# EASY Archive — Document Management (DMS) EASY Archive by EASY SOFTWARE AG holds a panel rating of 2.5/5 from 6 AI judges (category median 2/5), as of 2026-10-15. Provenance: EU-Made; sovereignty: not determined. - Vendor: EASY SOFTWARE AG (https://easy-software.com) - Category: [Document Management (DMS)](https://whats-best.ai/software/document-management.md) - Provenance (editorial classification): EU-Made - Canonical page: https://whats-best.ai/software/document-management/easy-archive - Alternatives: https://whats-best.ai/software/document-management/easy-archive/alternatives ([markdown](https://whats-best.ai/software/document-management/easy-archive/alternatives.md)) - Data as of: 2026-10-20 · evaluated 2026-10-15 · oldest source captured 2026-10-01 **AI-generated.** Every score, rationale and verdict here is written by a panel of AI judges from public evidence — an analysis, not a hands-on test. Every fact quotes the vendor page it was read from. No score can be bought. How scores are made: https://whats-best.ai/methodology ## At a glance - Vendor: EASY SOFTWARE AG - Headquarters: Not stated on the vendor’s pages as of 13 Oct 2026 - Data hosting: Not stated on the vendor’s pages as of 13 Oct 2026 - Free plan: Not stated on the vendor’s pages as of 13 Oct 2026 ## The panel's verdict easy archive, EASY SOFTWARE AG's archiving and document-management product, is strongest at intake: capture and indexing scores cluster at 8 for automatic capture and classification of incoming accounting documents, extraction of vendor, date, amount and purchase-order reference, XRechnung and ZUGFeRD validated against mandatory fields, tax logic and duplicates, and paper, emailed-PDF and Exchange Online intake. Document workflows follow at 7-8 — rule-based approvals without development, escalation and substitution handling, mobile approval via Fiori, and native handover to SAP FI-AP and MM with no middleware. Versioning and permissions and search and portability sit at 4: no public information on version history with restore, check-in and check-out, or logs of reads and exports, and migration is documented in, not out. Audit-proof archiving lands at 5-6, its certification claimed but unnamed. The genuine split is sovereignty at 2-4 over the same facts: cloud stated as primarily in Germany with optional Switzerland or USA regions and on-premises available, but no public information on subprocessors, on where AI processing runs, or on the contracting entity's jurisdiction. No public prices appear on the captured pages. **Speaks for it:** - Automatic capture and classification of incoming invoices, credit notes and advance payments, with vendor, date, amount and purchase-order reference extracted - XRechnung and ZUGFeRD processed as structured XML and validated against mandatory fields, tax logic, duplicate documents and tolerances - Rule-based approvals requiring no development effort, with escalation management, substitution workflows and mobile approval via Fiori apps - Native SAP S/4HANA integration covering FI-AP and MM without middleware, certified for current SAP versions - Retention through SAP ILM with rule-based locking and deletion aligned to GDPR, and migration writes a log relevant for auditors **Held against it:** - No public information on version history with restore, check-in and check-out, or an audit trail covering reads, exports and deletions - Audit-proof archiving is described as certified without a named certificate, auditor's report, WORM storage, legal hold or Z1–Z3 tax-audit export publicly documented - No public information on bulk export of documents with metadata and versions, or on a post-termination retrieval window - No public information on the subprocessor list, on where AI processing of document content runs, or on published certifications, with the USA offered as an optional region without a stated safeguard - No public information on a DATEV connector, webhooks, or a public API reference with a sandbox **Best for:** - You run SAP S/4HANA and want invoice capture and approvals that hand over natively to FI-AP and MM without middleware - You are preparing for the 2028 e-invoicing deadline and need XRechnung and ZUGFeRD intake validated against mandatory fields, tax logic and duplicates - You need retention periods managed through SAP ILM with rule-based locking and deletion for an SAP-centric archive - You require on-premises or private-cloud deployment rather than a public cloud **Avoid if:** - You must see documented version history with restore, check-in and check-out, and logs of reads, exports and deletions before you can commit - Your auditor or tax advisor will demand a named certificate behind the audit-proof claim and a Z1–Z3 tax-audit export - Your exit plan depends on bulk export of documents with their metadata and audit trail when the contract ends - Your data-protection review needs a published subprocessor list and a stated location for AI processing of document content ## Scores by judge and criterion Scores out of 5, each judge scoring independently against the published rubric (v1). "n/r" = not rated: the vendor publishes no price. | Criterion | The GoBD Auditor | The Records Manager | The IT Integrator | The Mittelstand Owner | The Data Protection Officer | The Skeptic | | --- | --- | --- | --- | --- | --- | --- | | Capture, OCR & indexing | 4/5 | 4/5 | 4/5 | 4/5 | 4/5 | 4/5 | | Versioning, permissions & audit trail | 2/5 | 2/5 | 2/5 | 2/5 | 2/5 | 2/5 | | Audit-proof archiving & retention | 3/5 | 2.5/5 | 2.5/5 | 2.5/5 | 2.5/5 | 2.5/5 | | Document workflows & integrations | 3.5/5 | 4/5 | 4/5 | 4/5 | 3.5/5 | 3.5/5 | | Search, retrieval & exit | 2/5 | 2/5 | 2/5 | 2/5 | 2/5 | 2/5 | | European sovereignty | 1.5/5 | 1/5 | 2/5 | 1.5/5 | 1.5/5 | 1/5 | | Pricing transparency | n/r | n/r | n/r | n/r | n/r | n/r | | **Weighted verdict** | **2.5/5** | **2.5/5** | **3/5** | **3/5** | **2.5/5** | **2.5/5** | ### The judges - **The GoBD Auditor** (v1.0): Has sat through tax audits on the company side and knows that "GoBD-konform" on a homepage proves nothing. Wants the auditor's Testat with its scope and date, archived documents that cannot change, retention per document type, and a Z3 export the tax office can read. - **The Records Manager** (v1.0): Owns the filing plan and gets the call when a contract from 2019 cannot be found. Wants metadata that is set at capture rather than typed later, version history with restore, search that respects permissions, and a bulk export that keeps metadata and versions together. - **The IT Integrator** (v1.0): Connects the DMS to the ERP, DATEV and Microsoft 365 and maintains it afterwards. Wants connectors with a stated scope rather than a logo wall, a documented API with webhooks, single sign-on, and a migration path in and out that does not depend on the vendor's services team. - **The Mittelstand Owner** (v1.0): Runs a forty-person company and wants the paper out of the office and the invoices approved without chasing anyone. Reads for e-invoice intake, an approval workflow that works without a consultant, and a price for users, storage and modules before the partner visit, not after. - **The Data Protection Officer** (v1.0): Knows the DMS ends up holding personnel files, health certificates and customer contracts in one place. Asks where the cloud edition stores them, which AI provider reads them during capture, who the subprocessors are, and how GDPR deletion is reconciled with retention duties. - **The Skeptic** (v1.0): Has read "revisionssicher" on every DMS homepage and a Testat on almost none. Distrusts "AI-powered capture" without a validation step, "seamless SAP integration" without a scope, and "no vendor lock-in" from a vendor that documents no export — and treats "price on request from your partner" as an answer. ## European sovereignty — proven facts Built only from facts on the vendor's own pages; a dimension we could not prove is left open, never scored as