Vaultline
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Solutions

Different professions, the same broken habit

Every firm we work with was, at some point, emailing confidential documents to people outside the organisation and hoping for the best. What differs is the shape of the work — so Vaultline ships templates, roles and retention defaults per vertical.

Accounting & audit

The annual PBC request list, without the spreadsheet-and-reminder-email ritual.

  • Prepared-by-client request lists tracked to completion in one place
  • Client uploads without a Vaultline account or a password
  • Segregated rooms per engagement, with auditor read-only roles
  • Six-year retention applied automatically from sign-off
Illustrative case study

Meridian Audit Partners

Statutory audit · 9 offices · Helsinki, Riga, Vilnius

Before. Each engagement ran on a spreadsheet of outstanding items and a chain of reminder emails. Documents arrived in inboxes, were re-uploaded by hand, and version confusion during fieldwork was routine.

With Vaultline. Every engagement now opens from a PBC template. Clients see only their outstanding items, upload directly into the right folder, and the request list updates itself.

11 → 4 daysaverage PBC request cycle
3,400 hengagement hours saved per year
94%of items received without a chaser

M&A advisory

Data rooms that open in an afternoon and tell you which bidders are actually reading.

  • Deal room templates with a standard due-diligence folder tree
  • Staged disclosure — release schedules as bidders progress
  • Per-bidder engagement reporting on documents and time spent
  • Sealed archive delivered to both sides at completion
Illustrative case study

Harbour Lane Advisory

Mid-market M&A · 40+ deals a year · Amsterdam

Before. Setting up a data room was a three-day job of folder building and permission checking, and the team was reluctant to release sensitive schedules early because access could not be narrowed convincingly.

With Vaultline. Deal rooms are created from a template through the API when a mandate is signed. Sensitive schedules sit behind a second permission tier released per bidder.

3 days → 4 hoursdata room setup
28%more bidder engagement signal
100%of deals closed with a sealed archive

Healthcare administration

Referral packs, contracts and supplier documentation handled under a defensible retention rule.

  • Administrative and contractual documents, not clinical record systems
  • Special-category data handled on documented lawful bases
  • Data subject access requests answered from a single searchable index
  • Automatic disposal with a certificate for the records team
Illustrative case study

Nordvik Health

Regional care group · 3,100 staff · Bergen

Before. Referral and contracting documents lived across mailboxes and a network share. Responding to a subject access request meant searching several systems, and nobody could evidence that material had been disposed of on schedule.

With Vaultline. Administrative documents are exchanged in rooms scoped by service line, with retention rules mapped to the group's records schedule.

21 → 6 daysaverage DSAR response
100%of packs inside a retention rule
2,700documents disposed with certificate in year one

Construction tendering

Distribute a 1,200-file tender pack to thirty bidders and prove every one of them got the addendum.

  • Large drawing and model files without mailbox or FTP limits
  • Sealed rooms that unlock at the tender open time
  • Addendum acknowledgement tracked per bidder
  • Post-award archive of exactly what each bidder was issued
Illustrative case study

Baltic Construct Group

Civil and infrastructure contracting · Tallinn and Riga

Before. Tender packs went out on FTP with a password circulated by phone. Addenda were emailed, acknowledgements were inconsistent, and a disputed award turned on what a bidder had actually been sent.

With Vaultline. Each lot is a sealed room that opens at the advertised time. Addenda are issued to all bidders at once and acknowledgement is recorded per firm.

34bidders served on the largest lot
1,200+files per pack, no FTP
100%addendum acknowledgement evidenced

Not on the list?

Insurance brokers, notaries, recruitment firms, architecture practices and family offices all run on the same primitives: a room, a permission tier, an expiry and a log. Tell us how your matters are structured and we will show you the template that fits.

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Ready to stop sending attachments?

Talk to our team about a workspace for your firm, or start with a 14-day evaluation on the Team plan.

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