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Sector · Public sector

“In an audit we have to show that every notice was issued in a traceable way and served correctly.”

DMS for public authorities & municipalities: Administrative files aligned with OZG, GoBD and GDPR

Notices, correspondence, applications and supporting records belong in one administrative file, traceable, deadline-safe and ready for audit. OXS.eco supports authorities, municipalities and public institutions in implementing document processes aligned with OZG, GoBD and GDPR, without blanket compliance promises, following instead how your administration actually works.

Discuss your administrative process See e-invoicing
Administrative files kept structuredNotices, applications, supporting records and correspondence in one file. For appeals and requests for information, everything stays traceable within the case.
Role-based invoice approvalXRechnung arrives via PEPPOL. Internal invoice approval follows role, cost center and department, with a clear role and permission model.
GDPR deletion periodsRetention periods structured per type of file. Rights of access and deletion requests are served by rule.
Public sector
INBOX ≈200 /week OXS · CLASSIFIER ○ waiting ... BUILDING PERMIT → Building office ID CARD → Citizens office HOUSING BENEFIT → Social services BUILDING OFFICE 47 documents 48 documents ✓ CITIZENS OFFICE 132 documents 133 ✓ SOCIAL SERVICES 28 documents 29 documents ✓ PERMIT ✓ ID ✓ HOUSING ✓ ✓ Auto-classified ✓ OZG-relevant ✓ In the file
Pain points

Four things we hear every day from administration and case processing

You will probably recognize one or more of them.

“Citizen mail comes in through five channels, and someone has to sort it every morning.”

“XRechnung invoices have been mandatory since 2025. We receive them, but nobody knows what happens next.”

“OZG applications come in through the portal, clerks transfer them into the specialist system. Manually.”

“The administrative file is half digital, half paper. When the auditors come, everyone searches for three days.”

Use Cases

Digital administrative processes with measurable benefit

From the mandatory e-invoice to the digital official notice. Implementable where OZG requirements apply.

1

E-invoicing obligation for public authorities from 2025

Problem

Since 2025, receiving and processing e-invoices (XRechnung) has been a legal obligation. Many public authorities still have no technical infrastructure for it.

Solution

OXS.eco receives XRechnung invoices via the PEPPOL network or by email, validates them automatically, routes them for approval and archives them aligned with GoBD.

Result
Structured

E-invoice receipt in line with EN 16931, no manual rework on arrival.

2

Digital management of official notices & file access

Problem

Official notices, appeals and administrative files sit in paper files or on network drives. In appeal proceedings, the complete file often cannot be reconstructed quickly.

Solution

Official notices are archived by file reference and case in a structured way, appeal deadlines are monitored, and file access is logged audit-proof.

Result
Noticeably

less processing time in appeal proceedings, traceable evidence for administrative courts.

3

Central digital mailroom for multiple locations

Problem

Incoming mail from branches, field offices and various channels (letter, email, fax, citizen portal) arrives uncoordinated and is distributed manually.

Solution

Incoming documents from email, scan, upload and SFTP flow into one central digital mailroom, where they are classified, assigned to the right clerk and logged. Paper mail is added via the scan route.

Result
Significantly

less manual sorting effort. Deadlines monitored systematically.

4

Invoice workflow with certification and payment order

Problem

In the municipal treasury, invoices often pass through certification and payment authorization on paper circulation folders. The route from factual and arithmetical checking to the payment order is hard to trace and slows down the handover to the finance system.

Solution

E-invoices from OZG-RE and ZRE arrive in the workflow in structured form, are certified as factually and arithmetically correct, authorized for payment under the four-eyes principle and handed over to your HKR (public-sector budget accounting) or double-entry accounting system (connection on a project basis). Posting areas in cash-based public accounting are taken into account, and the filing stays audit-proof.

Result
Traceable

Certification and payment order documented digitally, handover to the HKR system without manual re-entry.

Integrations & interfaces

Compatible with municipal IT systems and PEPPOL

XRechnung invoices received via PEPPOL are validated automatically and assigned to the right file reference; specialist systems are connected on a project basis. All processes run on Google Cloud in Frankfurt: a data processing agreement is available, technical and organizational measures are documented.

Discuss interfaces →Interfaces & API →
Systems in this industry Infoma newsystem XRechnung / ZUGFeRD / Peppol OZG-RE / ZRE AKDB OK.FIS ekom21 d.velop enaio Finanz+ (HSH) REST API We connect these systems on a project basis, via the documented REST API or file-based transfer such as SFTP, including systems that are not listed here. OXS.eco processes XRechnung, ZUGFeRD and PEPPOL directly; delivery via OZG-RE and ZRE is something we clarify in the project.
Process block · Public sector

Digital mailroom, administrative files and invoice approval for public sector processes

Public institutions need structured document processes, from incoming mail and administrative files through to e-invoicing and internal approval. OXS.eco maps such workflows in a role-based and traceable way.

Digital mailroom

Capture incoming documents centrally, classify them and pass them on to the responsible departments.

Administrative files

Bundle documents by case and find them again faster later.

Roles & responsibilities

Map access rights and processing steps by organizational unit or role.

E-invoice & approval

Check XRechnung and ZUGFeRD technically and hand them over to internal approval processes.

Traceable filing

File documents, processing status and approvals in a structured way.

Further reading: E-invoicing mandate 2025–2028 at a glance

FAQ

Frequently asked questions

OXS.eco receives e-invoices from the PEPPOL network, and we set the connection up per project. XRechnung files are validated against DIN EN 16931 and passed into the processing workflow. For invoices to German federal bodies, XRechnung is the standard format.

Yes. Applications from public portals land in the responsible administrative file in structured form. Handover to specialist systems runs through our REST API.

Retention periods are configured per file type, following the statutory minimums for decisions, applications and funding papers. Deletion proposals are logged and approved before they are carried out.

Yes. OXS.eco offers open REST APIs and connectors to municipal specialist and finance systems, on a project basis on request. We go through the actual integration effort in the demo.

OXS.eco reads scanned paper documents with OCR, whether from a scanner or from OXS.eye, files the digital copy in an audit-proof way and logs the scanning process. TR-RESISCAN describes the procedure your authority follows, not a property of the software: whether the paper original may be destroyed depends on your Verfahrensdokumentation. We clarify any open points in the initial call.

Related industries

Also of interest

Related industries with a similar document and compliance profile.

Financial services

Loan files, e-invoices and audit trail kept audit-proof.

View financial services solutions →

Construction

Project files, variation orders and VOB deadlines kept digitally.

View construction solutions →

Or view all 9 industries →

Hélène TinetInitial call, demo & onboarding

Next step

See an administrative process in the demo.

We walk through incoming mail, XRechnung receipt via PEPPOL, OZG connection and administrative files using your own use case. A 15-minute process check with a person from the MAAS team.

MAAS Filderstadt · since 1986
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