Can it track renewals for hundreds of client companies?

Yes. Each document carries its client and expiry date, the dashboard lists everything expiring in the next 90 days across all clients, and the desk gets an email 30 days before each date.

Does it renew licences or connect to Tasheel, Amer or Qiwa?

No. You still apply through those services. Vault keeps the papers they issue, with their dates, so nothing is renewed late and every copy can be found.

Can my clients log in and see their own papers?

Not today. There is no client portal or client login. You can send a link to a file or a bundle that stops working on a date you set.

Does it read Arabic on scanned licences and IDs?

Yes, once we switch it on during setup. Clean scans read well; faint or skewed ones get some words wrong, so we test your own papers first.

Can our Saudi client files stay in the Kingdom?

Yes. Your own copy runs in Jeddah or Riyadh, or on your own servers. The shared option runs in the UAE.

What counts as a user?

Anyone at your firm who signs in during the month. Clients who only receive a shared link don’t count.

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

Industries · PRO and typing centres

Every client’s licences, IDs and visas in one place, with the renewals list on Monday morning.

For PRO, typing and corporate services firms in Karama, Al Qusais, Sharjah and Musaffah, and general-services offices in Riyadh and Jeddah, with 3 to 30 staff. Mindcat Vault reads every scan in Arabic and English, files it to the client with its expiry date, lists what expires in the next 90 days, and emails your desk 30 days before each date. Hosted in the UAE or the Kingdom, from AED/SAR 59 per user a month.

Tell us your team size See Mindcat Vault

Typing centre software Mindcat Vault: the dashboard list Expiring in the next 90 days with a developer NOC for Villa 22, a trade licence for Sahel Coffee Trading, a tenancy contract for Villa 14 JVC, a commercial registration for Najd Fit-out and a residence visa record, each with its client and expiry date. — The renewals list: an NOC, a trade licence, a tenancy contract, a Saudi CR and a visa, each with its date.Real screen, sample data

Where a PRO desk loses time and clients

Four things that cost a PRO firm fines, hours or a client.

An office manager in a Karama office searches a crammed metal cabinet of ring binders while holding his phone, a colleague flipping through photocopies behind him. — A Karama office at 5 pm: the licence copy is in one of these binders, or on someone’s phone.Illustrative photo

01Renewals in a spreadsheetHundreds of trade licences, Emirates IDs, visas and labour cards, with dates in an Excel file one officer keeps. When he leaves, so does the list.

02The Saudi CR confirmationEvery Commercial Registration must be confirmed once a year. 90 days after a missed date, the CR and every licence on it are suspended, with fines up to SAR 50,000 (Commercial Register Law, 2024). Your client blames the office that handles their papers.

03Client papers on WhatsAppPassports, Emirates IDs and tenancy contracts arrive as chat photos and sit on staff phones, mixed between clients.

04“Send me last year’s licence”A client needs an old copy for the bank. Someone opens every folder on the shared drive until it turns up.

How one client file moves

From the counter to the renewal, on the client’s file.

A trade licence for Sahel Coffee Trading in Al Quoz, expiring on 15 November.

01ClerkScans it at the counterTo the office scanner’s Vault folder, or drops the PDF on the dashboard.On: Upload
02ClerkFiles it to the clientClient Sahel Coffee Trading, type Trade licence, expiry 15 November, client file PRO-1102. The Arabic and English text is read and kept.On: Document details
03PRO managerSees it on the renewals listEvery licence, ID and visa expiring in the next 90 days, across all clients, on the dashboard.On: Dashboard
04PRO deskGets the email on 16 October30 days before, the licence is labelled Expiring soon and the desk is emailed. The renewal is booked.On: Email
05PRO officerPulls the copy at the counterSearches “Sahel” on the phone at the government service centre.On: Phone

Arabic text reading, the scanner folder and the reminder email are set up for you during setup. Everything else works on day one.

Tell us your team size

Real screens

Typing centre software on the screens your desk opens.

Captured from our own running copy with invented sample documents, each marked SAMPLE. Names and numbers are not real.

