“In an audit we have to be able to explain the approval process. Who decided what, and when?”
For loans, contracts and application documents, every approval has to be traceable. OXS.eco helps mid-sized banks, leasing companies and asset managers put four-eyes approval processes in place, with a complete audit trail, clear role permissions and archiving aligned with GoBD. No blanket compliance promises, but a setup that follows the process as it actually runs.
For loans, contracts and application documents, every approval has to be traceable. OXS.eco runs four-eyes processes with a complete audit trail and makes every file readily available to authorized people.
Chances are one or more will sound familiar.
“We lose money on every early payment discount because invoices sit in an email inbox for three days.”
“Four-eyes approvals run through Excel lists, and nobody knows who is still missing.”
“Every time someone queries a posting, we search several folders for the voucher.”
“Loan files sit partly in the core system, partly on the network drive, partly on desks.”
From the loan file to the e-invoice: supporting regulatory requirements in a structured, traceable way.
Loan files grow over years, with documents scattered across different systems. During audits, records are missing or out of date.
Automatic file structure per borrower, all documents archived with versioning, access log for compliance, notification on expiry dates.
less audit preparation time, complete traceability of all document changes (based on experience).
E-invoicing mandatory from 2025: heterogeneous inbound formats, no uniform validation process, manual checking ties up capacity.
Automatic detection and validation of XRechnung & ZUGFeRD, error reporting, documented handover to approval and the accounting system.
structured e-invoice intake since 2025, less manual rework.
Customer data and financial documents have to be retained under strict GDPR rules and deleted on request, which is hard to control manually.
Automatic deletion deadlines and retention rules, a subject access workflow for data subject rights, document access logged traceably.
data subject requests can be handled in a structured way, final GDPR compliance depends on configuration and Verfahrensdokumentation.
Documents from core banking, ERP and accounting systems can be assigned to the right loan file, with versioning and auditability. The audit-proof storage is aligned with MaRisk, BAIT and DORA; front office and back office stay documented separately.
For financial services, fast processing is not the only thing that counts. What matters is traceable approvals, clean account assignment suggestions, e-invoice validation, anomaly flags and audit-oriented storage.
Validate XRechnung and ZUGFeRD technically, visualize them and hand them over into the workflow.
Review suggestions based on historical postings, suppliers, clients, departments or cost centers.
Set up approval rules by amount, department, cost center or responsibility with workflow support.
Flags such as a new IBAN, a new VAT ID or duplicates support checking and prioritization.
Store invoices, approvals and processing steps in a structured way and find them again later.
OXS.eco supports the central GoBD requirements technically: immutable storage, an audit trail and access logging. Whether your process as a whole meets the GoBD depends on your Verfahrensdokumentation.
OXS.eco supports the relevant technical requirements such as an audit trail, separation of roles and immutable archiving. Read-only auditor accounts and a filtered export per financial year are standard. What that covers in your regulatory setting is something we go through in the demo.
Each borrower gets one complete digital file with all documents, versions, access logs and deadlines, searchable, versioned and ready for an audit at any time.
Yes. OXS.eco offers open REST APIs and connectors to core banking, ERP and accounting systems, on a project basis on request. No change of system, no loss of data. We go through the actual integration effort in the demo.
Illustrative scenarios of how OXS.eco structures typical finance document processes. Not an existing customer reference.
Financial services · 50–100 employees
Accounts payable with OCR extraction, four-eyes approval by cost center and escalation when early payment discount deadlines are at risk. Handover to Diamant.
Savings bank group · IT service provider
Loan files from two legacy systems merged into one platform. Audit trail and role separation for supervisory requirements, branch vs. head office.
Asset manager · DACH
Read-only access for external auditors, archiving aligned with GoBD, with filtered export per financial year.
Related industries with a similar document and compliance profile.
Hélène TinetInitial call, demo & onboarding
We walk through accounts payable, early payment discount escalation, loan files and audit preparation using your own use case. A 15-minute process check with a person from the MAAS team.
