Not every matter ends with one reply. Letters can keep arriving for weeks, someone calls back, or another document is still missing. Aktenverwaltung is for people who look after these matters themselves – in their personal lives, in their own business or on behalf of their clients.
The following use cases show a selection of what is possible. Aktenverwaltung is not limited to these topics or professions. You can also use it to manage many other personal, professional or volunteer matters – wherever documents, correspondence, notes and tasks belong to the same matter.
You do not need a job involving case files to need one yourself. A single dispute, application or ongoing enquiry can produce more paperwork than a downloads folder can comfortably handle. Aktenverwaltung gives that particular matter its own place until it is resolved.
The notice arrives by post, a photo is on your phone and one question was clarified over the telephone. Keep those documents and your call note in one case file. Add any date you need to observe. If another letter arrives later, it belongs to the same matter.
After a claim, you submit photos, a repair estimate and additional details. Weeks later, someone asks for a document you have already sent. Keep the documents in the case file and note what you sent or discussed with the insurer, and when.
The retailer refers you to the manufacturer, who asks for the receipt. Collect the proof of purchase, photos of the fault and previous correspondence in one case file. You can also record a promised response as a task rather than relying on your memory of the last call.
Perhaps you are helping a relative with an application or handling correspondence for a move. Separate case files keep the matters distinct. Later, you can check which documents are already available and which question still needs an answer.
Alongside your main work, some matters need attention for weeks: a client has not paid, the tax office asks for evidence, or an authority has follow-up questions. Aktenverwaltung helps you retain the history behind a job or a letter, rather than just the most recently saved PDF.
Save the order, invoice and payment reminder you have already sent in one case file. Does the client promise a payment date over the phone? Record it in a note and add a task to check. If the matter continues, you will not have to reconstruct earlier agreements.
An enquiry concerns several receipts and earlier information. Bring the request, relevant documents and a copy of your reply into one case file. After submission, you can also save the confirmation. Filing itself still takes place through the appropriate official channel.
You have submitted an application, received a follow-up question and are waiting for one more document. Collect the application, confirmations and correspondence in the case file. Use tasks to record what you still need to obtain or answer, even while your first client jobs are under way.
The app helps organise these matters. It does not monitor incoming payments, run automated debt collection or replace accounting or tax advice.
A client matter involves more than the documents on file: it also matters what has been discussed and what needs to happen next. Aktenverwaltung can hold that information by matter, with a dedicated case file, contact details, reference numbers, documents and a record of the work.
Create a separate case file, record contact details and add your reference number and, where needed, the other party’s reference. Add the initial account and supplied documents. Your record then starts before you write your own first letter.
Your client calls with new information and a letter from the other side arrives later. Add a conversation note and assign the document to the case file. Related tasks stay with the matter, giving you the same context when you return to it.
Before the next conversation, review the documents, the latest agreements and outstanding questions in the case file. Add the outcome afterwards. This can be especially useful when some time has passed between two stages of work.
Before professional use, assess suitability for your organisational and data-protection requirements. The app does not replace specialist legal practice systems or independent deadline checks.
Looking after a home or property involves ongoing records as well as individual matters: reported damage, a repair or a handover. Keep these matters separate rather than losing them among old statements and general property documents.
Collect the report, photos, the contractor’s quote and repair arrangements in one case file. Add a callback or inspection as a task. Later, you can check exactly what was documented about this particular defect.
Keep the handover record, photos and subsequent enquiries in the same case file. Record anything still needing clarification there. That makes it easier to distinguish the documents for the handover and the points that remain open.
Voluntary work also creates matters where you later need to know who promised what and where the documents are. Aktenverwaltung can support your own area of responsibility, such as an event or a funding application you handle for an association.
Keep venue quotes, confirmations and your notes of agreements in one case file. Add outstanding questions and your own tasks. After the event, the related receipts can stay with the same matter.
Keep the application, decision and documents for later reporting together. If questions arise, you can refer back to the previous correspondence. The funding body’s own requirements still determine which evidence you need.
When you do not want to start searching or reconstructing events every time you return to a matter. A case file is more than another document folder: it also keeps your notes, tasks and next steps tied to that particular issue.
These examples refer to managing your own case files, not joint online work with other people. Optional iCloud sync connects your own devices.