“Renewals depend on one person remembering.”
A reminder 30 days before each date
A rule on the expiry date field labels the document Expiring soon and emails your desk. Change the days or who gets it.
Used by
PRO desk
On screen
The rule “Expiry reminder, 30 days before” at −30 days on the Expiry date field.
Reminder rule: set once, runs for every client.
“We hold papers for 400 companies.”
Filed by client, with the date on it
Client, document type, labels, expiry date and your client file number on every document.
Used by
Clerks, PRO manager
On screen
A sample trade licence for Sahel Coffee Trading, expiry 15 November 2026, client file PRO-1102.
Details: the client and the expiry date on the licence.
“The old copy is somewhere on the drive.”
Search by name, in Arabic or English
Type a client name, a licence number or an Arabic family name and get every document with it.
Used by
Everyone at the desk
On screen
A search for الكتبي returns four sample documents for one villa sale.
Search: one name, every file it appears in.
“I need the copy while I’m at the service centre.”
On the PRO officer’s phone
The renewals list, search and each document in the phone’s browser. Nothing to install.
Used by
PRO officers
On screen
The dashboard, a search for “trade licence” and a tenancy contract at phone size.
On the phone: the copy at the counter.

Tell us your team size

Three PRO desks, before and after

Karama, Sharjah and Riyadh.

Invented firms in real districts.

01An 8-person typing centre in Al KaramaBefore: the owner checks a spreadsheet of 400 client licences every Sunday and still misses one. After: the renewals list is on the dashboard, and the desk gets an email 30 days before each date.

02A corporate services firm in SharjahBefore: a client asks for last year’s tenancy contract for the bank, and two clerks search the shared drive for an hour. After: typing the landlord’s Arabic name finds it, and a link that expires in seven days goes to the bank.

03A general-services office in Al Malaz, RiyadhBefore: CR confirmation dates for 120 client companies live in a notebook. After: each CR carries its confirmation date, the office gets an email before it, and the files stay on servers in the Kingdom.

Ready today, added during setup, or not yet

What a PRO desk gets on day one.

01Expiry dates, renewals list, search, permissionsToday.

02Arabic text on scansToday, switched on during setup and tested on your own documents. Faint scans get some words wrong.

03Reminder emailsToday, once we connect your mail during setup.

04Arabic screensPartly: more than half translated, layout left to right. We finish the screens your team uses during setup.

05Clients logging in to see their filesNot today: no client portal or client login. Send a link that expires on a date you set.

06Hijri dates, WhatsApp, UAE PASSNot today. Use the Gregorian date printed on iqamas and CRs.

07Data in the KingdomToday on your own copy in Jeddah or Riyadh; the shared option runs in the UAE.

بالعربية

For general-services offices in the Kingdom, in Arabic.

لمكاتب الخدمات العامة والتعقيب في الرياض وجدة

السجلات التجارية والإقامات والرخص والعقود لكل عملائك في مكان واحد. تمسح المستند ضوئيًا، فيقرأ النظام النص العربي والإنجليزي، وتؤرشفه باسم العميل مع تاريخ الانتهاء.

قبل ثلاثين يومًا من انتهاء أي مستند يصلك بريد تنبيه، بما في ذلك موعد التأكيد السنوي لبيانات السجل التجاري. وتظهر في لوحة التحكم كل المستندات التي تنتهي خلال تسعين يومًا. تُحفظ بياناتك داخل المملكة في نسختك الخاصة، والاشتراك لكل مستخدم بالريال.

What it costs

Per user, in dirhams or riyals, falling as you grow.

AED/SAR 59 per user for the first 5, 39 for users 6 to 20, 29 for 21 to 50 and 19 above that, with a minimum of 449 a month. A 10-person typing centre pays 5 × 59 + 5 × 39 = AED 490 a month on the shared option, plus a one-time setup of AED 4,900. No per-document fees. Your own copy in the UAE, Jeddah or Riyadh is twice the user price.

FAQ

What PRO firm owners ask first.

Can it track renewals for hundreds of client companies?: Yes. Each document carries its client and expiry date, the dashboard lists everything expiring in the next 90 days across all clients, and the desk gets an email 30 days before each date.
Does it renew licences or connect to Tasheel, Amer or Qiwa?: No. You still apply through those services. Vault keeps the papers they issue, with their dates, so nothing is renewed late and every copy can be found.
Can my clients log in and see their own papers?: Not today. There is no client portal or client login. You can send a link to a file or a bundle that stops working on a date you set.
Does it read Arabic on scanned licences and IDs?: Yes, once we switch it on during setup. Clean scans read well; faint or skewed ones get some words wrong, so we test your own papers first.
Can our Saudi client files stay in the Kingdom?: Yes. Your own copy runs in Jeddah or Riyadh, or on your own servers. The shared option runs in the UAE.
What counts as a user?: Anyone at your firm who signs in during the month. Clients who only receive a shared link don’t count.

The brief · one email

Tell us your team size and how many clients’ papers you hold.

The honest no: if the work is a software factory with a named delivery date, we are the wrong partner.