The Vault: your Documents section

What the Vault is

The Vault is where every document you send Verinode lands, gets read, and turns into something useful. Invoices, certificates of insurance, estimates, carrier scorecards, payment notices, job exports, team rosters, financial statements: whatever you forward, upload, paste, photograph, or dictate flows in here first. Verinode reads it, extracts what it can, links it to the vendor, client, or job it belongs to, and feeds the result into the signals that power your benchmarks and decisions elsewhere on the platform.

This section used to be called Documents. It's still the same data, the same extraction pipeline, and the same route redirect if you have /documents bookmarked, it forwards straight to /data. The rename to Vault reflects what the section actually is: not a filing cabinet, but the trust boundary where your raw paperwork is read, encrypted, and turned into structured intelligence, without ever being sold or exposed to a carrier.

Verinode doesn't create records for you to fill in by hand. Data appears as it flows in from the channels you connect, email forwarding, uploads, photos, paste, or voice, and you review and correct anything Verinode wasn't sure about. You always decide what gets kept, corrected, or removed.

Where to find it

Open Vault from the sidebar. The route is /data (a redirect exists from the old /documents path, so old links and bookmarks still work). The page header reads Vault with a folder-style icon, and an Add Data button sits in the top right, your entry point for sending anything in on the spot.

A small pill reading Encrypted by your Vault Key is pinned to the top right of the page at all times. For most people on the account this is a static trust indicator: hovering it explains that your data is encrypted and your account holder holds the recovery Vault Key. If you're the account holder (the billing contact), the pill is clickable and opens a re-auth modal where you can confirm your password and reveal the key, the same flow available from Settings.

The Vault home layout

The home screen is three stacked rows: a hero panel, six Explore tiles, and a row of your most recent uploads.

The Vault hero

The top-left of the hero panel reads What Verinode Is Tracking, followed by a large, animated count of your total documents captured. Next to it, when you have at least one document, a colored pill shows your extraction completeness: the percentage of extractable fields Verinode has actually captured across your documents, not the AI's self-reported confidence. The pill is green at 80% or higher, amber from 40 to 79%, and red below 40%.

Underneath, one line of text adapts to your state:

• No documents yet: "Connect a channel, email, uploads, voice, or photo, and your vault starts filling."
• Documents need attention: "N document(s) need a quick review to unlock more signals."
• Documents still processing: "N document(s) still processing, signals fire as soon as they land."
• Otherwise: "Feeds every section of your business, vendors, clients, jobs, equipment, team, certifications, and more."

Two secondary tiles sit to the right of the hero number:

• Signals Fed: how many documents have triggered platform intelligence, i.e. produced at least one downstream signal. This number turns copper (the "Expand" accent) once it's above zero.
• Needs Review: how many entities (a vendor, carrier, or job Verinode couldn't confidently match) are waiting on you to confirm. Reads "all matched" when it's zero, and highlights in the "Analyse" accent color when it's not.

At the foot of the hero panel, a lock icon and a single sentence state Verinode's trust commitment plainly: "Your data is yours. Encrypted under a key scoped to you, never sold, and only our audited systems ever touch it." That's not marketing copy, it's the literal, canonical wording Verinode uses everywhere the Vault Key comes up: onboarding, Settings, and your Verinode Membership document.

Explore

Six tiles, each one a door into a specific slice of the Vault. Clicking any of them opens the same four-tab detail view (covered below), landing on the matching tab.

• Uploads: total document count. The subtitle reads "N Need Review" if anything is flagged, otherwise "N Pending" if anything is still processing, otherwise "Documents Captured." Below the number, a small segmented bar shows the mix: how many documents fed a signal (green), how many need review (amber), and how many are still pending (neutral).
• Tracking: the count of distinct vendors, clients, and jobs Verinode is actively tracking documents for. The tile's accent and subtitle track your average extraction completeness across those entities: green and "N% Avg Completeness" at 80% or above, amber for 40 to 79%, red below 40%, or violet with "Add Data To Unlock" if there's nothing to average yet. A gauge below the number visualizes that percentage against the same 40/80 thresholds.
• Playlist: how many videos or podcasts you've queued from the feed. Reads "N Unlistened" if any are still unplayed, "Queued For Later" if you've cleared the queue, or "Save Audio From The Feed" if it's empty. A dot grid shows the queue with unlistened items flagged.
• Reading: your saved-articles queue, same pattern: "N Unread," "Queued To Read," or "Save Articles From The Feed," with a ring showing what percentage of the list you've already read.
• Saved: anything you've bookmarked from any card on the platform. Just a count, "Bookmarked Items" or "Bookmark From Any Card" when empty, no chart, bookmarks don't have a read state to track.
• Notifications: shows your unread count (or your total if nothing's unread). Reads "Unread," with "· N Scheduled" appended if anything is queued to send later, "All Caught Up" once you're through everything, or "Alerts Land Here" if your inbox is empty. A segmented bar splits unread, scheduled, and read.

