means opening every file in the folder.

04Passport copies on WhatsAppClients send passport, Emirates ID and iqama photos to the PRO officer’s own WhatsApp. They stay on his phone, mixed between clients, after he moves to another typing centre.

05The records you must keepUAE VAT rules keep records for 5 years, and real estate records for 15 years (Federal Tax Authority). For most offices that archive is box files in a store room.

Nothing expires unseen · how one licence moves

From the counter to the renewal, on one record the office keeps.

A renewed trade licence for Sahel Coffee Trading in Al Quoz, expiring on 15 November, followed through everyone who touches it.

01PRO clerkScans it at the counterDrops the PDF on the dashboard, or scans to the office scanner’s Vault folder. The upload shows in the task list.On: Upload and tasks
02VaultReads the Arabic and EnglishThe text on the page is read and stored with the file, so any word in it can be searched.On: Document content
03PRO clerkFiles it to the clientClient Sahel Coffee Trading, type Trade licence, expiry date 15 November 2026, client file PRO-1102.On: Document details
04PRO managerSees it on MondayIt joins the “Expiring in the next 90 days” list on the dashboard, next to an NOC, a tenancy contract and a visa.On: Dashboard
05PRO deskGets the reminderOn 16 October, 30 days before the date, the licence is labelled Expiring soon and the desk gets an email with it.On: Email
06PRO officerFinds it at the ministryTypes “trade licence” on the phone and opens the copy at the counter.On: Phone

Arabic text reading and the reminder email are switched on during setup; the scanner folder or mailbox in step 1 too. Everything else works on day one.

Tell us your team size

Document management system · real screens

The document management screens your office will use every day.

Captured from our own running copy with invented sample documents, each marked SAMPLE: tenancy contracts, a trade licence, a title deed, NOCs, invoices and an offer letter. Names and numbers are not real.

“I find out a licence expired when the client calls.”
What expires next, on the dashboard
A saved list of every document whose expiry date falls in the next 90 days, with its client and labels. Invoices, real estate files and documents still to file get their own lists.
Used by
PRO manager, office manager
On screen
Five sample documents expiring between 28 October and 6 December: an NOC, a trade licence, a tenancy contract, a Saudi CR and a visa record.
Dashboard: the renewals list is the first thing you see.
“Renewals depend on one person remembering.”
A reminder 30 days before each date
A rule that runs on the expiry date field: 30 days before, it labels the document Expiring soon and emails your desk. Change the days, the label or who gets the email.
Used by
PRO desk, HR, property managers
On screen
The rule “Expiry reminder, 30 days before”, scheduled at −30 days on the Expiry date field.
Reminder rule: set once, runs for every document with a date.
“Our Arabic papers are pictures nobody can search.”
Arabic OCR on every scan
Each page is read in Arabic and English when it arrives, and the text is kept with the file. Clean scans read well; faint ones get some words wrong, so we test your own documents in setup.
Used by
Everyone who searches
On screen
A sample developer NOC for Villa 22 in Al Barsha South, scanned as an image, with the Arabic text read from it.
Arabic text read from a scan, beside the page.
“The bank wants last year’s contract today.”
Search by any word, in Arabic or English
Type a name, a villa number or a licence number and get every document with it in the text or the fields, with the words highlighted.
Used by
Everyone
On screen
A search for the Arabic family name الكتبي returns an NOC, a power of attorney, a title deed and a sale agreement for Villa 22.
Search: one Arabic name, every file it appears in.
“We have 400 clients and one shared drive.”
Filed by client, property or employee
Each document gets its client, a type, labels and your own fields: expiry date, client file number, property or employee. Vault learns from your filing and suggests them for the next one.
Used by
PRO clerk, office manager
On screen
A sample trade licence for Sahel Coffee Trading with expiry date 15 November 2026 and client file PRO-1102.
Details: the expiry date and client file on the document.
“The Riyadh team shouldn’t see Dubai’s client files.”
Each office or team sees its own files
Every document has an owner, and you choose which people or groups can view or edit it. Staff sign in with a password and an optional authenticator code, and each document keeps a history of changes.
Used by
Partners, HR managers, office managers
On screen
A sample Riyadh offer letter visible and editable only by the Riyadh office group.
Permissions: the Riyadh office sees Riyadh files.
“Papers arrive at the counter, by email and on WhatsApp.”
Upload, scan to a folder or email it in
Drag files onto the page, scan to the office scanner’s folder, or forward to a mailbox Vault reads. The same document scanned twice is flagged.
Used by
Reception, PRO clerks
On screen
A parking bay addendum and a rent cheque receipt uploading while the dashboard stays open.
Upload: drop the files and keep working.
“I need the NOC while I’m at the trustee office.”
The same Vault on your phone
Open Vault in the phone’s browser: the renewals list, search and each document’s details. Nothing to install.
Used by
PRO officers, field brokers
On screen
The dashboard, a search for “trade licence” and a tenancy contract for Villa 14 JVC at phone size.
On the phone: find the copy at the government counter.