zero. Headline: not determined. | Dimension | Finding | Points | Source | |---|---|---|---| | Legal entity | Not determined | — | — | | Ownership | Not determined | — | — | | Data residency | Not determined | — | — | | Subprocessors | Not determined | — | — | ## Key facts Each fact is the vendor's own statement, cited to the source page it was read from ([S*n*] → Sources). **Compliance** - Availability SLA: 99.5 [S8] - Certifications: yes · yes [S5] - Data protection: yes [S8] - Encryption: yes [S2] - Encryption: yes · yes [S8] - GDPR sap archiving: yes [S1] - Google ads dpf: yes [S2] - Google analytics ip anonymization: yes [S2] - ISO 27001: yes [S1] - ISO 27001: yes · yes [S6] - ISO 27001: yes [S1] - ISO 27001: easy software AG · development · operations · yes [S5] - Matomo ip masking: 2 [S2] - Regulatory: yes · yes · yes · yes [S5] - Salesforce germany: Salesforce · Deutschland [S2] - Sap certified: yes [S8] - Subsidiary site: www.conrizon.com [S4] **Data** - Clarity retention: 13 · 30 [S2] - Google analytics retention: Google Analytics 4 · 14 [S2] - Matomo retention: 425 · Matomo [S2] - Newsletter categories: Anrede · Vorname · Nachname · E-Mail-Adresse · Unternehmen · Straße · PLZ · Stadt · Land · Funktion · Abteilung · Job-Titel · Anzahl Mitarbeiter im Unternehmen · Branche · ERP-System · Telefonnummer [S2] **Hosting** - Address: 45127 · Essen · Jakob-Funke-Platz 1 [S4] - Cloud regions: Germany · Switzerland · USA [S6] - Datacenter: yes · yes · yes [S6] - Deployment: on-premises · private-cloud edition · yes [S8] - Deployment options: yes · yes · yes · yes [S5] - Deployment options: yes · yes [S6] - Matomo self hosted: Matomo · yes · no [S2] **Integrations** - Connectors: yes · yes · OData · CMIS · yes · yes [S5] - Contract management: Workflow löst easy contract zur Übernahme signierter Verträge aus [S7] - Exchange online: yes [S1] - Microsoft: yes · yes [S1] - Microsoft dynamics: yes [S1] - Sap: yes [S1] - Sap: yes [S1] - Sap fiori: yes [S1] - Sap standard: SAP standards [S6] - Third party connectivity: yes [S8] **Legal** - Address: Essen · Jakob-Funke-Platz 1 · DE · 45127 [S1] - Address: Essen · Jakob-Funke-Platz 1 · Germany · 45127 [S3] - Address: Essen · Jakob-Funke-Platz 1 · 45127 [S7] - Address: Jakob-Funke-Platz 1, 45127 Essen [S1] - Affiliation: no · no [S5] - AI disclosure: yes [S3] - Brand owner: conrizon AG [S1] - Brand owner: conrizon AG [S3] - Commercial register: Amtsgericht Essen · HRB 33965 [S3] - Company name: EASY SOFTWARE AG [S3] - Consent revocation email: privacy@easy.de [S2] - Content responsible: § 18 Abs. 2 MStV · Christoph Nordmann [S3] - Developer: easy software AG · Essen, Germany [S5] - Disclaimer: page content is non-binding information, not legal advice [S4] - Entity: conrizon AG · revisionssichere Archivierung · Rechnungseingangsverarbeitung · Vertragsmanagement · Personalmanagement [S4] - Entity: easy · conrizon AG [S7] - Entity: conrizon AG [S1] - Esf funding: easy Apiomat GmbH · Sachsen · ESF Plus [S3] - Founded: 1990 [S1] - Founding year: 1990 [S1] - Headquarters: Essen [S3] - Linkedin page: https://de-de.facebook.com/EasySoftwareDE [S2] - Operator: EASY SOFTWARE AG [S2] - Tax number: 111/5752/3139 [S3] - VAT id: DE120341078 [S3] **Pricing** - Model: consumption-based · cloud [S6] - Trial cloud archive: yes · 30 [S1] **Product** - AI metadata extraction: yes · 95 [S5] - AI vision: Future vision: AI processes to create added value from archived documents; digital data hub [S6] - Application areas: Eingangsrechnungsmanagement · Vertragsmanagement · Personalarbeit/Onboarding · Contract-Lifecycle-Management [S7] - Audit proof: Immutability, traceability, availability; detailed migration logs and integrated audit security [S6] - Audit proof archiving: yes · yes · yes [S5] - Audit proof archiving: ArchiveLink · CMIS · yes [S8] - Automation level: 90 [S8] - Cloud archive: yes [S1] - Cmis interface: easy archive CMIS Service, SAP-certified interface for SAP S/4HANA Cloud [S6] - Countries: 