Xenia alternative
A Xenia alternative for the records a folder can’t keep
Xenia runs the work across your locations — checklists and SOPs, work orders, wireless temperature sensors, team chat, and a folder for documents. A folder is not a record. It does not know the hood cleaning certificate is due in ninety days, that the suppression tag expired, or who will ask. EvidLY does: fire and food, every vendor's paperwork, and what your insurance policy requires, sealed with the date each one was produced.
What Xenia does well
Xenia is a frontline operations app for multi-location restaurants, convenience stores and retail. It is good at running the work across many sites from one place.
- Checklists and SOPs assigned across every location, with photo proof
- Work orders and equipment maintenance history per asset
- Wireless temperature sensors with out-of-range alerts
- Team chat and company announcements
- A document folder for files, videos and forms
- Dashboards across all sites, and a free tier to start
If the problem is running the work across many sites, it is a fair choice. The problem EvidLY solves is what you hand over on the day someone asks for proof — and knowing it is due before they ask.
Where it stops
None of the following comes with Xenia. All of it is asked for.
- The fire half. Hood cleaning, suppression, sprinkler, alarm, extinguishers — each with the date it is due and the rule that requires it, and each produced by an outside contractor. A file in a folder has no due date; a checklist can say it was done but cannot hold the certificate.
- The record, not the folder. Xenia's document module stores files. It does not know what the kitchen is required to hold, when each record comes due, or that the health inspector wants the permit, the manager certificate, the handler cards and the pest control report — dated, and found in seconds.
- Vendor paperwork. Each vendor's general liability certificate, workers' compensation certificate, license, business license and W-9. Five records per vendor, expiring on the vendor's calendar, not yours.
- The policy. The protective safeguards endorsement in your insurance policy names the systems you promised to keep in service. Nothing in an operations app reads it.
What EvidLY does instead
EvidLY alerts you before that happens.
You usually find out something slipped after it's already cost you. EvidLY sees it coming — while it's still small and easier to manage.
The records, side by side
| What the kitchen is asked for | Xenia | EvidLY |
|---|---|---|
| Fire safety records with due dates | Folder you fill | Held, dated, sealed |
| Food safety records with the rule behind each | Logs, plus a folder you fill | Held, dated, sealed |
| Vendor records — GL and workers' comp certificates, license, business license, W-9 per vendor | Not described | Collected from each vendor, expiry flagged |
| Insurance policy conditions read against the records on file | No | Policy Lens |
| Sealed, tamper-evident record with a SHA-256 recorded at release | No | Yes |
| Who is asking, and what each one wants | No | Five askers, mapped to each record |
| Checklists and sensor integrations | Yes | Yes — and the results land as records on file |
| Pricing | Per user or per location | Published per kitchen |
"Folder you fill" means Xenia's document module can store the file but does not know the record, its due date or its asker; "Not described" means the item does not appear in Xenia's published product description as of September 2026. Check with them for anything current.
Who will ask, and what they want
Fire Marshal
On inspection, by schedule. Wants the hood cleaning certificate and the suppression tag first.
Health Inspector
On inspection day. Wants the permit, the manager certificate, the handler cards and the temperature logs.
Insurance Company
At underwriting, at renewal, after a loss. Wants proof the protective safeguards were kept in service.
Property Manager
Day to day and every renewal. Wants the certificates the lease names and the maintenance it covenants.
Compliance Officer
Across every kitchen at once. Wants one place that answers for all of them.
Nobody asks for a record on a good day.
Leaving Xenia
If you bought Xenia for the records — files in a folder that an inspector or an adjuster will ask for — EvidLY is the replacement. The fire records with their due dates, the food records with the rule behind each, every vendor's paperwork, and the read of your policy — held, dated and sealed, so the answer to "show me" is a record, not a search through a folder.
Fire first, then food
Xenia, like every operations app, starts with the work. EvidLY starts on the fire side, because the fire records are the ones with the shortest intervals, the strictest askers and the largest consequences — and they are produced by contractors, so no task list holds them.
Fire safety records · Food safety records · Policy Lens · What your county asks for · EvidLY for franchisees · EvidLY for franchisors
Questions people ask before switching
Is EvidLY an alternative to Xenia?
For the records, yes. Xenia runs checklists, work orders, temperature sensors and team chat across locations. EvidLY holds the kitchen's fire safety and food safety records, when each one is due and the rule that requires it, each vendor's insurance and license records, and a read of your insurance policy's conditions. If you use Xenia's document folder for the records, EvidLY replaces that use. If you use it to run the work, EvidLY sits beside it.
Does Xenia hold fire safety records?
Xenia has a document and records folder — a place to upload files. It does not come with the five fire records a commercial kitchen is asked for — the hood cleaning certificate, the fire suppression service tag, the sprinkler inspection, the fire alarm test and the extinguisher tags — or the date each one is due. EvidLY holds all five with their due dates, sealed at release.
What does EvidLY cost compared with Xenia?
Xenia prices per user or per location and offers a free tier. EvidLY publishes its pricing per kitchen, with a pilot for two to nine kitchens and Enterprise from ten. The full price list is on the pricing page, and the Risk Assessment costs nothing.
Can I run Xenia and EvidLY together?
Yes. Xenia runs the work. EvidLY holds the records that survive it — the ones the fire marshal, the health inspector, the insurance company, the property manager and the compliance officer ask for — sealed with the date they were produced.
Start with the Risk Assessment. It costs nothing.
Ten questions. Two readiness numbers — Fire Safety and Food Safety — and a plan for every record, whether or not you ever talk to us.