d.velop documents vs DocuWare

d.velop documents

The intake story is well documented: scanner or camera capture including a mobile camera scanner, invoices arriving by mail or via the Peppol network taken over fully automatically, automatic classification and extraction of invoice and order numbers, dates, creditors and line items with an AI-assisted review step, and ZUGFeRD and XRechnung handled as e-invoice formats rather than pictures. Duplicate detection and where the AI models physically run are the gaps that keep me below the top band.

DocuWare

Intake is documented as a pipeline: batch-scan splitting, classification and extraction with a trainable custom model that needs only a few sample documents and no coding, confidence scores per mapped field, OCR plus handwriting recognition, and e-invoice receipt with validation and PEPPOL support. The automated index capture of vendor name, amount, due date and line items on invoices is exactly what I want feeding the archive. I found no public information on the German e-invoice formats being read as structured data, on intake channels and their limits, on duplicate detection at capture (the duplicate handling shown concerns exports), or on where the AI and GenAI models process document content.

d.velop documents

Versioning is real — every change to a document stores a corresponding version — and access is controlled through individual permission structures that the vendor says also apply inside every AI process, including AI answers that respect access rights. I found no public information on restoring earlier versions, check-out, an audit log of reads and changes, or single sign-on and directory sync.

DocuWare

Documents can be locked for other users during editing, a workflow history records which user made which decision, and the document history is described as viewable in the system and exportable to a common file format. Beyond that I found no public information on version history with restore, on role- or folder-based permission models, on single sign-on or directory synchronisation, or on an audit log covering reads, exports and deletions — that silence matters when I wire a DMS into the directory.

d.velop documents

GoBD-compliant, revision-safe archiving is stated, immutability is approached through versioning and retention policies that block deletion and modification, and the vendor goes beyond the label with a Verfahrensdokumentation offering: the DMS maps the structure of a Verfahrensdokumentation one to one and free sample templates from industry associations are offered. I found no public information on an auditor's report, WORM storage, or the Z1–Z3 tax-audit export.

DocuWare

Revisionssichere Archivierung is claimed on the invoice-processing page and in a customer reference, and the vendor publishes genuinely useful GoBD guidance: retention periods by document class, booking deadlines, e-invoices to be kept in digital original form, and exports in CSV, XML or DATEV formats. How immutability of the archive is technically achieved, retention configurable per document type, a sample Verfahrensdokumentation, a tax-audit data export and any auditor's report are not documented; certifications are pointed to on a separate page whose contents the captured pages do not show.

d.velop documents

This is the strongest area for me: the SAP connector has a genuinely stated scope — SAP-certified, side-by-side on BAIP or in its own namespace, FI and MM invoices, approvals via a Fiori app, posting into purchasing and financial accounting — alongside named connectors for SAGE, APplus, Oracle, Salesforce and Microsoft Dynamics 365, Microsoft 365 integration and a REST API customers can extend themselves. Approval conditions are configurable with substitutes notified on absence and digital signature is a platform module, but I found no public information on DATEV, on webhooks or events for the API, or on single sign-on.

DocuWare

The workflow engine is well evidenced: a drag-and-drop designer without programming, triggers such as a document type being added or a due date arriving, substitution rules, deadline escalations, an overseeing workflow controller, task assignment to employees or roles, and invoice approval flowing into export toward the accounting system. The integration story is thinner than the product: "integrates with 500+ applications" is a count with no stated scope per connector, DATEV appears in a customer reference and as an export format rather than as a documented connector, and the API is asserted for real-time data flow without any REST documentation, webhooks or events. I also found no public information on Microsoft 365 integration or an e-signature handover; the captured signature content explains the three signature levels but names no integration.

d.velop documents

Retrieval is well covered: real-time federated search across documents, emails, file directories, wikis and websites in German and English, saved search templates, mobile apps for Android and iOS with offline copies, and AI answers that cite sources and respect access rights. On the exit side I found no public information on bulk export of documents with metadata and versions or on any post-termination retrieval window; the only migration path named is importing existing documents from the file system.

DocuWare

Full-text and index-data search with remote and mobile access is documented, and the export tool is real and clearly licensed: filter-driven selection, CSV output with a configurable structure including line-item table fields, manual or scheduled runs, included in cloud licences and available on premises via additional licences on the PROFESSIONAL or ENTERPRISE servers. As an exit path this is only half the story — it moves index and posting data to ERPs and dashboards; I found no public information on bulk export of the documents themselves with their versions in a documented structure, on saved searches, or on an import path from other DMS or file shares.

d.velop documents

The contracting entity is provably German — d.velop AG of Gescher, registered in the Coesfeld commercial register — an on-premises and hybrid operating mode is offered, and the vendor publicly states it is the only fully European-owned provider in the Gartner Magic Quadrant for Document Management. Where the cloud edition stores documents and metadata, and which subprocessors including any AI provider read content, did not appear in the captured pages, so the chain is unproven beyond the entity and the on-premises option.

DocuWare

Proven: a German contracting entity in Germering under German law with Munich as venue, dedicated cloud data centres in the EU as well as the USA with same-region mirroring, personal data generally processed in Germany and other European countries backed by adequacy decisions and standard contractual clauses, and a locally installable edition. Not proven: a published data processing agreement, and locations for the subprocessors behind hosting, support and — the one I care most about — the GenAI provider that reads document content during extraction; the provenance note also records that the company has belonged to Ricoh of Japan since 2019, and certifications are only referenced on a separate page not captured.

d.velop documents

Licensing prices for the software itself did not appear in the captured pages — the offer is directed exclusively at business customers — and the only public prices I found are academy trainings at "749,00 €*" and "290,00 €*", which say nothing about the cost of users, storage or modules. A buyer cannot compute the cost of a given deployment from these pages.

DocuWare

No price figure for any edition, licence or user count appears in the captured pages; the route to cost shown is a demo request followed by a 30-day trial, and the general terms reference a price list whose contents are not public on these pages. Licence mechanics are public — named and concurrent licences with conversion rules, add-on modules requiring a current maintenance and support subscription, 14-day payment terms or prepayment, ex-works prices plus VAT — which describes the model but gives a buyer nothing to compute a total from.