Recent uploads

The last row shows up to eight of your most recently processed documents as tiles, newest first. Each tile shows the document type as its label (for example "invoice" or "certificate"), the vendor, client, or job it's tied to as its headline, the extracted dollar amount underneath (or a placeholder if none was captured), and how long ago it was processed. If the document produced any signals, a copper "N signal(s)" note appears next to the timestamp. A small completeness badge in the corner colors green, amber, or red the same way the hero pill does. Clicking a tile opens the Uploads tab with that document's row already expanded to its extraction detail.

Tile accent colors follow the entity it's linked to: teal for vendor documents, steel blue for client (carrier or TPA) documents, copper for job-related documents.

Empty state. With no documents yet, this row reads: "Recent captures appear here as documents flow in. Forward an email, upload a file, or paste a job export, the latest 8 land in this row."

Add Data: the ways data gets in

The Add Data button in the header (keyboard shortcut Cmd+U / Ctrl+U on any page in the platform) opens the same capture modal everywhere: upload a file, snap a photo, paste text, record voice, or forward an email. There's no separate "Add vendor document" versus "Add job document," one button, one modal, and Verinode figures out where the document belongs from what's in it.

The fastest way to keep the Vault full without lifting a finger is setting up email forwarding: point your vendor invoices, COIs, and carrier scorecards at your Verinode intelligence address and they land here automatically. Inside the Uploads tab, a prompt to set this up appears any time you have fewer than five documents on file. Full setup steps live in Connecting your data and Forwarding documents.

1. 1Click Add Data (or press Cmd+U / Ctrl+U) from anywhere in the platform.
2. 2Pick a channel: upload, photo, paste, voice, or forward an email to your intelligence address.
3. 3Verinode reads the document, extracts what it can, and tries to match it to a vendor, client, or job.
4. 4If a match is uncertain, the document lands in Uploads flagged Needs Review, confirm or correct it with a couple of clicks.
5. 5Extracted values become signals: the inputs behind your benchmarks, findings, and decisions elsewhere on the platform.

Inside the Vault: the four-tab detail view

Clicking any Explore tile, or any Recent uploads tile, opens a full-screen detail view with four tabs: Uploads, Tracking, Lists, Notifications. Swipe or click between them; each is its own filterable table.

Uploads

The full document log. A search box filters by vendor, carrier, job, or document type. Two dropdowns narrow the list further: All buckets (with Vendors, Clients, Jobs counts alongside), and All types, listing every document type present in your account, humanized (for example "Carrier Scorecard" instead of the raw label).

The table columns:

• A checkbox column for bulk selection.
• Source: the vendor, carrier, or job name, linked out to its own section, with the bucket (Vendor, Client, Job) printed underneath. Documents Verinode couldn't tie to any entity fall back to a label built from the document type or the folder you filed it under.
• Type: a pill with the humanized document type.
• Amount: the extracted dollar total, right-aligned, or a dash when nothing was captured.
• Processed: the date the document was parsed.
• Signals: how many platform signals cite this document as their source. A number here is a live link to Signals; a dash means the document hasn't triggered any yet.
• Status: Processed (green dot), Pending (amber dot), or Failed (red dot). If Verinode produced an extraction receipt for the document, a colored completeness badge sits next to the status, click it to expand what was read.
• Row actions: view the original file, edit the extracted fields, or remove the document (with a confirmation step: "Remove this document? This will also remove any signals sourced from it. This cannot be undone.").

Two extra badges show up when relevant. A Needs Review badge ("Assign vendor," "Assign carrier," or "Assign job") appears on documents Verinode auto-created a stub for, or couldn't match at all, click it to search your existing vendors, carriers, or jobs (plus Verinode's own catalog for vendors and carriers) and assign the document correctly, or confirm it really is a new vendor. A currency conversion badge appears on any document billed in a foreign currency, showing the converted USD estimate with a Confirm button until you approve it.