60 [S1] - Countries: 60+ Länder [S1] - Customer count: 5400 [S1] - Customers: 5.400+ erfolgreiche Kunden [S1] - Demo: Individuelle Live-Demo [S1] - Dynamic workflows: Zur Laufzeit dynamisch anpassbare Workflows und Ad-hoc-Workflows werden unterstützt [S7] - E invoice support: mandatory fields · tax logic · duplicate documents · tolerances · payment terms · account assignment · yes [S8] - Easy invoice: easy invoice – Rechnungen digital prüfen und freigeben [S4] - Easy invoice einvoicing readiness: easy invoice positioned as ready for the 2025 e-invoicing mandate [S4] - File formats: 500 · yes [S5] - Flexible workflows: yes · yes · yes · yes [S8] - Ilm: SAP ILM retention policies, rule-based locking and deletion in accordance with GDPR and internal guidelines [S6] - Intelligent search: yes · yes [S5] - Internationalization: yes · yes · yes [S8] - Invoice channels supported: Receiving systems must support paper, PDF via email, and XRechnung/ZUGFeRD e-invoices until 01.01.2028 [S4] - Invoice cockpit: first-pass rate · throughput time · cash discount loss · yes [S8] - Metadata enrichment: yes [S5] - Migration process: Migration reads SAP TOA tables, migrates documents individually from legacy archive read-only, creates a migration log relevant for auditors [S6] - Mobile approvals: SAP Launchpad Fiori apps · smartphone · tablet [S8] - Monitoring reporting: Reports und Statistiken aus Workflow-Daten [S7] - Multi tenancy: yes [S5] - Name: easy archive [S5] - Native archiving: Incoming and outgoing documents archived directly and natively from SAP; access via SAP client, no separate application [S6] - Ocr capability: OCR for content capture and metadata in ECM, retained alongside structured e-invoices [S4] - Ocr capture: vendor · date · amount · PO reference · yes · incoming invoices · credit notes · advance payments [S8] - Partner count: 50 [S1] - Partners: 50+ starke Partner [S1] - Primary function: Compliant long-term archiving and knowledge repository for intelligent information management [S5] - Privacy by design: yes · yes · yes [S5] - Related modules: easy hr · easy invoice · easy contract · document management · workflow [S6] - Retrieval module: RETRIEVAL: universal access to archives (SAP and non-SAP documents) via SAP systems [S6] - Sap certified integration: yes [S6] - Sap integration: Links SAP system, company documents, and archive; processes data and documents from SAP and other applications [S6] - Sap integration: FI-AP · MM · yes · yes [S8] - Sap retrieval: Non-SAP and external documents integrated into SAP via SAP Retrieval, document management-like functionality [S6] - Sing module: SING: document indexing enabling search of SAP documents via easy archive client and full-text search without SAP access [S6] - Sites embed youtube: YouTube · yes [S2] - Smartattach: SMARTATTACH: automated assignment of documents to SAP receipts/Business Objects [S6] - SSO: yes · yes · Microsoft Entra ID · Google Workspace · OpenID Connect · yes [S5] - System relief: Reduces data volume in productive SAP system; saves in-memory database costs [S6] - Target market: upper mid-market · enterprise · no [S5] - Use cases: Dokumentenmanagement · Archivierung · Vertragsmanagement · Eingangsrechnungsverarbeitung · E-Rechnungen · Digitale Personalakte · Workflows · Beschaffungsprozesse · Belegerfassung · Digitale Unterschrift [S1] - Use cases: Archivierung · Belegerfassung · Beschaffungsprozesse · Digitale Personalakte · Digitale Unterschrift · Dokumentenmanagement · Eingangsrechnungen · E-Rechnungen · Elektronische Akte · Vertragsmanagement · Workflows [S3] - Use cases: Archivierung · Belegerfassung · Beschaffungsprozesse · Digitale Personalakte · Digitale Unterschrift · Dokumentenmanagement · Eingangsrechnungen · E-Rechnungen · Elektronische Akte · Vertragsmanagement · Workflows [S4] - Use cases: audit-proof repository · ERP systems · email platforms · file servers [S5] - Use cases: Dokumentenmanagement · Archivierung · Vertragsmanagement · Eingangsrechnungsverarbeitung · E-Rechnungen · Digitale Personalakte · Workflows · Beschaffungsprozesse · Belegerfassung · Digitale Unterschrift [S1] - Webinar topics: impact of e-invoicing mandate · structured e-invoice formats · status of easy invoice [S4] - Whitepaper: Whitepaper on smart data archiving for SAP, covering S/4HANA migration considerations [S6] **Support** - Managed services: yes · yes [S1] - Managed services: yes · yes [S3] - Managed services: yes [S1] - Newsletter: vendor newsletter on business process digitalization [S4] - Resources: Support & Managed Services · Blog · Mediathek · Events · Referenzen · Glossar [S4] ## Questions ### Is EASY Archive European? Yes. whats-best.ai classifies EASY Archive as EU-Made. ### Where does EASY Archive store data? Not stated on the vendor’s pages as of 13 Oct 2026. ### Does EASY Archive have a free plan? Not stated on the vendor’s pages as of 13 Oct 2026. ### What are the best alternatives to EASY Archive? As of 15 Oct 2026, the panel rates [AMAGNO (3/5)](https://whats-best.ai/software/document-management/amagno), [Doxis (3/5)](https://whats-best.ai/software/document-management/doxis) and [enaio (2.5/5)](https://whats-best.ai/software/document-management/enaio) highest among the other 14 Document Management (DMS) products evaluated. Ratings that look equal are rounded to half stars; the order uses the unrounded rating, then the name. The highest-rated European alternative is [AMAGNO](https://whats-best.ai/software/document-management/amagno) (EU-Made). Ratings are the AI panel’s opinion, formed from public evidence: [how scores are made](https://whats-best.ai/methodology#ordering). The full list, with European products first: [EASY Archive alternatives](https://whats-best.ai/software/document-management/easy-archive/alternatives). ## What this page leaves out - 17 product facts could not be confirmed on the vendor’s page as captured and were left out of this page and of the panel’s material. - 9 subprocessors facts could not be confirmed on the vendor’s page as captured and were left out of this page and of the panel’s material. - 3 compliance facts could not be confirmed on the vendor’s page as captured and were left out of this page and of the panel’s material. - 1 legal fact could not be confirmed on the vendor’s page as captured and was left out of this page and of the panel’s material. - 1 pricing fact could not be confirmed on the vendor’s page as captured and was left out of this page and of the panel’s material. - 1 sovereignty dimension could not be confirmed on the vendor’s own pages and is shown as unknown. - 6 of the readings below were written against an earlier fact sheet — a fact has been corrected, added or pulled since. Until the panel next runs on this product you are reading the older judgement. ## Sources - [S1] Vendor homepage: https://easy-software.com/de/ (checked 2026-10-13) - [S2] Privacy policy: https://easy-software.com/de/contracts/dse/ (checked 2026-10-13) - [S3] Legal notice: https://easy-software.com/de/ag/impressum/ (checked 2026-10-13) - [S4] Capture, OCR & indexing — found from sitemap: https://easy-software.com/de/e-rechnung/ (checked 2026-10-13) - [S5] Audit-proof archiving & retention — found from sitemap: https://easy-software.com/en/facts/easy-archive/ (checked 2026-10-13) - [S6] Audit-proof archiving & retention — found from sitemap: https://easy-software.com/en/easy-archive/archiving-sap/ (checked 2026-10-13) - [S7] Document workflows & integrations — found from sitemap: https://easy-software.com/de/workflow-management-system/ (checked 2026-10-13) - [S8] Document workflows & integrations — found from sitemap: https://easy-software.com/en/easy-invoice/accounts-payable-sap/ (checked 2026-10-13) --- Cite as: whats-best.ai, "EASY Archive — Document Management (DMS)", AI panel analysis, as of 2026-10-20. https://whats-best.ai/software/document-management/easy-archive Corrections: https://whats-best.ai/correct/619?target=page