Tell us your team size

Also included

The rest of the system, in one line each.

01Links that expireSend a bank or a landlord a link to one file or a bundle that stops working on the date you set.

02Email a documentSend a copy by email from the document, without downloading it first.

03VersionsThe signed contract replaces the draft on the same record; the draft stays in its history.

04Split, merge and rotateTurn a 40-page scan into separate documents without another tool.

05Notes and historyNotes such as “original with client”, and who changed what and when.

06Trash you can undoDeleted files stay recoverable for a set number of days.

07API and webhooksConnect Salesforce, your HR system or your CRM, and send document events to them.

08Full exportEvery original, every searchable copy and all your labels and fields, in one export, whenever you ask.

Who it is for

Three Gulf offices that live on paper, before and after.

A PRO officer in a white kandura scans documents at a typing centre counter in Al Karama while a customer waits. — PRO and typing centres

PRO firms in Karama, Sharjah and Riyadh

Before: 400 clients’ licences, IDs and visas in Excel and box files, renewals chased from memory.
After: every scan filed by client and searchable in Arabic, the renewals list on Monday morning, and an email 30 days before each date.

Expiry listRemindersFiled by client

A leasing manager in a Business Bay office works at a laptop with a colleague leaning in, a tenancy folder and a set of keys on the desk. — Real estate

Brokerages and property managers

Before: tenancy contracts, Ejari certificates, title deeds, NOCs and cheque copies across WhatsApp and a shared drive.
After: one file per property, the lease end date on the dashboard, and the NOC found from a phone at the transfer.

File per propertyLease datesPhone search

A paralegal in a hijab works through an open box of documents beside a scanner in a Deira law office, a senior lawyer reading by the window over the Creek. — Law firms

Law firms in Deira and Riyadh

Before: boxes of Arabic filings and powers of attorney with no way to search them.
After: every scan searchable by a client’s name in Arabic, each matter seen only by the people on it, and files on servers in the region.

Arabic searchPermissionsExpiring links

Not for you if

Three teams we turn away, and why.

01You have no filing routine yetAnd expect the software to decide what to keep and how to name it. It reads and files what your team scans; it doesn’t sort a backlog on its own.

02Your document types change every weekThe quick start is a fixed package and managed setup follows a written plan. If the labels, fields and who sees what change weekly, we can’t give you a go-live date.

03You need a guarantee against a missed renewalWe promise what we control: the go-live date once your part arrives, the system kept running, and leaving with your data. The reminder goes out on time; acting on it stays with your desk.

Also used for

HR teams, contractors and more.

A Saudi HR officer in a thobe and shemagh checks an employee folder at his desk in Olaya, Riyadh, while a colleague in an abaya points at it, grey filing cabinets behind them. — An HR desk in Olaya: one employee file, and the iqama date inside it.Illustrative photo

01HR teams in Riyadh, Jeddah and DubaiPassport, iqama or Emirates ID, visa, labour contract and attested degree copies per employee, with the iqama and visa expiry list visible to HR only.

02Contractors and fit-out firms in Al Quoz and RiyadhSubcontractors’ trade licences, insurance certificates and municipality and civil defence permits, with a reminder before one lapses mid-project.

03Accounting firmsClients’ tax invoices and receipts filed by client and searchable for the 5 years UAE VAT rules require, 15 years for property records.

04Clinics in Sharjah, Dubai and RiyadhDoctors’ and nurses’ DHA, DOH or SCFHS licences and insurer approvals, with a reminder before a licence lapses. Administrative files only: Vault is not a medical record system.

05Schools and nurseriesTeachers’ attested degrees and visas, and students’ Emirates ID or iqama copies, in one place with their dates.

Built for the Gulf

What is ready today, what we add during setup, and what isn’t there yet.

Every row is true today, work we do during your setup, or a gap. We say which.

