Frequently asked questions about OXS.eco, e-invoicing, GoBD and document management

OXS.eco is the MAAS document management platform for digital document processes in mid-sized companies. It connects accounts payable, e-invoicing, digital case files, mailroom, document dispatch and audit-proof archiving in one browser-based interface.

OXS.eco is geared to mid-sized companies, from small teams to organizations with several hundred users. The pricing model scales with the number of users and the document volume. Smaller companies often start with a single use case (accounts payable, archiving), larger companies roll out several modules step by step.

That depends heavily on the scope. The deciding factors are your intake channels, the number of approval workflows and any data migration. A full platform rollout with several modules and ERP integration happens step by step and without interrupting your operations. After the requirements call we give a concrete estimate of your time frame in the quote.

No. OXS.eco complements existing ERP and accounting systems instead of replacing them. Through interfaces, OXS.eco hands posting data to your system and pulls status back where the system allows it. Duplicate data entry falls away, your system landscape stays in place. Which concrete integrations are possible for your system is something we clarify in the initial call.

OXS.eco runs on Google Cloud in Frankfurt. Access is controlled by role and logged in full. Subcontractors within data processing are contractually bound by the GDPR. Retention and deletion periods can be configured and given reminders; for subject access requests, the search across case files and full text supports you. Final GDPR compliance in your company also depends on your configuration and your Verfahrensdokumentation.

There is no classic proof of concept on your own documents. The path is: initial call, your requirements in bullet points, then a demo on sample data, tailored to your needs. The proof on your own process then comes from the compact way in with a single intake channel in pilot operation after the order.

OXS.eco runs on Google Cloud in Frankfurt. During archiving, unsigned documents are signed with the MAAS certificate, while documents that are already signed stay unchanged; the signature secures immutability. Access runs exclusively over TLS-encrypted connections; against attacks from outside, Google Cloud Armor shields the application and the API with DDoS protection and a WAF. You will find an overview of the security architecture on our Security & Compliance page; we are happy to go through the details in a call.

No. MAAS accompanies the entire rollout personally, from capturing requirements through configuration to training your staff. OXS.eco is browser-based and needs no local installation. You do not need an IT team of your own to run it.

Because no mid-sized company is the same. On the pricing page we state from-prices per building block: user license, AI invoice processing, interface and setup by effort. But the number of users, the document volume, the modules and the integration effort differ considerably. That is why we put together an custom quote based on your actual needs once the requirements are clarified.

Three factors determine your quote: the number of active users, the monthly document volume and the number of intake channels configured during the rollout. At higher volumes the price per document falls. We combine those three figures into a quote that stays predictable for you.

OXS.eco is built for mid-sized budgets, without the overhead of large corporate solutions in licensing and rollout. The bigger difference lies in the rollout approach: platforms like those start as a major project, OXS.eco starts step by step with your most important use case.

The demo on sample data costs nothing. The way in with a single intake channel is a regular, manageable quote: user licenses, document processing and interface on a running basis, setup by effort, as described on the pricing page. You expand only once this first step convinces you.

We show every cost component openly: user licenses, document volume, interface flat rates, setup effort and support model. We go through these points in full in the quote discussion, with no surprises after the contract is signed.

Your data belongs to you. At the end of the contract we provide your archived documents and data in an exportable format; handover and deletion after the export are settled in the contract with you. There is no technical lock-in to OXS.eco.

There is no trial version to try out on your own, because OXS.eco is tailored to your processes and your system landscape. The low-threshold way in is the free demo on sample documents: it shows how OXS.eco works. Once the quote is accepted, pilot operation starts in a small test system with your first staff members.

Since 1 January 2025, domestic B2B companies in Germany have had to be able to receive e-invoices. Transition periods apply to issuing them: until the end of 2026 for all companies, until the end of 2027 where prior-year turnover is up to 800,000 euros (Section 27 (38) UStG); from 2028 the obligation to issue applies to everyone in principle. OXS.eco receives and issues the relevant e-invoice formats.

XRechnung is pure XML, primarily for public sector buyers and the PEPPOL network. ZUGFeRD is a hybrid format: a readable PDF with embedded XML. XRechnung follows DIN EN 16931; so does ZUGFeRD from version 2.0.1 onwards, with the exception of the MINIMUM and BASIC WL profiles. OXS.eco processes both formats.

There is a need to act, because the obligation to receive has applied since 2025. OXS.eco can be set up for e-invoice receipt through PEPPOL or e-mail. Incoming invoices are validated against DIN EN 16931 and archived aligned with GoBD. We clarify the schedule in the requirements call.

Yes. Incoming XRechnung invoices from the PEPPOL network run through the same approval and archiving process as invoices from e-mail, scan, upload or SFTP.

Documents have to be archived unalterably, completely, traceably and so that they can be found again at any time. The GoBD oblige companies to store tax-relevant records in a structured, protected way. A normal network drive or a SharePoint structure usually does not meet these requirements. OXS.eco maps these requirements with versioning, an audit trail and permission control; final propriety also depends on your Verfahrensdokumentation.

Under Section 147 AO, Section 257 HGB and Section 14b UStG the following applies: books, annual financial statements and customs records ten years, invoices and accounting vouchers eight years since 2025, commercial and business letters (including as e-mail) six years, each counted from the end of the calendar year and 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.

An audit trail is a complete, unalterable log of every action on a document: creation, change, access, forwarding, deletion. It is the basis for providing evidence in a Betriebsprüfung and in internal audits, and a central GoBD requirement.

OXS.eco is operated as SaaS on Google Cloud in Frankfurt. Hosting, data processing and subprocessors are governed contractually and technically by a data processing agreement. We provide the data processing agreement, the technical and organizational measures and the subprocessor list on request.

OXS.eco processes invoices from e-mail inboxes, scan inputs, upload, SFTP, EDI and the PEPPOL network. Every channel feeds into the same workflow, whatever the incoming format.

Approvals are configured by amount, department, cost center, creditor or combinations of these, multi-level, with deputies and waiting times. Every approval step is logged in full.

Due dates and early payment discount data are read from the invoice and shown in the workflow. Before the deadline passes, OXS.eco reminds the responsible team; the payment is always triggered by your team through the approval.

Yes, in the Invoice Register (REB), provided the order data can be retrieved from your ERP (connection project-based on request). OXS.eco matches incoming invoices against open purchase orders, detects deviations in quantity or price and escalates them straight to the responsible clerk, with considerably less manual entry. Whether and how the order data can be retrieved from your ERP is something we clarify in the requirements call.

OXS.eco offers a connector for Diamant, already in production use; further ERP and accounting systems are connected project-based on request. Customer-specific integrations can be built through the REST API. We estimate the scope and effort of the connection for your system in the quote after the requirements call.

The OXS.eco REST API allows programmatic integration following the OpenAPI standard. It is provided with documentation during the rollout project, so your IT or integration partners can connect directly.

OXS.eco runs entirely in the browser, with no local installation. In addition there is an OXS.eco app for iOS and Android for approvals, tasks and case file access while away from the desk.