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Document Management (DMS)

EASY Archive

EU-Made Report an error

Panel rating · 6 judges · How to read the stars

Category median

Sovereignty: not determined

0–5 in half steps. 5 means the rubric's top anchor is met on the evidence.

by EASY SOFTWARE AG · easy-software.com

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EASY Archive: AI-assisted analysis on whats-best.ai EASY Archive: AI-assisted analysis on whats-best.ai (dark)

Add ?theme=dark to the image address for dark backgrounds. The badge shows the category and the month of the latest evaluation, and EU-Made where that is the product’s provenance. It never shows a score.

EASY Archive 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
Panel verdict
The AI panel rates EASY Archive 2.5/5, the mean of 6 judges. 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. how scores are made
As of
Vendor pages captured 1 Oct 2026 to 13 Oct 2026; evaluated by the panel 15 Oct 2026. all sources

EASY Archive alternatives, European ones first →

Read this page as one judge. Each weighs the same scores by what they care about.

The Skeptic

Weighted verdict

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.

Same scores as the panel view — this lens weights them the way this judge cares.

Scored by The Skeptic

Panel median The Skeptic This judge’s scores over the panel median. Each label opens its reasoning below.
Scores per criterion, in stars out of 5
Criterion Panel median The Skeptic
Capture, OCR & indexing 4 of 5 4 of 5
Versioning, permissions & audit trail 2 of 5 2 of 5
Audit-proof archiving & retention 2.5 of 5 2.5 of 5
Document workflows & integrations 4 of 5 3.5 of 5
Search, retrieval & exit 2 of 5 2 of 5
European sovereignty 1.5 of 5 1 of 5

Capture, OCR & indexing

How this is scored

How documents get in and become findable: scanning and email intake, OCR, classification and metadata extraction, and whether incoming e-invoices (XRechnung, ZUGFeRD) are read as structured data rather than as pictures.

0 — Manual upload only; no OCR, no metadata beyond file name and folder.

3 — Upload, drag-and-drop and scan import with OCR mentioned, but indexing is manual and no word on email intake or e-invoice formats.

5 — Scanner, email and folder intake, full-text OCR, document types with metadata fields, and automatic extraction of common fields (date, sender, amount) documented.

8 — AI- or rule-based classification and field extraction with confidence and a validation step, XRechnung and ZUGFeRD read as structured data, mailbox and Microsoft 365 intake, and duplicate detection documented.

10 — Capture is engineered and shown: classification and extraction trainable per document type, validation queues, e-invoice validation against the standard, intake channels listed with their limits, and where AI processing runs (location, model provider) stated.

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The Skeptic

Incoming invoices, credit notes and advance payments are automatically captured and classified with vendor, date, amount and PO reference extracted, XRechnung and ZUGFeRD arrive as structured XML and are validated against mandatory fields, tax logic and duplicate documents, and paper, email-PDF and Exchange Online intake are all named. What holds it below the top is that the pages offer an accuracy claim of more than 95 percent in place of a documented validation queue with confidence handling, and we found no public information on where the AI processing runs or which model provider reads the documents. 4 5 8 1

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Versioning, permissions & audit trail

How this is scored

Who may see and change which document, what happened to it, and whether earlier states can be recovered: version history, check-in and check-out, role- and attribute-based rights, and an audit trail of reads and changes.

0 — Files overwrite each other; rights only at folder level or not described; no log of who did what.

3 — Version history and folder permissions exist, but no check-out, no record-level rights and no documented audit log.

5 — Version history with restore, check-in and check-out, roles and groups with document-type or record-level rights, and an audit log of changes documented.

8 — Metadata-driven permissions (by department, client or confidentiality), audit trail covering reads, exports and deletions, single sign-on and directory sync (Entra ID, LDAP) documented, and administrators' own actions logged.

10 — Access is provable: the audit trail is tamper-evident and exportable, permission changes are themselves versioned, field-level rights and need-to-know access for HR or legal records documented, and the log retention period stated.

