DocuWare

we develop industry packages specifically for property management companies with our own connectors, extended workflow logic and a clear integration strategy.

how it started

founder's insight

founder
When we started working with DocuWare, we consciously asked ourselves: do we want to become just another reseller selling licenses and implementing a DMS or do we want to solve the real problems property managers face every day?

It quickly became clear that a document management system alone is not enough. Secure, audit-proof archiving is important, but it is only the foundation.

For me, that is the key difference: we don’t sell a DMS. We build an integration ecosystem that truly relieves property management companies.
the problem

your systems work side by side, not together.

Every day, invoices reach your organization in different ways – by email, through scanned mail, or exported from other systems. And what should be a simple, structured process often turns into a series of manual steps, workarounds and coordination across tools.

Manual entry of invoices

Duplicate entry of invoices across different systems

Manual uploading of invoices into the CRM

No standardized filing structure

Lack of structure in invoice processing

Pressure to ensure GoBD- and GDPR-compliant document storage.

the solution

What if invoice and mail processing didn’t feel fragmented, but followed a clear, integrated logic from the very beginning? The result is not just digital storage, but a fully integrated workflow that reduces duplicate work, increases transparency and ensures compliance by design.

features

unified document intake

Documents reach you through many channels: dedicated invoice inboxes, Outlook, scanned mail or external systems like facilioo and Impower. Instead of handling each source separately, we consolidate them into one structured intake layer.

  • Emails and attachments are imported automatically.
  • Outlook allows selective archiving with metadata indexing.
  • Scanned documents are routed through monitored folders and separated efficiently using QR code stamps.
  • Documents from facilioo or Impower are fetched automatically and linked in a way that prevents duplicates from the start.
Email Outlook Scanner Integrations Unified Intake DocuWare
features

structured indexing with AI

After import, documents are placed in a controlled basket for processing. AI extracts invoice data such as amounts, dates, invoice numbers and creditor details, reducing manual input and minimizing errors. Critical reference fields like properties, contracts or creditors are never entered as free text. Instead, master data is imported directly from your ERP and CRM systems to ensure consistent data quality. In many cases, creditors can even be identified automatically via IBAN extraction. This is not just filing. It’s building a reliable data foundation.
Document Processing AI Extraction Amount Date Invoice No. Creditor IBAN ERP CRM Indexed Record
features

archiving with full transparency

Documents are stored securely in DocuWare with structured index data. Full-text and keyword search allow instant retrieval, while versioning and logging ensure complete traceability. The result is more than storage. It’s a searchable, compliant document environment that supports audits, financial reviews and operational clarity.
Document Archive Search History
features

contract management within the flow

Contracts are identified automatically through defined categories in your file structure. When a document is marked as a contract, expiration dates are captured and reminder tasks are generated before deadlines occur. Dedicated overview lists provide visibility into active and expiring contracts. No external spreadsheets. No forgotten deadlines. Governance is embedded directly into your document logic.
Document Contract Expires Reminder Overview
features

automation through reference recognition

Recurring documents, such as insurance invoices or direct debit payments follow predictable patterns. By recognizing reference numbers like contract IDs or insurance numbers, the system can automatically index and process future documents once the first one is structured. What starts as one properly trained invoice becomes an automated process. Over time, this significantly reduces manual workload.
Pattern Learned Document Document Document Document Document Document IBAN DE89 3704 0044 0532 Processed
features

structured portfolio handover

When properties change management, documentation must be transferred cleanly and professionally. Because documents are consistently indexed and stored digitally, entire property portfolios can be exported in a structured format. Internal information remains protected. The recipient does not require DocuWare. The handover becomes controlled, efficient and compliant, even at the end of a mandate.
Source Portfolio New Manager structured handover Export internal data protected portfolio
compliance & security

audit-proof. GDPR- and GoBD-compliant. cloud-based.

Digital document management only creates value if it stands up to audits, legal requirements and data protection standards. Especially in property management, where financial transparency and regulatory compliance are not optional.

ISO 27001 Certified Infrastructure

Hosted on certified cloud infrastructure that meets internationally recognized information security standards.

GoBD-Compliant Archiving

Audit-proof document storage with full traceability of file and index changes — designed for German tax compliance.

GDPR-Compliant Data Processing

Structured access control, encrypted storage and controlled processing of personal data.

EU-Based Cloud Hosting

Data hosted within certified European data centers, aligned with EU data protection regulations.

our advantage

why an ecosystem makes the difference

Not every document management solution is built around the operational reality of property management. Some focus on storage. Others on a single ERP. Others on collaboration.

We focus on building a structured integration platform that connects everything.

Our ecosystemDocuWare (standard)Sharepoint-basedERP-Integrated DMS
specialization in property management
deep ERP integration
CRM integration & process linking
structured invoice workflow
automation via reference recognition
duplicate payment prevention
integrated contract management
GoBD-compliant & versioned archiving
structured portfolio handover export
independence & scalability
pricing

transparent pricing for structured growth

Every property management company is different, but the challenges are often similar. That’s why our pricing is based on measurable factors such as the number of managed units and employees. The goal is simple: predictable investment, aligned with your operational complexity.
managed Unitsemployeessetup*monthly license fees (annual payment)
up to 1,500 units up to 8 employees from €6,000 from €400
up to 3,000 units up to 15 employees from €12,000 from €1,290
up to 6,000 units up to 25 employees from €17,000 from €1,950
up to 10,000 units up to 40 employees from €25,000 from €2,900
10,001+ units 41+ employees upon request upon request

* Impower customers receive a discount on the cloud setup, as we offer a simplified version of our invoice intake process specifically for Impower.

the pricing above reflects common company sizes in property management, but if your setup differs, we can design a tailored solution together.

request a personalized quote
faqs

frequently asked questions

Our solution is aimed exclusively at:

  • HOA administrators
  • rental managers
  • mixed property management companies
  • 5–50+ employees
  • ERP-supported organisations

We are deliberately specialised.

take control of your property management processes

Replace manual workflows with structured, connected processes. In a short demo, we'll show you how ERP, CRM and document management work seamlessly together.

request a consultation
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