Veltis Gestão
Deadline system used by the Veltis team
Who does what, and by when, for every obligation your company has.
Veltis Gestão is the system the Veltis team uses to manage each client's deadlines. Each of your company's obligations is registered with an assignee, a deadline and follow-up, with no reliance on spreadsheets or memory.
Veltis Gestão, screen by screen
Illustrative interfaceWhat it solves
Where deadlines tend to get lost
Your company has obligations that fall due every month. When they live in spreadsheets and in the memory of whoever handles them, a delay only shows up when someone asks about it.
The same spreadsheet rebuilt every month
Each obligation is registered once, with its frequency and due date. In the following months, nobody has to build the list again.
The delay that only surfaces when you chase it
At Veltis, the manager opens the Overview and sees, company by company, what is overdue and by how many days.
No one knows who was supposed to do it
Each task is created with the owner that the activity model defines. The analyst sees what is theirs, the coordinator sees the companies they manage and the partner sees the whole operation.
The screens
The four screens the team uses every day
What the Veltis team sees every day: the task list, the manager's Overview, the details of each delivery and the Deadline calendar.
All tasks for the companies served, with deadline, owner and status.
What the screen shows
- Total, pending, completed and overdue at the top; each card filters the list.
- Three views: list, by company with the percentage completed, and Kanban board.
- Each task shows the company, area, priority, owner, deadline and checklist steps.
What you can do
- Change status, priority, owner and deadline directly on the card (Administrator and Manager).
- Select multiple tasks and change status and priority, lock or delete them all at once.
- Export tasks to an Excel spreadsheet.
Veltis Gestão, screen by screen
Illustrative interfaceThe manager's dashboard: what is overdue, what is coming due and who is carrying the workload.
What the screen shows
- Tasks for the period: completed, in progress, pending and overdue, with the change from the previous month.
- Progress by status, on-time deliveries and average completion time.
- Companies with the most delays and each owner's workload.
What you can do
- Click a metric to open the task list already filtered.
- Filter by period, manager, status and area.
- Open the Reports tab, with productivity by owner, and export to a spreadsheet.
Veltis Gestão, screen by screen
Illustrative interfaceEverything that matters about a delivery, on one screen.
What the screen shows
- Company, reference period, area, priority and the dates: start, completion, internal deadline and legal deadline.
- A red banner when the task has passed its legal deadline, with the number of days overdue.
- Manager's note, attachments, checklist, comments and history.
What you can do
- Change status, owner and deadlines.
- Check off the checklist steps and attach the proof, up to 5 MB per file.
- Lock the task so no one can change it.
Veltis Gestão, screen by screen
Illustrative interfaceThe month's deadlines, day by day.
What the screen shows
- Each task on its due date, by month or by week.
- Totals for deliveries, completed and overdue, and the color of each status.
What you can do
- Drag a task to another day to reschedule its deadline (Administrator and Manager, on desktop).
- Click a day to see its tasks.
- Filter by company, owner, status, area and manager.
Veltis Gestão, screen by screen
Illustrative interfaceWhat Veltis Gestão does
From company registration to task delivery
Activity templates for recurring work
For each client company, the obligation is registered once: title, area, frequency (monthly, quarterly, annual or custom), deadline day and default assignee. A template can be applied to several companies at once, always with a preview before saving.
Monthly generation with preview
One click shows everything that will be created from the active templates. The manager adjusts the title, area, assignee and deadline, unchecks what is not needed and confirms. What has already been generated is not created again.
Complete task
Status, priority, assignee, manager's note, attachments of up to 5 MB, step checklist, comments and history all live in the task itself. The manager can lock it to prevent changes.
List, companies or board
Tasks in a list, grouped by company with the percentage completed, or on a Kanban board, where dragging a card changes its status. Filters by period, company, assignee, status and area, and search by title or company.
Overview of client companies
Overdue items, items due this week, on-time deliveries, average completion time, workload per assignee and companies with the most delays. The main indicators open the list already filtered.
Deadline calendar
Tasks on their deadline date, by month or by week. On a computer, Administrators and Managers drag a task to another day and the deadline is rescheduled.
Reports and audit
Productivity per assignee, with on-time percentage and average time, exported to a spreadsheet. The Audit log records who changed what and when, and is exclusive to the Administrator.
Company formation
A workflow for new companies, with three legal name options, partners with ownership percentages, share capital and an eleven-step checklist, from the feasibility check to the digital certificate.
On your phone, installed as an app
The system opens in the phone's browser and can be installed on the home screen. The assignee gets a notice on the system's bell when a task is assigned to them.
In development
Team file folders
Microsoft SharePoint integration: the task shows the folder where the file should be stored and signals when it arrives.
Deadlines
Each task holds three deadlines
The date the obligation requires, the date the team works to and, if the team wants, a target of its own.
The three deadlines
- 01
Legal deadline
The obligation's due date. A task is only overdue after this date.
- 02
Final deadline
The deadline the team works to. If the legal deadline falls on a Saturday or Sunday, the final deadline moves to Monday.
