Frequently asked questions

When you upload a certificate PDF, Verivoo extracts the document text and analyses it for the certificate type (ISO 9001, HACCP, insurance and more), the issue date and the expiration date. Every extraction gets a confidence score, and suspicious files, invoices, delivery notes, empty scans, are flagged. The analysis runs on the document only; nothing is used to train models or shared outside your workspace.

The scanner looks for labelled dates such as “valid until”, “gültig bis” or “expiry date” and interprets them in context. If a document carries several dates, the most plausible expiration date wins. When no reliable date is found, the certificate is marked “Needs review” so your team can set the date manually, extracted values can always be corrected with one click, and your manual value then takes precedence.

Verivoo sends automated reminders before a certificate expires, by default 90, 60, 30 and 7 days in advance; admins can configure the stages. Each email names the certificate and expiry date, attaches the current PDF and contains a secure upload link. Reminders go to the responsible team member, or to the supplier contact if nobody is assigned. Expired certificates trigger one final notice.

Yes. Every reminder contains a personal upload link for exactly one certificate. The supplier opens it in the browser, drops in the renewed PDF, no account or login required, and Verivoo files the new version automatically, archives the previous one in the history, and re-runs the date extraction.

Certificates are stored encrypted and are only accessible to authenticated members of your workspace. Roles (Admin, Manager, Viewer) limit who can change data, sessions expire after 24 hours, and SMS-based two-factor authentication can be enabled per user. Every change is recorded in the audit trail, and previous certificate versions are never deleted.

The 14-day trial includes the full Professional feature set with no credit card required. When it ends, you pick a plan in Settings → Subscription. Your data stays untouched either way, if you decide not to continue, you can export everything to Excel first.

Yes. Settings-free Excel import is built in: download the template, paste your suppliers and certificates, and Verivoo validates every row with clear error messages before anything is written. Existing suppliers are matched by name so you do not get duplicates.

Only workspace admins. Managers run the day-to-day work with suppliers, certificates and reminders; viewers have read-only access for auditors or colleagues who just need visibility.

Yes, Settings → Subscription → Cancel. Your access continues until the end of the paid period and your data remains exportable for 30 days afterwards. You can also resume a canceled subscription with one click before the period ends.

In ISO 27001 certified data centres in the European Union, with encrypted storage and daily backups. Verivoo is operated from Zürich, Switzerland under Swiss and EU data protection law.