I am Gerhard. PhraseVault started from a pattern I kept seeing in small companies. The VAT number was on the website, the IBAN was on last month's invoice, and the street was in the footer. The person writing today's mail typed all three again, because finding the last correct copy took longer than typing.

Sometimes a digit moves, or last year's street survives in a signature. The customer receives a bank line that is one character off, or the invoice comes back, and the afternoon goes to a fact the company has printed a hundred times.

I do not give tax or legal advice. PhraseVault does not check whether a UID, a VAT number, or an IBAN is valid anywhere. It stores the line you already trust, under a name you can search, and pastes that line at the cursor.

One phrase owns each fact

The job is one authoritative phrase for each fact you paste into invoices, quotes, and signatures. When the address changes, you edit that phrase. The next insert uses the new text. The signature, the quote template, and a mail from March stop being competing copies.

A private abbreviation for the VAT line and another for the bank details work until the codes are gone from memory. The number is still in the library. You retype it, and that is how a digit moves.

PhraseVault has no trigger abbreviations. The phrase gets a plain name you would say out loud, and the name has to be unique. Search uses the name. For a phrase you have not locked, search also uses the contents. If the IBAN is harder to reach than a sentence you send before lunch, you will stop saving it, and the drifted copy in someone's drafts will win.

Name the kit the way you would say it

I would start with dull names: VAT line, IBAN, Invoice address, Legal line, Signature block.

The body is the exact text you want inserted. A workshop in Austria might store the UID line it already prints, the IBAN it already puts on invoices, and an address block with company, street, postcode, city, and country. That is an illustration of a kit. Copy the wording from a current invoice or from the person who owns the books.

Plain text inserts exactly as written, which is what an address, a UID, and a bank line need. Markdown and HTML are there when a phrase should arrive formatted in an app that supports it. A company fact usually should stay plain.

The sequence is the same anywhere you can paste: a mail draft, a browser field on an invoice, Word, a chat window.

Put the cursor where the fact should land. Press Ctrl+. on Windows, or Cmd+. on a Mac. PhraseVault opens on top of the app you are already in. Those are the shortcuts I ship. Settings can move the summon shortcut if that chord is already taken on a given machine.

Type a few letters that are actually in the phrase. iban finds the bank line by its name. A street or a city can find an unprotected address, because those letters sit in the body. Search matches fragment terms, and every word you type has to appear. It is matching text that is really there. It will not repair a misspelling. Exact name matches come first, then other matches in the order you actually use them.

When the first row is the one you want, press Enter. The text lands at the cursor, PhraseVault hides, and the clipboard from a moment ago is restored. Move to another row first if you want that one. Escape closes an open menu or dialog first; otherwise it hides the window. An empty search does nothing on Enter until a row is focused. The copy button puts the phrase on the clipboard instead, then hides the window.

With the cursor in your mail, open PhraseVault, type iban in its search box, press Enter, and you are back in the sentence.

The bank line can sit behind a PIN

An address in a signature is dull. An IBAN is money. You can lock selected phrase contents with a PIN, or with a password of at least four characters. Open the phrase and tick Lock with PIN. The name stays visible. The body stays hidden until you unlock the database.

Search on a protected phrase stays on the name only, even while it is unlocked. The digits should not appear just because someone typed a scrap of the account number. Name the phrase "IBAN" or "Bank details", and keep the number in the body. Names are not hidden, so the account number does not belong in the name.

This is optional, and it is narrower than a vault. One PIN belongs to that database. Phrases you leave unprotected stay ordinary text. PIN protection is not a password manager, and it does not lock the whole app. If you forget the PIN, the protected text cannot be recovered. Anyone with a copy of the database file can try secrets against that copy offline, so a weak PIN is a weak lock, and passwords still belong in a password manager.

When you need the locked line, search the plain name and press Enter. PhraseVault asks you to unlock before inserting the protected text. Under Settings, then Security, you can lock now, change the PIN, or change the automatic lock. That lock defaults to 15 minutes, counted from the moment you unlock, not from the last insert.

The file stays on your machine

The kit lives in a SQLite file on your own disk. There is no PhraseVault account. The app works offline, on Windows 10 and newer and on macOS 13 Ventura and newer. One license covers Windows and macOS for that person. A colleague who opens the same file still needs their own license. Settings shows the database path, and you can open another file if the company kit should stay separate from personal replies.

On a second computer, put that file in a folder you already sync. Dropbox, OneDrive, and iCloud are enough. You bring the folder. I do not sell a sync plan. PhraseVault still does not upload the text. The sync client will, if you put the file in a folder it watches. If a bank line must stay off those servers, leave the database outside that folder.

Copy the SQLite file when you want a full backup. That copy includes PIN material. Export to JSON leaves protected phrases out, even while you are unlocked, so the export is the wrong backup for a kit that locks the IBAN.

Save the ten facts you paste every month

Before the next invoice run, save the facts you noticed yourself pasting from old mail. Name each one the way you would name it to a colleague.

VAT or UID line, the exact string already printed on invoices.
IBAN, with the account name beside it if you always send them together.
Invoice address as one block: company, street, postcode, city, country.
Delivery address, if it differs and people keep mixing the two.
The legal line you already use, copied from a current document.
Phone and email as you want them in a signature.
The payment note that says which reference belongs on the transfer.
Signature block.
The short reply that sends bank details when a customer asks.
The tenth fact you retyped last month. A BIC, a quote footer, a pickup address.

When a fact changes, edit the phrase. If an old address must remain for some reason, give it a name that cannot be confused with the current one. "Invoice address" and "Warehouse, retired" are different phrases. Two phrases that both sound like today's address are how the wrong street gets inserted.

The download includes a 14-day trial, and it does not ask for a card. The license after the trial is paid once per person. Current numbers, if you want them, are at phrasevault.app/pricing.

For a week, put company facts into mail only from this kit. Cursor in the field, Ctrl+. or Cmd+., the plain name, Enter. Each time you still type a fact by hand, add that fact. At the end of the week the IBAN in the sent mail should be the IBAN in the phrase. That is the kit doing the job I built it for.