Your paperwork, found and filed.
KeyFile reads the email accounts you already use, finds every receipt, bill, statement and certificate, works out whose it is and which property it belongs to, and files it with a name you can understand. Nothing to forward, nothing to photograph.
Gmail and OutlookGoogle Drive and OneDriveNever sends or deletes
See the whole thing in 80 seconds
Four inboxes, three names on the deeds and an accountant waiting for receipts. This is what KeyFile does with them.
What it does every day, without being asked
-
Find
Every Gmail and Outlook account you use. Receipts, invoices, bills, statements and certificates, including the ones hidden in PDF attachments and long reply chains.
-
File
By legal owner (you, your company, a family member) and by property, with a clear name: date, type, supplier, detail, property. Into your own Google Drive or KeyFile's encrypted vault. If you want, it files the emails into matching folders too.
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Remind
Gas safety, EICR, EPC, licences and insurance are tracked from the documents themselves, with reminders in your calendar or Todoist before they expire. Any email can become a reminder or a task.
Files everywhere? It rebuilds the lot
Point KeyFile at a Google Drive, OneDrive or any folder built up over years. It proposes one tidy structure from what it finds, shows you the plan, and rebuilds it in minutes once you approve.
- Nothing is ever deleted
- Duplicates are flagged, not removed
- Every move is logged
- The whole run can be undone
- Scans / New folder (3) / IMG_4471.pdf
- Downloads / gas cert flat2 FINAL v2.pdf
- Desktop stuff / insurance?? / policy.pdf
- Shared / Paul / misc / statement (1).pdf
- Downloads / invoice (2).pdf
- Old laptop / 2024 / EICR woodstock.pdf
- Copy of Copy of mortgage.pdf
- To sort / To sort / receipts.zip
- Airprop Ltd
- Flat 2
- 03 Repairs and Maintenance
- 2026-09-14 Invoice, Mike's Plumbing, leaking tap, Flat 2.pdf
- 05 Compliance and Certificates
- 2026-10-08 Gas Safety Certificate, Corgi Homeplan, Flat 2.pdf
- S. Patel, personal
- Woodstock
- 02 Finance / 2026-09-30 Mortgage Statement, Nationwide, Q3, Woodstock.pdf
- 05 Compliance and Certificates / 2024-11-02 EICR, Spark Electrical, Woodstock.pdf
An example Drive. KeyFile has already rebuilt the Drives of two real businesses this way.
It never guesses.
When KeyFile is not certain which property or owner a document belongs to, it does not file it. It asks you. One tap settles it, and your answer becomes a rule, so the list gets shorter every week. Try it.
Three answers, three new rules. Next time these file themselves.
The register your accountant has been asking for
Every filed document becomes a row in a living register per owner and tax year, with a link that opens the document. Your accountant sees it the moment you grant access, and only while that access is live.
| Date | Document | Amount |
|---|---|---|
| Total this year | ||
- Every client who has granted access, in one list
- Totals by owner, tax year and HMRC property pages category
- Missing receipts matched against the bank, by owner
- Certificates and expiry dates across every property
- CSV and Excel export per owner per tax year
- Nothing to install and nothing to chase
Not just for landlords
Anyone whose paperwork arrives by email and ends up scattered can hand it to KeyFile.
Accountancy firms
Every client's records arrive named, filed and complete, so year end starts with a register instead of a carrier bag.
Households
Bills, warranties, insurance and school letters filed for the whole family, with renewals in the shared calendar.
Multi site businesses
Gyms, shops and franchises get supplier invoices filed by site, ready for the bookkeeper.
Executors
An estate's accounts, policies and letters gathered from one inbox into a clear record for probate.
Built for the most sensitive data you have
- Never sends or deletes
- KeyFile cannot send or delete a message. It moves emails into folders only if you switch that on, and every move can be undone.
- Tokens encrypted at rest
- Every mailbox connection is encrypted with a key made for your account alone. A database leak on its own opens nothing.
- Each customer kept apart
- Your data is walled off from every other customer's. An accountant sees a client only while that client's access is live.
- Email text never stored
- Messages are read to find documents, then discarded. Logs hold reference numbers, never subjects, senders or file names.
- Your Drive or our vault
- Documents go into your own Google Drive folder or into KeyFile's encrypted storage. You choose.
- Checked before launch
- ICO registration, Google verification and an independent security test are completed before KeyFile opens to the public, then repeated every year. Your accountant gets a data processing agreement.
Free for landlords in the pilot
KeyFile is running a six month pilot with accountancy firms and their landlord clients. The firm picks the clients, each one connects their inboxes on a short call, and the firm sees every register from day one.