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The Skeptic

Single sign-on via Entra ID with a granular role-based access model is documented, and the invoice path claims a complete audit trail of processing steps — but we found no public information on version history with restore, on check-in and check-out, or on whether reads, exports and administrator actions are logged. For a vendor trading on audit-proof archiving, the captured pages are strikingly quiet about who changed which document and whether an earlier state can be recovered. 5 6 8

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Audit-proof archiving & retention

How this is scored

GoBD-compliant, revisionssicher archiving: immutability of archived documents, retention schedules and deletion, tax-audit data access, and the independent evidence behind the claim — scored on what is certified and documented, not on the word "GoBD-konform".

0 — No statement on archiving, retention or GoBD.

3 — "GoBD-konform" or "revisionssicher" claimed with no certificate, no description of how immutability is achieved and no retention settings documented.

5 — Archived documents documented as unchangeable, retention periods configurable per document type, deletion after expiry, and a sample Verfahrensdokumentation or GoBD guidance offered.

8 — An auditor's report (IDW PS 880 or comparable) published or named with its scope and date, WORM or equivalent storage described, legal hold, GDPR deletion reconciled with retention duties, and Z1–Z3 tax-audit export documented.

10 — Archiving is evidenced end to end: current Testat with scope covering the cloud and on-premises editions as sold, retention and deletion logged and reportable, long-term formats (PDF/A) enforced, and a documented procedure for the tax audit and for moving the archive without breaking its integrity.

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The Skeptic

Immutability, traceability, retention policies and rule-based locking and deletion through SAP ILM are described, invoices are archived with an audit trail of the processing steps, and migration produces a log relevant for auditors — more substance than a bare 'revisionssicher' on a homepage. But the pages say 'certified audit-proof archiving' without naming who certified it, and we found no public information on an auditor's report, WORM storage, legal hold, a sample Verfahrensdokumentation, or tax-audit data export. 5 6 8

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Document workflows & integrations

How this is scored

What happens to a document after it arrives: approval and invoice workflows, tasks and deadlines, and the connectors that tie the DMS to ERP, accounting, DATEV, Microsoft 365 and the rest of the stack.

0 — No workflows; documents are stored and nothing else.

3 — A fixed approval or sharing step and a handful of named integrations, with no workflow designer and no API documentation.

5 — A workflow designer for approvals and invoice processing, tasks with deadlines and substitutes, Microsoft 365 or Outlook integration, and a documented REST API.

8 — Graphical workflow modelling without code, invoice workflow with ERP or DATEV handover documented, connectors for named ERP systems (SAP, Microsoft Dynamics, DATEV) with their scope, webhooks or events, and e-signature integration.

10 — Workflows are a platform: versioned workflow definitions, process reporting with throughput times, a public API reference with rate limits and a sandbox, a partner marketplace of integrations with stated maintainers, and workflow history kept in the audit trail.

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The Skeptic

Rule-based approvals requiring no development effort, dynamically adjustable and ad-hoc workflows, substitution and escalation management and mobile approval through Fiori are documented, with an invoice cockpit reporting first-pass rate and throughput time. The SAP handover is genuinely scoped rather than merely 'seamless' — FI-AP and MM, certified for current SAP versions, no middleware — alongside Dynamics 365 and Exchange Online connectors and OData/CMIS interfaces; the gaps are DATEV, webhooks or events, and e-signature, which appears only inside the contract module's description of signature processes. 5 6 7 8

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Search, retrieval & exit

How this is scored

Finding documents again and taking them with you: full-text and metadata search, saved searches and mobile access, and whether documents, metadata, versions and audit trail can be exported in documented formats when the contract ends.

0 — Folder browsing only; no export beyond downloading single files.

3 — Full-text search exists, but no metadata filters, and bulk export is undocumented or only on request.

5 — Full-text and metadata search with filters and saved searches, mobile or web access, and bulk export of documents with their metadata (for example CSV or XML) documented.

8 — Search across versions and attachments with permissions respected, export of documents in original format with metadata, versions and audit trail in a documented structure, and an import path from other DMS or file shares named.

10 — The exit is designed in: a documented complete export with schema, export available self-service at any time, the post-termination retrieval window and data deletion stated, and archives stored in open formats so a successor system can take them over intact.

