DocuWare
by DocuWare (Ricoh) · Document Management
Cloud and on-premise document management with workflow automation and ERP connectors.
- Works with
- SAP, Microsoft Dynamics, Sage, Oracle / NetSuite / JD Edwards, QuickBooks, Any system
- Deployment
- Cloud, On-premise, Hybrid
- Company size
- SMB, Mid-market, Enterprise
- Pricing
- Subscription, quote-based (per user, tiered by user count); on-premise licensing also available
- Founded
- 1988
- Headquarters
- Germering, Germany (US office in Beacon, New York)
Overview
DocuWare is a document management and workflow automation platform that centralizes business documents in a secure electronic archive and automates the processes that surround them. Documents are captured from scanners, email, Microsoft Office, web forms, and connected business applications, then indexed automatically using intelligent indexing and OCR before being stored in structured file cabinets with rich metadata. Organizations commonly deploy it for accounts payable and invoice processing, contract management, HR and employee file management, and records retention.
The platform pairs document storage with a web-based workflow designer that lets teams model approval chains, notifications, escalations, and deadline handling using a drag-and-drop interface. Intelligent Document Processing (IDP) adds AI-driven classification and data extraction, including handwritten and low-quality scan recognition, to reduce manual indexing. Electronic forms, digital stamps and annotations, versioning, and legally binding electronic signatures round out the document lifecycle, while granular permissions, audit trails, and automated deletion workflows support compliance and governance requirements.
DocuWare is offered primarily as a multi-tenant cloud service hosted on Microsoft Azure, with on-premise and hybrid deployments also available. It integrates with ERP and line-of-business systems through native connectors, an iPaaS connector framework, Smart Connect, URL integration, a print connector, and REST APIs/SDK. A SAP-certified integration covers SAP ECC 6.0 and S/4HANA (private cloud, public cloud, and on-premise). The company reports more than 12,000 customers across over 90 countries, served through a global partner network.
Screenshots & demo
Demo video from the vendor's YouTube channel.
Features & capabilities
Document capture & indexing
Bring documents in from any source and index them automatically.
- Intelligent Indexing that converts document content into index terms
- OCR and handwritten text recognition (HTR) for low-quality scans
- IDP pre-processing: automatic separation, cropping, and anonymization
- AI-driven document classification
- Full-text indexing for searchable content
- Barcode recognition (EAN, QR, postal codes)
- Scan, email (Outlook/Teams/generic), Office, and folder import
- Print-stream import from any application
Workflow automation
Model and run the processes around documents.
- Web-based drag-and-drop workflow designer
- Multi-level approvals, notifications, and task assignment
- Exception handling and escalation rules
- Deadline management with proxy/substitute assignment
- Automated deletion workflows for retention compliance
- Preconfigured solutions for invoice processing and employee onboarding
- Control dashboard for real-time workflow monitoring
Search, access & collaboration
- Flexible search with wildcards, logical operators, and metadata queries
- Folder views and digital file structures
- Granular, document- and field-level permissions
- Universal browser-based viewer with annotations and stamps
- Linked/related document display
- Link-based sharing, intranet embedding, and Teams integration
- Version history tracking
Forms, signatures & document lifecycle
- Customizable web forms for structured data capture
- Legally binding electronic signature integration
- Digital stamps and annotations without altering originals
- Automatic versioning
- Data enrichment from connected applications
- Audit trails and tamper-evident archiving
Integration & extensibility
Connect DocuWare to ERP and line-of-business systems.
- SAP-certified integration (ECC 6.0, S/4HANA private/public/on-prem)
- Native connectors and Smart Connect for one-click data linking
- iPaaS connector framework reaching 1,000+ cloud applications
- REST API and SDK for custom integration
- URL integration and print connector
- Index data export/synchronization with ERP systems
Common use cases
- Accounts payable and automated invoice processing
- Contract management and tracking
- HR and digital employee file management
- Records retention and compliant archiving
- Quality and document control management
- Sales order and purchase order document handling
- Centralized document archive across departments
Strengths & considerations
Strengths
- SAP-certified integration spanning ECC 6.0 and all S/4HANA editions
- Broad connector model: native connectors, iPaaS, Smart Connect, print, and APIs
- Intelligent Document Processing with handwriting and low-quality scan recognition
- Available as cloud, on-premise, or hybrid from a single platform
- Backed by Ricoh with a global partner and reseller network
- Region-specific tax/legal certifications (GoBD, GeBüV, and others)
Considerations
- Pricing is quote-based and not published openly on the vendor site
- Free trial availability is inconsistent across sources and regions
- Advanced workflow and IDP configuration typically requires partner involvement
- Breadth of features can mean a steeper initial setup for smaller teams
ERP integrations
Stores and retrieves documents from SAP via content repository mapping; secured over SSL/TLS.
Integration with Oracle E-Business Suite, JD Edwards, PeopleSoft, and NetSuite.
Transfers invoice/accounting data to QuickBooks.
REST API and SDK plus Smart Connect, URL integration, and print connector for custom links.
Pricing
DocuWare does not publish official pricing; a demo and custom quote are required. Third-party sources cite figures in the ~$20-$30 per user/month range depending on volume, but these are not vendor-confirmed. Get an independent shortlist with pricing guidance below.
Technical & security
- Hosting
- Microsoft Azure (DocuWare Cloud)
- Compliance
- SOC 2 Type 2, ISO 27001 (DIN EN ISO 27001), ISO 9001 (DIN EN ISO 9001), GoBD (Germany), GeBüV (Switzerland)
- Mobile app
- Yes
- Languages
- English, German, French, Spanish, Italian
About the vendor
- Founded
- 1988
- Headquarters
- Germering, Germany (US office in Beacon, New York)
- Employees
- ~400
- Ownership
- Subsidiary of Ricoh (acquired 2019)
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DocuWare — frequently asked questions
Does DocuWare integrate with SAP and other ERP systems?
Yes. DocuWare offers an SAP-certified integration covering SAP ECC 6.0 and S/4HANA (private cloud, public cloud, and on-premise), plus prebuilt connectors and iPaaS connections for Microsoft Dynamics, Sage, Oracle/NetSuite, and QuickBooks. A REST API and SDK support custom integrations.
Is DocuWare available in the cloud or on-premise?
Both. DocuWare Cloud is a multi-tenant service hosted on Microsoft Azure, and on-premise and hybrid deployments are also available from the same platform.
What security and compliance certifications does DocuWare hold?
DocuWare is certified for SOC 2 Type 2, ISO 27001, and ISO 9001, and supports region-specific records requirements such as GoBD (Germany) and GeBüV (Switzerland). Its cloud runs on Microsoft Azure infrastructure.
How much does DocuWare cost?
DocuWare does not publish official pricing. Plans are quote-based and typically priced per user with tiers by user count; a demo and direct quote are required to get accurate figures.
Who owns DocuWare?
DocuWare was founded in Germering, Germany in 1988 and was acquired by Ricoh in 2019, operating as a standalone subsidiary.
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