What Gulf offices need	Where it stands
Data in the UAE or Saudi Arabia	Today. Shared copies run in the UAE; your own copy can run in Jeddah or Riyadh, or on your own servers. We store your copy on encrypted disks; the app itself does not encrypt files.
Arabic text on scans	Today, switched on during setup. It reads Arabic and English on the same page. Clean scans read well; faint or skewed ones get some words wrong, so we test your own documents in setup.
Reminders before expiry dates	Today. The email goes out once we connect your mail during setup.
Arabic screens	Partly. More than half of the screen text is in Arabic today, but the layout runs left to right. We finish the Arabic for the screens your team uses during setup. Right to left is not there yet.
Hijri dates	Not today. Dates are Gregorian; for iqama and CR dates, use the Gregorian date printed beside the Hijri one.
Clients seeing their own files	Not today. There is no client portal or client login. You send a link to a file or a bundle that stops working on a date you set.
WhatsApp, UAE PASS and Nafath	Not today. Staff sign in with their email, a password and an optional authenticator code.

Records rules

What the record-keeping rules say, and what Vault does about them.

Vault keeps the original file and a searchable PDF copy for as long as you keep them, with who added or changed what. It does not decide what the law requires you to keep. Three rules our clients ask about:

Rule	What it says	How Vault helps
UAE VAT records	Keep records for 5 years after the tax period, and records about real estate for 15 years (Federal Tax Authority).	Invoices and contracts stay searchable for as long as you keep them, with the date added.
Saudi Commercial Registration	Confirm the CR every year. 90 days after a missed date, the CR and every licence on it are suspended; fines go up to SAR 50,000 (Commercial Register Law, 2024).	The confirmation date sits on the CR as a field, and the reminder goes out before it.
Scans instead of paper	Whether a scan can replace a paper original depends on the document and who asks for it.	Ask your lawyer. Vault keeps the scan, its date and its history; the paper original stays with you.

بالعربية

Mindcat Vault in Arabic, for Saudi and Emirati offices.

Mindcat Vault with the interface switched to Arabic for a Riyadh user: the documents list headed المستندات with three Riyadh office files, an offer letter, a tax invoice and a commercial registration, menus partly in Arabic and the layout left to right. — A Riyadh user with the screens in Arabic: partly translated today, layout left to right.Real screen, sample data

Mindcat Vault · نظام أرشفة إلكترونية: بحث بالعربية وتنبيه قبل انتهاء الصلاحية

كل رخصة وهوية وعقد إيجار في مكان واحد. تمسح المستند ضوئيًا أو ترفعه، فيقرأ النظام النص العربي والإنجليزي، وتؤرشفه باسم العميل أو العقار أو الموظف، ثم تبحث عنه بأي كلمة فيه.

تظهر في لوحة التحكم كل المستندات التي تنتهي خلال تسعين يومًا، ويصلكم بريد تنبيه قبل تاريخ الانتهاء بثلاثين يومًا. ولكل فرع أو فريق ملفاته التي لا يراها غيره.

نستضيف بياناتك في الإمارات، أو في الرياض أو جدة إذا اخترت نسخة خاصة. تدفع اشتراكًا شهريًا عن كل مستخدم بالدرهم أو الريال، وينخفض السعر مع زيادة عدد المستخدمين. الواجهة معرّبة جزئيًا حاليًا واتجاهها من اليسار إلى اليمين، ونكمل تعريب الشاشات التي يستخدمها فريقك خلال مرحلة الإعداد.

Prices

Price your team: per user, in AED and SAR.

Set how many people sign in and where it should run. Up to 20 users on the shared plan, you start now with the quick-start package; from 21, or on your own servers or cloud, we set it up with you. Every price is also listed in full below.

How many users?

Where should it run?

Shared, hosted by us in the UAEWhere we’d startThe quickest start. Your own separate copy and files on our UAE servers.Your own servers, in the UAE or Saudi ArabiaServers for you alone, in the UAE or in Jeddah or Riyadh. User price × 2.In your own cloud or servers, run by usYour IT team keeps the keys; you pay your cloud bill directly. User price × 2.

Your monthly price

AED 685

SAR 685 · USD 186.52 · about AED 46 per user

Quick start, fixed: AED 2,500
Managed setupAbove 20 users, or your own copy or cloud: AED 4,900
Per-document fees: None

Quick start, set up by us. Your copy, our office template, your CSV import, recorded training and guides in Arabic and English, ticket support. We send the payment link within 24 hours.

Start now

The monthly fee starts on go-live day. Later invoices come 7 days before they are due. Cancel by email at any time; the plan ends with the month already paid. Billing terms

AED and SAR are the same number. 20 GB of storage per user included. Excludes 5% UAE VAT and 15% Saudi VAT. Annual prepay takes 15% off.

The full price list

Every band, option and fee, in writing.

