Document management with enaio®: find instead of search.
Invoices, contracts, personnel files and emails in one central place: found in seconds via full-text search, with automated approvals and audit-proof archiving in line with GoBD.
- All documents in one place, full-text searchable
- Automated workflows for approvals and deadlines
- Connected to Outlook, DATEV, SAP and Microsoft Dynamics
Your personal DMS live demo
Six quick clicks, then we'll show you enaio® based on your own workflows.
What would you like to digitize first?Question 1 of 6
Companies and organizations that rely on enaio®
Does this sound familiar?
Paper files, scattered documents, overflowing inboxes: in many companies, valuable knowledge is stuck in far too many places.
Constant searching
Where is the current contract? Documents are spread across folders, drives and inboxes.
Approvals by email
Invoices and requests get stuck in inboxes, and deadlines and cash discounts are missed.
Overflowing filing cabinets
Paper costs space, time and money and isn't available when working from home.
Which version is valid?
Documents exist in several versions, and nobody knows for sure which one is current.
Uncertainty during audits
Retention periods and GoBD requirements are monitored by hand.
E-invoicing is coming
From 2027, many German companies must issue e-invoices, and all must archive them correctly.
A DMS is more than digital storage: it changes the way your company works.
One central system for all documents
With enaio®, you store all business-relevant documents centrally, whether digital files, emails or scanned paper documents. You find them again in seconds via full-text search and manage approvals with automated workflows. Scattered storage becomes one digital file per customer, project, supplier or employee.
- Digital files instead of nested folder structures
- Filing directly from Outlook, Word and Excel
- Interfaces to SAP, DATEV, Microsoft Dynamics and many other systems
From receipt to archive, in one system:
Capture
Scan, email or upload, recognized automatically
File
In the right digital file, with metadata
Find
Full-text search across all documents, including scans
Edit & approve
Workflows with deadlines and deputies
Archive
Audit-proof in line with GoBD, with deletion periods
One DMS for the whole company
Start where it matters most and expand step by step on the same platform.
Finance & purchasing
Incoming invoices
Automatically capture invoices in all common formats such as PDF, XRechnung or ZUGFeRD, check them, approve them in one or more stages and pass them on to accounting.
Digital document archive
Archive accounting records in an audit-proof way, meet retention periods automatically and find everything in seconds during a tax audit.
Orders & delivery notes
Orders, delivery notes and supplier files directly in the system, so every invoice can be checked quickly.
HR & administration
Digital personnel file
Applications, contracts, certificates and correspondence in one protected file, with fine-grained permissions for HR and managers.
Contract management
All contracts in one place, terms and notice periods under control thanks to follow-up reminders, with digital signatures on request.
Incoming mail
Scan incoming mail, classify it automatically and assign it to the right file and person.
Sales, service & projects
Business partner file
All documents, emails and notes on customers, suppliers and partners at a glance, so you can answer questions quickly on the phone.
Customer & project files
Quotes, plans, correspondence and earlier versions in one place. Deputies can take over without lengthy onboarding.
Working with external partners
Share documents with partners in shared project rooms, with versioning and logging.
Work the way you're used to
Outlook & Office integration
File emails and documents in the right digital file with one click from Outlook, Word or Excel, without switching programs.
Full-text search & filters
Index and full-text search across all documents, including scanned ones. Filter by date, type, author or category.
Mobile & in the browser
Work via web client or app on laptop, tablet or smartphone, for example to approve invoices on the go.
What a DMS delivers in numbers
Real results from enaio® projects, published in case studies of the OPTIMAL SYSTEMS Group.
Digital invoice processing at four sites, introduced within six months. The investment pays for itself in around two years.
Brückner-Werke KG, food industryAround 220,000 documents per month are processed digitally, for a purchasing cooperative with more than 400 locations.
expert SE, retailTenant files, incoming invoices and construction plans managed centrally, connected to Outlook and SAP.
degewo AG, housing industryDepending on the area, this is how much a DMS can reduce process costs.
Experience of the OPTIMAL SYSTEMS GroupSee enaio® with your own workflows
In the free live demo, we show you what your invoices, contracts or files look like in enaio®. No obligation and no preparation needed on your side.
From January 1, 2027, e-invoicing becomes mandatory for many German companies
All companies in Germany have had to be able to receive e-invoices since 2025. From 2027, companies with prior-year revenue above €800,000 must also issue them, and from 2028 all companies. E-invoices such as XRechnung or ZUGFeRD must be retained in their original format in an audit-proof way. That's exactly what a DMS is made for.
Legal basis: German Growth Opportunities Act (Wachstumschancengesetz). This overview does not replace tax advice.
- January 1, 2025All companies must be able to receive e-invoices
- January 1, 2027Obligation to issue e-invoices for revenue above €800,000
- January 1, 2028Obligation to issue e-invoices for all B2B companies
Audit-proof archiving. Data protection included.
enaio® archives your documents unalterably in line with GoBD requirements, observes retention periods and supports automated deletion concepts in accordance with the GDPR. Developed in Germany, operated wherever it fits your IT.
Roles & permissions
You decide who may see, read or edit which file, right down to document level.
Complete logging
Every action is recorded in the history: who, what and when.
Versioning
All versions are retained and can be compared and restored at any time.
Retention & deletion
Meet retention periods automatically and delete documents selectively once they expire.
Electronic signature
Confirm the origin and authenticity of documents digitally, directly in the system.
