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Solution · Document dispatch

Document dispatch: send it, track it, prove it.

OXS.eco sends documents straight out of case files and workflows, with recipient checks, status and proof on the case itself. Outgoing mail becomes a closed, documented process.

Discuss your dispatch process View digital case files

Google Cloud in Frankfurt · aligned with GoBD · EN 16931 · data processing agreement available · personally supported

In brief

What does digital document dispatch mean?

Digital document dispatch means more than an email with an attachment. Documents go out from case files, workflows or the archive under control, the status is tracked, and the dispatch proof lands back on the right case. This is about sending documents to recipients. Handing accounting records over to finance (Diamant) is something different and runs through the Invoice Register.

An email from a personal inbox is not document dispatch yet. Approval, status and the proof on the case are all missing.

What OXS.eco does

Prepare, send, prove, in one run

01

Prepare

Documents come from a case file, a workflow or the archive. Recipients and attachments are checked before dispatch.

02

Send

Dispatch runs digitally, by email or SFTP, and on request through your own mail server, with no paper step. A recipient portal is possible as a project solution.

03

Prove

Status and dispatch proof are filed on their own, and a filter query brings them up when an audit asks.

Dispatch channels

The routes OXS.eco sends through

One process, several channels. The right route is stored per recipient and document type.

Email

The standard route for customers and partners, sent straight from the system.

Recipient portal (project solution)

Available as a project solution on request, with the scope set in the project.

SFTP

Automated exchange of larger volumes with systems and service providers, encrypted and predictable.

Your own mail server

On request, email dispatch runs through your own SMTP server, so recipients see the familiar sender address from your domain. That improves deliverability.

Which proof you get depends on the channel. In a call we sort out which channels fit your dispatch processes.

Show, don't tell

What a documented dispatch looks like

One dispatch job, the way OXS.eco documents it: checked, approved, sent.

Functions in detail

What sets real dispatch apart from sending blind by email

Source

Send from case files and workflows

Documents are prepared straight from customer, case or project files, with no copying into a mail client. Dispatch becomes a process step instead of a one-off action.

  • Dispatch as a process step, not a loose one-off action
  • Attachments come out of the case file, not off someone's desktop

The link to the case is the core of it. Anything that does not belong to the case does not go out with it. How case files manage documents and addresses is shown under Digital Case Files.

Control

Approvals before dispatch

Dispatch processes can be tied into approval workflows, so documents only go out once your team has approved them.

  • Four-eyes principle for critical documents
  • Every step logged

Dispatch never triggers itself. Approval stays a decision your team makes. The multi-level approval workflow runs in the Invoice Register.

Overview

Dispatch status in one place

Your team sees on the case what went out, when and to whom, instead of asking around in individual inboxes.

  • Status per document and recipient
  • Open dispatch jobs at a glance

The status shows the dispatch route. Whether the recipient has read it is something no channel can reliably confirm.

Recipient

Recipient data from master data

Recipients and addresses come from maintained master data, which lowers the risk of delivery to the wrong address.

  • A check step before dispatch
  • Recurring letters from templates

Keeping master data clean remains a precondition. OXS.eco checks against what is stored there.

Closed loop

Proof back on the case

Every dispatch produces a proof record with time stamp, recipient and attachment. OXS.eco files it on the matching case automatically.

  • Dispatch proof archived aligned with GoBD

The proof is kept audit-proof in Archiving.

Proof

Digital signature at dispatch

Documents that OXS.eco creates itself, outgoing invoices for example, including as ZUGFeRD, are digitally signed. The recipient can check that they were not altered in transit.

  • Standard: signed with the MAAS certificate
  • On request with your own D-Trust certificate

Documents that arrive already signed stay untouched. Nothing is ever signed twice.

In practice

Real-world scenarios

01

Digitize outgoing mail

Problem

Documents are sent by hand, by email or on paper, with no status, no link to the case, no proof.

Solution

Digital dispatch straight from the case file: recipient, attachment, approval and dispatch proof in one process step.

Result

Noticeably

fewer manual dispatch steps (the typical effect with a clean setup). Document, proof and archiving in one pass.

02

Send proof to customers or partners

Problem

Documents and supporting evidence need to go out fast, but the dispatch status stays unclear and the evidence is missing later when an audit asks.

Solution

Dispatch straight from the case file or the archive, with the status visible to your team.

Result

Automatically

document evidence is at hand whenever an audit asks.

03

Send documents after approval

Problem

Approved documents are copied out of the workflow by hand and forwarded by email: a manual detour, no link to the case.

Solution

Dispatch hooks straight onto the approval workflow, and dispatch, proof and archiving follow automatically.

Result

Straight

from approval into dispatch, typically with no manual steps or paper in between.

Process

From document to traceable dispatch

Five steps connect case files, workflows and the archive into one documented dispatch process.

01

Select

Prepare documents from a case file, a workflow or the archive.

02

Check

Check recipient, content and attachments.

03

Send

Fully digital, end to end.

04

Track

Document status and dispatch details.

05

Archive

File proof automatically.

Go deeper into dispatch processes by industry

Public sector

Send official notices, letters and proof digitally and traceably.

View public sector solutions →

Financial services

Send contract documents, statements and proof securely and on the record.

View financial services solutions →

Logistics & transport

Send outgoing invoices and delivery dockets signed and traceable.

View logistics solutions →
FAQ

Frequently asked questions about document dispatch

OXS.eco sends directly from customer, case and project files as well as from approval workflows, with no manual copying and no separate email.

OXS.eco files dispatch proof on the matching case automatically, and it can be pulled up on demand for audits.

Hélène TinetManaging Director · Initial call, demo & onboarding

Next step

Talk through your dispatch process in 15 minutes.

In an online meeting we go through your outgoing mail as it works today and show how dispatch, status and proof come together in one process. You will be speaking with Hélène Tinet.

MAAS Filderstadt · since 1986
Discuss your dispatch process
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