You pay per user per month. A user is anyone who signs in during the month. The price per user drops as your team grows: each band’s price applies only to the users inside that band. There are no per-document or per-page fees.

Users	AED	SAR	USD
1 to 5	59	59	16.07
6 to 20	39	39	10.62
21 to 50	29	29	7.90
51 and up	19	19	5.17

Worked example. An office with 15 users pays 5 × 59 + 10 × 39 = AED 685 a month (SAR 685, USD 186.52). With 40 users it is AED 1,460. With 100 it is AED 2,700. The shared option has a minimum of AED/SAR 449 a month, so a 3-person office pays 449.

Storage. 20 GB per user is included. Above that, AED/SAR 0.50 per GB a month.

How you run it changes the multiplier.

Option	Price	Minimum a month
Shared: your own separate copy on our UAE servers	The user price above	AED/SAR 449 (USD 122.26)
Your own servers, hosted by us in the UAE or Saudi Arabia	User price × 2	AED/SAR 4,399 (USD 1,197.82)
In your own cloud or servers, run by us	User price × 2, and you pay your cloud bill directly	AED/SAR 4,699 (USD 1,279.51)

Two ways to start. Up to 20 users on the shared plan, we set you up on a fixed quick-start package, with no scoping call. From 21 users, and at any size on your own servers or your own cloud, we set it up with you.

Way to start	Who it is for	One-time price	What you get
Quick start (we set it up)	The shared plan, 1 to 20 users	AED/SAR 2,500 (USD 680.74), fixed	Your own copy on our UAE servers with your logo, our office template (labels and document types for trade licences, Emirates IDs, visas, tenancy contracts and title deeds, each with an expiry date), Arabic and English text reading, the expiry list on the dashboard and the reminder emails, your users added from our CSV template, recorded training and guides in Arabic and English, and ticket support. No call and no on-site visit. The go-live date is counted from the day your CSV arrives. We send the payment link within 24 hours. Start now.
Managed	The shared plan from 21 users, and every size on your own servers or your own cloud	Up to 5 users: AED/SAR 2,900 (USD 789.65). 6 to 20: AED/SAR 4,900 (USD 1,334.24). 21 to 50: AED/SAR 9,900 (USD 2,695.71). Above 50: from AED/SAR 19,900, scoped in writing.	One session with your office manager, then setup to a written plan. It covers your branding, Arabic text reading, your labels, document types and fields (expiry date, client, property or employee), the expiry list on the dashboard and the reminder emails, one scanner folder or mailbox, and training. From 6 users it also covers permissions per office or team, a second intake, Word, Excel and email files, and the Arabic screens your team uses. From 21 users it covers moving your existing shared drive in. Extra work is AED/SAR 900 an hour (USD 245.06), or 10 hours for AED/SAR 8,100. Tell us your team size.

Not in the user price. Scanning a paper archive, which we quote separately. Optional Microsoft text reading or an AI provider, if you ask for them, on your own account at cost. Annual prepay takes 15% off. Prices exclude 5% UAE VAT and 15% Saudi VAT.

Compare document management systems

What 15 users cost with each option.

The same office with 15 users, priced from each option’s own published price list. Checked on 10 October 2026. VAT is extra everywhere.

Swipe the table sideways to see every column.

Option	15 users a month	Data in the UAE or KSA	Who sets it up	Source
Excel, WhatsApp and a shared drive	No software bill. The cost is the renewal nobody saw and the file nobody can find.	On staff phones and laptops	Nobody	Your week
Mindcat Vault, shared	AED/SAR 685 (USD 186.52). One-time quick start AED/SAR 2,500, or managed setup AED/SAR 4,900.	Yes. UAE, or your own copy in Jeddah or Riyadh	We do: from your CSV and our office template (quick start), or with you, in Arabic and English (managed). Your team scans and files	This page
Microsoft 365 Business Standard	USD 187.50 (USD 12.50 per user, paid yearly). Includes Office, email and file storage.	Not stated on the plan page	You do: folders, fields and reminders	microsoft.com
M-Files Essentials	USD 975 (USD 65 per seat)	Not stated	Their partners	m-files.com
Laserfiche Professional	USD 1,095 (USD 73 per user, billed yearly, from 5 users). Setup extra.	Not stated	Their partners	laserfiche.com
Mondoir Vault (UAE)	Price on request. Lists a client portal, Arabic screens right to left, and invoicing.	Yes, UAE (stated)	Their team	docsafe.ae
Build it yourself	Servers, a developer to install, update, back up and secure it, and Arabic text reading set up by hand	Wherever you host it	Your developer	Your quote

If your clients need to log in and see their own files, an option with a client portal fits better today. If you already pay for Microsoft 365, keep it for email and Office; Vault holds the scans, the expiry dates and the reminders. Ask each option three questions: where the files sit, who reads the Arabic scans, and how you leave with every file.