Your choice of operation
In your data center, in the cloud or hybrid, in line with your security requirements.
We work out the security and operating concept together with you, in line with your IT strategy.
Simply ask your documents
With the AI assistant lumee®, you ask questions in natural language and receive answers with source references, directly from your documents. The AI uses only your own company data and respects existing permissions.
Can be operated on premises or in the cloud, with several language models.
Questions & answers
Answers in natural language, always with a reference to the source document.
Automatic indexing
Have documents classified, tagged and their metadata recognized automatically.
Summarize
Grasp the key content of long contracts and reports faster.
What customers say about enaio®
Voices from retail, industry and life sciences.
„Our previous costs for the paper-heavy incoming invoice process amounted to €105,000 a year. According to our savings projections, digitalization allows us to reduce these costs by €70,000.“Translated from German
„We got off to a really good start with enaio® and have continuously developed the scope of services in parallel.“Translated from German
„We replaced our legacy system with enaio®—thanks to enaio®, we’ve moved away from a siloed solution and now have a platform-like approach that supports us much more quickly and efficiently in our day-to-day operations.“
„With enaio® eDMS, we have created a central knowledge platform that consolidates all relevant documents and makes information easy to find.“
„enaio®, as a company-wide solution, has already been successfully implemented in China, Germany, and Switzerland. […] At every stage of the project, we were supported by knowledgeable contacts and consistently pleasant communication. The practical training sessions ensure a high level of user acceptance.“
„With enaio®, we can not only easily map out all our technical requirements and ideas, but also implement them efficiently and flexibly.“
Your DMS in three steps
- 1
Free live demo
You show us where things get stuck, we show you what that looks like in enaio®. Online and with no obligation.
- 2
Start where it pays off most
Many customers begin with incoming invoices or the archive. Brückner-Werke introduced its digital invoice process at all sites within six months.
- 3
Expand step by step
Personnel files, contracts, customer files: add further areas on the same platform. That's how expert connected more and more locations, starting from a pilot.
Your document management partner in Bielefeld, Germany
OPTIMAL SYSTEMS Bielefeld has been digitizing document- and process-based workflows with enaio® since 2006, from digital files and automated approvals to audit-proof archiving.
enaio® is developed by OPTIMAL SYSTEMS GmbH in Berlin. The group was founded in 1991 and has been part of the KYOCERA Document Solutions Group since 2020. You benefit from an established platform and personal support with short lines of communication.
DMS checklist: Finding the right document management system
All DMS requirements at a glance, the most important questions to ask providers and the roadmap for mandatory e-invoicing in Germany. Ideal for your internal discussions.
- Requirements checklist to tick off
- 10 questions to ask every DMS provider
- Roadmap for mandatory e-invoicing, 2025 to 2028
Answers to frequently asked questions
What is a document management system (DMS)?
A DMS is software for capturing, filing, finding, editing and archiving documents, emails and files centrally and in an audit-proof way. Instead of scattered folders, all authorized employees use one platform. Workflows automate approvals, and versioning and logging ensure traceability.
What does the live demo cost?
Nothing. The demo is free of charge and comes with no obligation. You see enaio® based on your own workflows, ask your questions and receive an assessment of the most sensible way to start.
Which companies benefit from a DMS?
Basically any company that processes a lot of documents. Companies with several sites, mobile or remote employees, an obligation to archive documents in an audit-proof way or many systems to connect benefit in particular. Our customers range from mid-sized companies to large enterprises.
We use SharePoint or Teams. Do we still need a DMS?
SharePoint and enaio® can be combined. enaio® adds audit-proof archiving, versioning and process-driven workflows. With synchronization, you keep working in your familiar environment and have the current version in both systems.
Is archiving audit-proof and GoBD-compliant?
enaio® archives documents unalterably in line with GoBD requirements, logs all actions and observes retention periods automatically. Once retention periods expire, documents can be deleted selectively, which also supports GDPR compliance.
Can the DMS also process paper documents?
Yes. You scan paper documents with a central or office scanner. Thanks to text recognition (OCR), scanned documents also become searchable via full-text search and are automatically assigned to the right file.
Which systems can be connected?
enaio® works with Microsoft Outlook, Word, Excel and SharePoint and offers interfaces to ERP and accounting systems such as SAP, DATEV and Microsoft Dynamics as well as CRM systems such as Salesforce. Other systems can be connected via the REST interface.
Does the DMS run in the cloud or on our premises?
Both are possible: in your own infrastructure, in the cloud or hybrid. For long-term archiving, there is also a SaaS-based archive. We tailor operation to your IT and compliance requirements.
How quickly can we get started?
That depends on the scope. Preconfigured best-practice solutions shorten the implementation considerably: individual solutions have been implemented at customers in the standard version within 14 days. We'll gladly give you a realistic assessment for your project in the demo.
Does a DMS help with e-invoicing?
Yes. enaio® processes e-invoices in formats such as XRechnung and ZUGFeRD, manages checking and approval via workflow, passes the data on to your accounting and archives the invoices in an audit-proof way.
Ready to leave searching and paper behind?
Experience enaio® in a personal live demo. Together, we look at your workflows and show how you can store documents centrally, find them faster and automate processes.
- Free of charge and no obligation
- Tailored to your workflows and systems
- Personal contact in Bielefeld, Germany
Your personal DMS live demo
Six quick clicks, then we'll show you enaio® based on your own workflows.
What would you like to digitize first?Question 1 of 6