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The Skeptic

Full-text search with added business metadata and retrieval of SAP and non-SAP documents from within SAP are documented, and there is even a described import path from legacy archives via the SAP TOA tables with an auditor-relevant migration log. The exit side is silent: we found no public information on bulk export of documents with metadata, versions or audit trail, on saved searches, or on any post-termination retrieval window — the migration story runs in one direction only. 5 6

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European sovereignty

How this is scored

Who the contracting entity and its owner are, where documents and their metadata are stored and processed in the cloud edition, and who the subprocessors are — including any AI provider that reads document content. Independently sourced by the sovereignty pipeline.

0 — Non-EU contracting entity, no statement on where documents are stored, and subprocessors unnamed.

3 — An EU entity contracts, but the cloud edition runs on a non-EU-controlled hyperscaler without a stated safeguard, or the subprocessor list is absent.

5 — EU contracting entity and EU data centres stated for the cloud edition, with a DPA, but significant parts of the chain (hosting, AI processing, support) are non-EU-controlled without a stated safeguard.

8 — EU entity, documents and metadata stored in named EU data centres, subprocessor list with locations published, AI processing location disclosed, an on-premises or private-cloud option offered, and certifications (ISO 27001, BSI C5) published.

10 — Sovereign end to end and evidenced: European ownership, EU entity, every processing location and subprocessor European, customer-controlled keys or on-premises operation available, and certifications with their scope published.

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The Skeptic

The captured pages state the cloud solution runs primarily in Germany with Switzerland or the USA as options, and on-premises and private-cloud operation are offered — but we found no public information confirming the contracting entity's jurisdiction, its ownership, a subprocessor list, or where any AI processing of document content takes place. An optional USA region without a stated safeguard, and no published ISO 27001 or BSI C5 certificate in what we captured, leave the European story unproven. 6 8

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Pricing transparency not rated — the vendor publishes no price

How this is scored

Whether a buyer can compute the cost of a given number of users, storage and modules — including cloud versus on-premises licensing, maintenance, implementation partner fees and price increases — from public pages alone.

0 — No public prices at all; every quote comes from sales or a partner.

3 — A "from" price or a single edition priced, but modules, storage, maintenance and partner implementation are unstated — the real cost is unknowable.

5 — Editions priced per user or per month, but at least one commonly needed cost (storage, archiving or workflow module, maintenance percentage, onboarding) is missing or "on request".

8 — Every edition and module priced publicly, storage limits and overage stated, on-premises licence and maintenance terms given, and contract term and notice period published.

10 — Complete cost computability: a configurator or price list covering users, modules, storage and deployment model, partner implementation priced or bounded, and price-increase terms on a public page.

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The Skeptic

We found no public prices at all — no edition, module, storage, maintenance or implementation figure on any page captured; the route to a number is an individual live demo and a network of more than fifty partners. A buyer cannot compute a single user's cost from these pages. 1 1

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European sovereignty — proven facts

0 of 4 dimensions proven

Built only from facts shown on the vendor's own pages. A dimension we could not prove is left open, not scored as zero.

Ownership Not determined — uncited Report an error
Data residency Not determined — uncited Report an error
Subprocessors Not determined — uncited Report an error

Questions about EASY Archive

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), Doxis (3/5) and enaio (2.5/5) 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 (EU-Made). Ratings are the AI panel’s opinion, formed from public evidence: how scores are made. The full list, with European products first: EASY Archive alternatives.

Where this could be wrong

What we left out

A claim that does not survive our checks costs us the claim, not the page. This is what was taken off this one.

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Sources (8)

The pages every claim on this page was read from — each one checked, dated, and kept verifiable.

  1. 1 Vendor homepage easy-software.com Checked 13 Oct 2026 +1 earlier capture: 1 Oct 2026 Details →
  2. 2 Privacy policy easy-software.com Checked 13 Oct 2026 Details →
  3. 3 Legal notice easy-software.com Checked 13 Oct 2026 Details →
  4. 4 Capture, OCR & indexing — found from sitemap easy-software.com Checked 13 Oct 2026 Details →
  5. 5 Audit-proof archiving & retention — found from sitemap easy-software.com Checked 13 Oct 2026 Details →
  6. 6 Audit-proof archiving & retention — found from sitemap easy-software.com Checked 13 Oct 2026 Details →
  7. 7 Document workflows & integrations — found from sitemap easy-software.com Checked 13 Oct 2026 Details →
  8. 8 Document workflows & integrations — found from sitemap easy-software.com Checked 13 Oct 2026 Details →