How we start

From team size to go-live, with the date in writing.

No demo maze and no annual contract to start. You see the plan and the price before you pay anything.

A setup specialist wearing a headset smiles during a call at a tidy desk on Al Reem Island, Abu Dhabi, an open document box beside her laptop. — The setup session: your document types, your dates, who sees what.Illustrative photo

Today
Up to 20 users: start now
Send the quick-start form. We send the payment link within 24 hours, then the CSV template, the guides and the recorded training in Arabic and English. No call needed.
Within 24 hours
Managed: send your team size
From 21 users, or for your own servers or cloud: how many people sign in, what papers you hold, how they arrive and where it should run. We reply by email within 24 hours.
One session
Managed: one session with your office manager
We list your document types, the dates that matter and who may see what, and test your own Arabic scans. Then you get a written plan, the go-live date and the monthly price in AED or SAR.
Go-live date
Managed: pay the setup and go live
We set up your copy, labels, fields, renewals list and reminder emails, connect your scanner or mailbox, move your existing files in if your plan includes it, and train your team. Then we keep it updated, backed up and watched.
Before you pay
The plan you sign is the promise
The go-live date, the monthly price and what your quick start or setup covers are written into the plan you accept before you pay. If the plan and this page differ, the plan wins. Read our terms.
Your part
What we need from you
Your users in our CSV template by the date we agree, and one named admin on your side who sets the office scanner or phones to upload with our guide. The go-live date counts from the day these arrive.

Why Mindcat

Hosted in the region. Set up and run for you.

01Your files stay in the regionHosted in the UAE, or in Jeddah or Riyadh, or on your own servers, on encrypted disks.

02Arabic checked on your own papersWe switch on Arabic text reading and test it on your scans in setup, before you rely on it.

03Your dates and reminders set up for youExpiry date, client, property or employee fields, the renewals list and the email to your desk. You don’t need a developer.

04Priced per user, in dirhams and riyalsNo per-document or per-page fees, and the price per user falls as you grow.

05Leave with every fileExport every original, every searchable copy and all your labels whenever you want, or move it onto your own servers and keep us as the team that runs it.

06A team in your time zoneOur desks are in Dubai and Kochi. We answer during the Gulf working week.

Where it fits

Your industry and your seat.

FAQ

What offices ask about a document management system.

Can it remind us before a trade licence, Emirates ID or visa expires?: Yes. Each document can carry an expiry date. The dashboard lists what expires in the next 90 days, and a rule labels the document and emails your desk 30 days before the date. You choose the days and who gets the email.
How well does it read Arabic scans?: It depends on the scan. Clean, straight scans read well, including Arabic and English on the same page. Faint, skewed or handwritten pages get some words wrong. We test your own documents during setup so you know before you rely on it.
Are the screens in Arabic?: Partly. Each user can switch the screens to Arabic, and more than half of the text is translated, but the layout runs left to right. We finish the Arabic for the screens your team uses during setup.
Where are our files stored?: In the UAE on the shared option. Your own copy can run in Jeddah or Riyadh, or on your own servers. We store it on encrypted disks and back it up every night.
Can each client or office see only its own files?: Partly. Inside Vault, you choose which people or groups can see or edit each document, so the Riyadh office sees only Riyadh files. There is no client portal or client login: you send a client a link to a file or bundle that stops working on a date you set.
Can we scan from the office scanner or a phone?: Yes. Scanners that save to a network folder send straight into Vault once we set the folder up. Staff can also upload from a phone’s browser or forward attachments to a mailbox Vault reads.
Does it replace Tasheel, Amer, Ejari or Qiwa?: No. Those are where you apply and register. Vault keeps the papers they issue, with their dates, so you know what to renew and can find the copy.
Can we leave with all our files?: Yes. We export every original, every searchable copy and all your labels and fields, and hand them over. You can also move Vault onto your own servers and keep us running it.
Can we start without a call?: Yes, with up to 20 users on the shared plan. Send the quick-start form and we send the payment link within 24 hours, then the CSV template, guides and recorded training in Arabic and English. From 21 users, or on your own servers or cloud, setup starts with one session with your office manager.
What counts as a user?: Anyone who signs in during the month. People who only receive a shared link don’t count.

Setup plan and price

Tell us your team size and the papers you hold.

We reply by email within 24 hours with the setup plan and the monthly price.