Audit-proof archiving: aligned with GoBD, audit-ready, available at any time.
OXS.eco archives documents for mid-sized companies so they stay immutable, complete and traceable, aligned with the GoBD requirements. Full-text search, audit trail and configurable retention periods are the operational basis.
Google Cloud in Frankfurt · aligned with GoBD · EN 16931 · data processing agreement available · personally supported
What does audit-proof archiving mean?
Audit-proof archiving means storing and managing documents so that they remain immutable, complete, traceable, ordered and available at any time. The term is closely tied to the GoBD, the German principles for the proper keeping and retention of books, records and documents in electronic form and for data access.
A network drive or an e-mail folder is not audit-proof archiving. There, documents can be changed, moved or deleted without anyone noticing.
What has to be archived audit-proof
Retention obligations apply to every company. Which document types are involved varies by industry.
- Incoming invoices & e-invoices
- Outgoing invoices
- Approvals & check logs
- Purchase orders & delivery notes
- Commercial contracts & framework agreements
- Business letters & e-mails
- Quotes & order confirmations
- Dunning letters & credit documents
- CMR consignment notes & delivery evidence
- Proof-of-delivery documents (POD) & damage photos
- Customs documents, proofs of origin & ATLAS
- Freight invoices & supplier vouchers
- Claims files & settlement records
- Loan files & collateral
- Audit reports & compliance documentation
- Annual financial statements & balance sheets
- Administrative files & official notices
- E-invoices via PEPPOL/XRechnung
- Grant notices & supporting evidence
- OZG cases & applications
- Supplier invoices & ERP vouchers
- ISO quality records & test reports
- Supplier certificates (REACH, RoHS)
- Complaint & warranty documents
Go deeper on industry-specific requirements
From document to audit-ready evidence
Capture documents in a structured way, archive them immutably and provide them directly when an audit comes.
Capture
Take in documents centrally from e-mail, scan, upload and SFTP, from the invoice workflow and through interfaces to your specialist systems.
Index
Assign the document type per channel or workflow, prepare metadata and full text for search.
Store immutably
Apply the signature. From then on the document is protected against tampering.
Log
Every access, every approval, every change is recorded in the audit trail.
Provide
For audits: documents can be retrieved directly via full-text search, case file or export.
When the auditor arrives, you are ready sooner.
No more hours of hunting for documents ahead of a Betriebsprüfung. In OXS.eco your vouchers are central, complete and filterable. Export from the result list with a filter query, or give your external auditor read access directly, without assembling documents by hand. The actual response time depends on data volume and index quality.
Find documents quickly and precisely
Full text, metadata, file structure and filters let teams find any archived document quickly.
Frequently asked questions about audit-proof archiving
Under § 147 AO, § 257 HGB and § 14b UStG: books, annual financial statements and customs records ten years, invoices and accounting vouchers eight years since 2025, commercial and business letters (including e-mail) six years. Each period starts at the end of the calendar year and runs at least as long as the records matter for tax assessments that are not yet final. OXS.eco monitors retention periods per document type and reminds the responsible team. Understand GoBD in detail →
An audit trail is a gap-free, immutable log of every action on a document: creation, access, change, approval, deletion. It is the basis for proving what happened in a Betriebsprüfung.
OXS.eco runs OCR on scanned paper vouchers (from a scanner or OXS.eye) and archives them audit-proof. For replacement scanning under GoBD, a Verfahrensdokumentation covering your scanning process is a prerequisite on your side; we clarify any open points in the initial call.
Yes. E-mails containing invoices, orders or contract content are subject to retention obligations. OXS.eco archives incoming e-mails together with their attachments as vouchers, aligned with GoBD and searchable like any other document.
Yes. Users can correct and add keywords and index data at any time (re-indexing). The document itself stays unchanged and audit-proof.
Yes, every archived document carries a signature. Documents that arrive already signed are archived unchanged and never re-signed. OXS.eco signs unsigned documents on archiving with its own certificate, which secures immutability. On request we integrate signature providers such as D-Trust, for example for outgoing invoices you generate yourself.
Discuss your archiving process in 15 minutes.
In the online meeting we look at how you store documents today and show where OXS.eco makes retention periods, evidence and a Betriebsprüfung noticeably easier. You speak with Hélène Tinet.
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