- 03
Internal deadline
An optional target, always the same as or earlier than the legal deadline, that the team aims for.
Any deadline can be changed by clicking the date or dragging the task on the Calendar. When the legal deadline changes, the final deadline is recalculated.
How it works
How your company's month is tracked
- 01
Company registration
The Veltis team registers your company: internal code, legal name, CNPJ, tax regime, group and responsible manager. When the CNPJ is typed in, the legal name and trade name are filled in automatically.
- 02
Activity templates
For each company, the obligations that repeat, with frequency, deadline day, area and default assignee. Templates and copying another company's activity templates speed up registration.
- 03
Generate the month
One click opens a preview of the month's tasks. The manager reviews, adjusts whatever is needed and confirms.
- 04
Execution
The team works through each task: changes the status, checks off the checklist steps, attaches the proof and comments.
- 05
Follow-up
Administrators and Managers follow progress in the Overview, the Calendar and the Reports, and the Audit log keeps a record of who changed what.
Who handles it
Each person at Veltis sees what is theirs
Access to the system is for the Veltis team, in three roles. Each obligation of your company has an owner, and whoever coordinates oversees the whole.
Administrator
Partner or head of operations
Sees all companies and tasks. Registers companies, creates activity models and templates, invites the team, deletes tasks and checks the Audit log.
Manager
Portfolio coordinator
Sees the companies under their management and those companies' tasks. Creates tasks, generates the month, changes deadlines and owners, follows the reports and exports to a spreadsheet.
Member
Analyst and assistant
Sees the tasks they are responsible for. Updates the status, checks off the checklist, attaches proofs and comments.
The Administrator invites each team member by email, and they create their own password through a link valid for 7 days. The client company does not have a login.
In the ecosystem
The obligations of each Veltis service, in the same dashboard
Accounting
Reconciliations, trial balances and closings have fixed dates every month. At Veltis, each routine is registered as an activity template, with an assignee and a deadline, and the progress of all companies is tracked on the same dashboard.
Tax Compliance
DAS, PIS and COFINS, ISS, IRPJ and CSLL each have their own due dates and frequency. At Veltis, each one is registered as a template, with frequency, assignee and deadline, and the final deadline is already adjusted when the legal deadline falls on a weekend.
Financial BPO
Recurring financial routines, such as bank reconciliation, sit in the Finance area of the same dashboard, with an assignee and a deadline like all the others.
Corporate structure
Contract amendments and operating license renewals have an assignee and a deadline on the same dashboard as the accounting and tax obligations.
Company formation
Company formation has its own workflow in the system, and the task can only be completed once the CNPJ is filled in and the CNPJ card is attached.
Frequently asked questions
Questions from anyone evaluating
Can I purchase Veltis Gestão?
No. Veltis Gestão is the system the Veltis team uses internally to manage each client's deadlines and obligations, and it is not offered for purchase. What Veltis offers is the accounting service, tax services and the other practices of the ecosystem. Anyone looking for a system to purchase can take a look at Kardo, for time tracking and HR, which can be purchased on its own or together with the Veltis service.
What does Veltis Gestão change for my company?
The team registers your company's obligations once, with frequency, deadline and assignee. Each month, tasks are generated and tracked through to delivery, each with a checklist, attachments, comments and history. Deadlines no longer depend on a spreadsheet or on one person's memory.
Is Veltis Gestão the Management practice at Veltis?
No. The Management practice is the Veltis service for financial back office, controllership and HR, delivered by a team. Veltis Gestão is a system within the Technology practice, used by the team to track the deadlines and tasks of client companies.
How are the month's tasks created?
With one click and a preview to review. The manager sees everything that will be created, adjusts whatever is needed and confirms. Tasks that have already been generated are not repeated.
How does Veltis keep track of what is about to fall due?
Through the Overview, which lists overdue tasks and those due in the next seven days, and through the Calendar, which shows each task on its deadline date.
Does Veltis Gestão calculate taxes or issue payment slips?
No. It tracks the deadline and progress of the work: who does it, by when and what stage it is in. Tax assessment, payment slip issuance and bookkeeping remain in the accounting system the Veltis team uses.
Does Veltis Gestão work on a phone?
Yes. No app store is needed: the system opens in the phone's browser and can be installed on the home screen, like an app.
Who has access to the system?
There are three roles. The Administrator sees all companies and tasks and manages the registrations. The Manager sees the companies under their management. The Member sees the tasks they are responsible for. Access is for the Veltis team: client companies do not have a login.
Does Veltis Gestão connect to other systems?
Today it imports activity templates from Excel spreadsheets, exports tasks, reports and audit data to Excel and looks up the CNPJ when a company is registered. The integration with the team's file folders in Microsoft SharePoint, which shows in each task where the file should be stored and flags when it arrives, is in development.
Is Veltis Gestão already in use?
Yes, in Veltis's own daily operations. It is a new system. To find out how your company's deadlines would be tracked, talk to a specialist.
Updated on