OXS.eco bundles documents, emails, invoices and supporting records into digital case files, complete, role-based and easy to find. Teams work on cases in one central place instead of searching mailboxes and folders.
Google Cloud in Frankfurt · aligned with GoBD · EN 16931 · data processing agreement available · personally supported
A digital file bundles every relevant document belonging to one customer, case, project or claim: emails, invoices, contracts, supporting records and approvals that would otherwise sit in different systems or folders.
A folder structure on a network drive is not a digital file yet. It has no process context, no versions, no access control and no history. In OXS.eco teams find related documents in the right context, control access through roles and keep the edit history and supporting records in view.
Documents from the mailroom, accounts payable, email and workflows flow automatically into the matching file, no manual filing.
Search works across metadata such as supplier, amount and period, across the file structure and filters, plus the text inside the PDFs.
Role-based access, versions and an unbroken history make every file ready for inquiries and audits.
A case file as it takes shape in OXS.eco: documents from different processes, in one place, with history.
Automatic file maintenance
Documents from accounts payable, the digital mailroom and approval workflows are assigned automatically to the matching customer, case or project file.
Automatic assignment depends on well-maintained master data. We support you during setup with clear rules for each file type.
File types
Personnel file, driver file, property or contract file: you configure file types exactly the way your processes need them.
We structure the start together during setup. After that you create new file types yourself.
Deadlines & dates
Files can carry dates: contract end dates, inspection dates, expiring documents. OXS.eco sends an email reminder ahead of time, configured to your needs. In a haulage company, for example, the driver file alerts you when a driving licence is a month from expiring.
Reminder channels and lead times are configured per file type during setup.
Rights & roles
Access is controlled by role and logged, from read-only access to editing.
The permission model mirrors your organization. We work it out together during setup.
Versions & history
Edits create versions instead of overwriting. Who changed what, and when, stays visible.
The history documents changes. Assessing their content remains a human task.
Search & inquiries
Search works across extracted metadata, the file structure and filters plus the PDF text. That is exactly what counts during queries and audits.
Actual response time depends on data volume and index quality.
Problem
Documents for one customer sit scattered across email, the ERP and folders. When questions or audits come up, searching costs valuable time.
Solution
OXS.eco bundles all relevant paperwork automatically into one digital customer file: complete, searchable and with access rights.
Result
Noticeably
less time spent searching. Customer documents can be found precisely through filters, metadata and full text (depending on indexing and data volume).
Problem
Invoice, purchase order, delivery note and approval are filed separately. In an audit, all the paperwork has to be collected by hand.
Solution
All related documents flow automatically into one case file: audit trail, versions and supporting records in one place.
Result
Fully
traceable: who did what to the case file and when (audit trail), available during audits without digging.
Problem
Complex cases with many parties involved produce hundreds of documents across different systems. Completeness is hard to ensure.
Solution
Structured files with roles, version history, search and automatic document assignment from workflows and incoming mail.
Result
Considerably
less time spent assembling files (a typical effect with a clean setup). Cases are audit-ready without collecting documents by hand.
The customer file stores which address each document type goes to. Outgoing invoices, certificates or warehouse logistics reports go to the right recipient automatically. You maintain the addresses yourself in the file.
Digital files sit at the heart of the OXS.eco platform: incoming mail, workflows and dispatch dock directly onto them.
From the mailroom
The digital mailroom classifies incoming documents with rules and AI support and assigns them to the matching file; anything unclear lands in the work basket for your team to review.
From accounts payable
Verified invoices come with approval record and audit trail from the Invoice Register into the case file.
From email & upload
Emails and attachments are assigned to the customer or case instead of ageing in a mailbox.
Into dispatch & archive
Outgoing documents and proofs of dispatch dock onto the file from dispatch and are archived aligned with GoBD in archiving.
Go deeper into industry-specific file management
Access is controlled by role: teams see only the files that are relevant to them. Every access is logged and traceable in an audit-proof way.
Yes, on a project basis. We migrate existing documents within the project, in large volumes too, and assign them to the matching files through metadata and rules we define together with you. We connect specialist systems on request; the connection to Diamant for accounting entries and payment status is live in production.
Hélène TinetManaging Director · Initial call, demo & onboarding
In the online meeting we look at how you file things today and show how OXS.eco bundles documents, emails and supporting records into traceable files. You speak with Hélène Tinet.
