The logbook for your business
Every business has information that lives in the wrong place.
The VAT number is on a letter somewhere. The domain renewal date is in an email from three years ago. The insurance policy number is written on a Post-it that moved when you cleared your desk. The login for the trade account you use twice a year is in your head, approximately.
None of this information is complicated. None of it is secret. It just has no fixed home -- so every time you need it, you spend ten minutes finding it instead of ten seconds.
The Business Vault gives every piece of essential business information a fixed home. Fifteen tabs covering everything from insurance renewals to machine settings to the NI number of the person who helps out at busy times.
Rosie Glassey, May 2026
The one feature you need to know
This searches every tab simultaneously. Type any word -- a supplier name, a policy number, a login detail, a contact -- and every matching entry across all fifteen tabs appears instantly.
Search the whole Vault in one go
Type it. Find it. Done.
You will never open five notebooks looking for your VAT number again. You will never spend twenty minutes finding the login for the trade account you use twice a year. You will never wonder which email address you used to register for that platform.
Before you start
The best approach is to work through one tab at a time, with the relevant documents open beside you. Start with the tabs where you know the information off the top of your head -- Key Contacts, Social Media, Bank Accounts -- and work outwards from there.
What you will need
- Insurance documents
- Domain and hosting confirmation emails
- Subscription confirmation emails
- Equipment manuals and purchase receipts
- Any correspondence from HMRC
This is not a one-sitting task -- and it is not meant to be. The Vault is designed to be filled in gradually, as you find information, not all at once from memory.
What is in the Vault
Fifteen tabs covering everything your business needs to reference regularly.
Getting started
Start with the tabs you can fill in from memory or with documents you already have to hand.
This week -- the quick wins
- Start Here -- who to call in an emergency, where the files live. Do this first.
- Key Contacts -- your accountant, solicitor, key suppliers. Ten minutes.
- Social Media -- your platforms and handles. Five minutes.
- Bank Accounts -- partial details only, enough to identify each account. Five minutes.
- Subscriptions -- open your bank statements and work through what is leaving your account. This one will save you money.
This month -- the deeper tabs
Once the quick wins are in place, work through the tabs that need documents beside you.
- Insurance -- get your policy documents out
- Domain Names -- find your registrar confirmation emails
- Equipment -- check purchase receipts and manuals
- Business Registration -- find your HMRC correspondence
Ongoing
Every time you sign up for a new subscription, buy new equipment or take on someone new to help -- add it to the Vault the same day. Two minutes in the moment means you never lose track of it.
The Vault is not a one-off exercise. It is a habit.
Once a year, work through every tab, update what has changed and remove what is no longer relevant.
The calendar reminder habit
For every tab with a renewal or service date, add it to Google Calendar now. It only takes thirty seconds per entry and you only have to do it once.
The Vault shows you dates. Google Calendar reminds you about them. Together they mean nothing renews without you making a conscious decision about it.
Name the event exactly as it appears in the Vault -- "Adobe Creative Cloud renewal £54.99/yr" not just "subscription renewal." When the reminder arrives, you know immediately what you are deciding and what it costs.
What next
The information that was living in your head, a notebook, an old email or nowhere at all now has a fixed home. Searchable, updatable, yours.
Every time you need a policy number, a login, a serial number or a contact -- open the Vault, press Ctrl+Shift+F, type what you are looking for. Done in seconds.
About Rosie Glassey
I have been running Pooil Vaaish Engraving on the Isle of Man for 27 years -- a bespoke commission business where every job is different, every client is someone's something, and I am the person who does all the things.
I built the Business Vault because I spent years keeping this information in too many places at once. Some of it was in my head. Some of it was in a notebook. Some of it was in an email I could never quite find again. None of it was where I wanted it to be when I needed it.
The Vault is the reference library I wish I had had from the start.
Ready to go further?
Just Three Places is the system that keeps every job, every piece of post and every receipt organised and findable -- built and installed for you, ready to use from day one. Available now at introductory pricing for the first 20 installs.