Clicking the completeness badge (rather than a Needs Review badge) opens a plain-language review panel: "What we read from this document," a list of the fields Verinode captured, and, if anything came through incomplete, a nudge to either Edit fields (opens the correction form: document type, amount, period start/end, document date, reference number) or Re-run extraction if you've since replaced the source file.

Select multiple rows and a floating bar appears at the bottom of the screen letting you remove them all at once.

Empty state. With no documents matching your filters (or none at all), the table is replaced by a message describing how your document intelligence builds as files flow in. When you have fewer than five documents total, a card above the table prompts you to set up email forwarding.

Tracking

One row per vendor, client, or job Verinode has documents for, the "what does Verinode actually know about me" view. Filter by entity type (Vendors, Clients, Jobs) and by completeness band: High (80% or above), Medium (40 to 79%), Low (under 40%), or No receipt.

Columns: the entity name (linked to its own page, tagged Needs Review if it's still an unconfirmed match), its type, how many documents it has, a completeness pill, how many distinct fields have been captured across all its documents, how many signals those documents fed, and when it last updated. Click any row to expand a chip list of every field Verinode has captured for that entity, in plain language (for example "Total Amount," "Period Start"), so there's no black box between the document you sent and what Verinode read from it.

Empty state. With nothing tracked yet: "Tracking fills as documents flow in and Verinode extracts fields," alongside three notes on how the rollup works: each document is parsed by capability, captured fields stack up per vendor, client, or job, and clicking a row shows exactly what's tracked. Filtered to nothing: "No entities match these filters."

Lists

Everything you've saved from the feed while browsing the platform: your Playlist (video and podcast saves), Reading list (articles), and Saved bookmarks, combined into one table. Filter by list type or by read state (unread/read). Each row shows a thumbnail (or an initial-letter placeholder), the title (linked out if it has a source URL, with the source name underneath), which list it's in, its media type, when it was added, and quick actions to mark it read, open it, or remove it.

Empty state. "Lists fill as you save items from the feed," with the three ways things land here: watch a video and it lands in your Playlist, save an article and it lands in your Reading List, bookmark anything and it lands in Saved.

Notifications

Your full alert inbox, every notification Verinode has sent you, read or not. Filter by state (Unread, Read, Scheduled, Dismissed) and by category. Each row shows the notification's title and body preview (linked out if it points somewhere), its category, its current state as a colored pill, which channel it went out on (in-app, email, or both), and when it fired (or, for scheduled items, a countdown like "in 3h"). Mark as read, jump to the linked page, or dismiss it from the row.

Empty state. "Notifications appear as Verinode flags things worth your attention," with three examples: decision reminders fire when a step is due, survey responses ping you when a teammate replies, and scheduled emails queue here before they go out.

How the Vault feeds benchmarks and signals

Every document that lands in the Vault goes through the same pipeline: Verinode's extraction agents read it, produce a receipt of exactly which fields they found, and try to match it to the vendor, client, or job it belongs to. The completeness score you see throughout this section, on the hero pill, the Uploads badges, and the Tracking rows, is that receipt's own honesty check: the share of extractable fields Verinode actually captured, never the model's self-reported confidence in its own answer.

Once a document is matched and its fields extracted, those values become signals, the raw material behind the peer benchmarks, findings, and decisions surfaced elsewhere on the platform. The Signals count you see on a document row, and the Signals Fed total on the hero, is a direct count of how many of those downstream signals trace back to that piece of paperwork. A document sitting at 0 signals hasn't yet contributed anything Verinode acted on; a document flagged Needs Review can't feed anything until you confirm which entity it belongs to.

That's the practical reason to clear the Needs Review queue quickly: an unmatched vendor invoice or an unlinked carrier scorecard is real data sitting idle. Confirming the match in the Uploads tab is usually a two-click job, search, select, done, and it's the fastest way to raise your completeness numbers and unlock more of what Verinode can tell you about your own business in Understanding your margin, on your benchmarks, and inside the decision workspace.

As an independent data trust, Verinode never sells your raw documents, or the values extracted from them, to carriers or anyone else. Your figures stay in a database scoped to your account, encrypted under your Vault Key, and only contribute to the peer benchmark layer in anonymized, aggregated form. See Clients and carriers for how carrier and client relationships specifically flow through from documents into your intelligence.

Data sources