Filevia · Annual Reexamination Checklist

Where files get stuck

Steps live everywhere

The checklist is in one guide, the tracker in a spreadsheet, the deadlines in somebody's head. A step gets skipped and nobody knows until QC.

Missing documents surface late

A file looks finished until review finds the one document that was never requested. Then it comes back, and the clock starts over.

Nobody can see where a file stands

Supervisors ask, processors stop and dig, and the answer is stale by the time it lands in a chat.

One file, start to finish

Follow one recertification file through Filevia. At every stop, the problem that used to slow it down is already handled.

Training Academy

New processors used to learn on live files, and their early mistakes came back as returns. In the Training Academy they learn in training mode, pass module checks, and finish a practice file before they ever touch a real one.

The guided checklist

Steps used to live in a guide, a spreadsheet, and somebody’s memory, so checks got skipped quietly. The guided checklist puts every processing check in order, with the documents each check needs and where to look for them.

File Overview

Nobody could see where a file stood without asking the processor. Open any file and its progress, what is missing, its deadlines, and its Document Outstanding Notice due dates are right there before a single check is touched.

Resources & library files

Every agency’s own rules used to live in binders, inboxes, and old PDFs. Your admin plan, procedure guide, and library files live inside Filevia, where the work happens.

Ask Nova help chat

A processor with a question used to stop and wait for somebody free. Nova answers from your agency’s own approved resources, and when the answer is not there, she says so plainly instead of guessing.

Calendar

Deadlines used to live in somebody’s head, and Document Outstanding Notice due dates slipped. Every due date sits on one calendar, and the morning digest puts the day in front of the team.

File Tracker

The tracker was a spreadsheet that went stale the moment it was saved. The File Tracker is computed from the real files, so the status you see is the status right now.

Request for Assistance

Help requests used to vanish into chat threads. A request is tracked with a 48-hour clock, a reminder at 24 hours, and an escalation when nobody answers.

Advisories

A policy change used to reach half the team. Publish an advisory once and Filevia tracks who has seen it and who has acknowledged it.

QC built in

Review used to find problems after the file was already closed. Reviewers work under their own grant, the QC section stays locked to everyone else, and pass or return decisions notify the processor right away.

Reports

Supervisors used to dig through trackers for a status update. The Reporting Center builds agency and team reports from real files only, nothing typed in by hand.

Monthly Goals

Nobody knew if the team was on pace until the month was already gone. Monthly Goals show the target, the pace, and the standings, computed from closed files.

Contractors & Pay

Contractor pay used to live in spreadsheets and memory, and invoices got rebuilt every month. Rates, billing day, and pay methods are set once, and contractors build their invoices from their own finished files.

QuickBooks

Approved invoices used to be typed into accounting a second time. Connect your agency’s QuickBooks and approved contractor invoices push over as bills.

Built so participant information never lands here

Labels only, never people

Files are tracked by the label your team assigns. Names, Social Security numbers, addresses, and income amounts never belong in Filevia.

The app refuses personal information

Entries that look like participant information are stopped before they save.

Invite-only accounts

There is no public sign-up. Your agency admin invites each person, and two-factor sign-in is built in.

Agencies stay separate

Your agency's files, resources, links, and advisories are yours. No other agency can see them.

Who it is for

For

Housing agencies and the processing teams who complete HCV annual reexaminations.

QC reviewers and supervisors who need to see file status without asking around.

Not for

Not a participant portal. Participants and landlords do not use Filevia.

Not document storage. Participant documents stay in your agency's system of record.

Pricing

Every plan includes everything above. There are no feature tiers and nothing to unlock later: pick the team size that fits, and every active feature is on.

Starter

$49/month

$199 one-time setup · up to 5 seats

For a small processing team getting its files into one workspace.

Team

$99/month

$199 one-time setup · up to 15 seats

For a full processing team with reviewers and supervisors.

Agency

$199/month

$199 one-time setup · seats for the whole agency

For agencies running several teams at once.

Every agency starts with a 30-day free trial, with a card on file before the trial starts so there are no surprises when it ends. Included in every plan: Ask Nova help chat, Advisories, Calendar, Reports, Contractors & Pay, File Tracker, Request for Assistance, QuickBooks, Resources & library files, Agency applications, Monthly Goals, and the Training Academy, plus the guided checklist, File Overview, and QC review.

How an agency starts

There is no public sign-up and no self-serve checkout. Every agency starts with an application, and the Filevia owner reviews each one personally before an account exists.

1. Set up your agency

Name your agency, set your team size, and confirm your setup checklist.

2. Invite your team

Each person gets their own invitation and sets their own password.

3. Add your own materials

Your admin plan, your procedure guide, your contacts, and your system links. Your team works from your documents, not a generic template.

4. Start processing

Open the queue, start a file, and work the checklist. Nova and the Academy are there from day one.

Start with the request form: tell us how your processing team works, and the Filevia owner reviews every request personally. When your agency is created, your login and your team invite code arrive by email.

Production workspace

Your live file queue, the full processor checklist, mailings, work log and the Excel tracker tools run in the production workspace.

Open the production workspace