Terms of use
This is an English translation for your convenience. The contract language is German; in case of any difference, the German version Allgemeine Geschäfts- und Nutzungsbedingungen applies (section 11.2).
These terms govern how you may use the portal documentmanagement.systems: as a company looking for a document management system (DMS) or preparing for e-invoicing obligations, as a vendor whose product is listed in the directory, and as a provider (vendor, partner, Peppol service provider or integrator) that wishes to receive requests. They replace the terms of the former portal under this domain. There are no user accounts, reviews or paid placements on this portal. The German-language sister portal dokumentenmanagement.systems has its own terms.
1. Provider and scope
1.1 The portal is provided by Christoph Weingärtner Unternehmensberatung, owner Christoph Weingärtner, Stifterstraße 18, 73230 Kirchheim unter Teck, Germany, e-mail chris@documentmanagement.systems (“we” or “the portal”).
1.2 These terms apply to the use of all content and functions at documentmanagement.systems and to contracts concluded with us through the portal. Users’ own terms apply only if we have agreed to them in text form. Individual agreements in text form take precedence.
1.3 The portal is aimed at businesses within the meaning of Section 14 of the German Civil Code (BGB), legal entities and partnerships. Anyone using a function that transmits data to us (request for offers, request for help from the readiness check, download of a template, e-mail alerts, correction notice) confirms that they are acting in the course of a commercial or independent professional activity and are authorised to act for the company named. We do not conclude contracts with consumers within the meaning of Section 13 BGB.
2. Services of the portal
2.1 The portal provides free of charge:
- a directory of DMS vendors and their products with data sheets based on public vendor sources, a DMS finder that matches your criteria against the documented vendor information using fixed rules, guides, and templates and checklists to download,
- an overview of e-invoicing and e-reporting obligations in European countries (tracker, country pages, calendar files, change log) with links to the official sources,
- a readiness check that creates a dated plan in your browser from your details on entities and countries,
- on request and only with your consent, forwarding your request for offers or for help to up to three suitable vendors, partners or providers (introduction), as soon as such recipients are listed with us.
2.2 Vendors can submit corrections to their own data sheet with evidence (section 4). Providers can register their interest in introductions (section 5).
2.3 The portal is an information and introduction service. It does not provide legal, tax or IT advice and does not owe any particular result, in particular not that a specific system is suitable for your company, that an obligation or deadline shown applies in your case, or that an introduction leads to a contract. You conclude contracts for software, implementation or operation exclusively with the vendor, partner or provider; we do not become a party to them.
2.4 We may change or extend the range of functions or discontinue individual functions where this is reasonable for users. Introductions already promised remain unaffected.
3. Use by companies looking for a solution
3.1 The directory, the DMS finder, the tracker and the readiness check are free of charge and require no registration. A contract with us is concluded only when you request a template, send a request or subscribe to alerts; it is also free of charge.
3.2 Results of the DMS finder and the readiness check are recommendations and information based on your details, the vendor information documented on the check date and the official sources published on the check date. They do not replace reviewing the offer, a trial with the vendor and, where necessary, consulting your tax adviser, lawyer, data protection officer or information security officer. The official sources linked on each page are authoritative (see the disclaimer).
3.3 For introductions we forward your request to no more than three recipients that match your countries, systems and chosen criteria. On request we will tell you which recipients received your request. You can withdraw your consent at any time by e-mail with effect for the future.
4. Vendor data sheets (listings)
4.1 Inclusion. We add products to the directory on our own initiative; vendors neither need to nor can register. We include standard software with functions for document management, archiving, invoice processing or digital files that
- is publicly available (no alpha or beta version, no custom development),
- is offered to business customers in Europe and
- can be listed under the vendor’s official product and brand name.
There is no right to inclusion, to a particular scope of the data sheet or to a particular presentation.
4.2 Sources. Every value in a data sheet comes from a public source of the vendor (website, data sheet, price list, press release, register entry) or, where expressly marked, of a sales partner. Every value is documented with a link and retrieval date. Where the vendor publishes nothing, the data sheet says “no public information”. We do not estimate, we do not rate, and we do not publish user reviews, star ratings or quality rankings.
4.3 Order and independence. The directory is sorted alphabetically. In the DMS finder the order depends solely on how well a product meets your criteria according to the documented vendor information; ties are sorted alphabetically. Payments, partnerships or commissions have no influence on inclusion, content or order, nor on dates, deadlines or wording in the tracker. Vendors pay nothing for their data sheet, and we do not offer paid placements.
4.4 Corrections. Vendors and third parties can propose corrections by e-mail or via the page Profil korrigieren of the sister portal, whose vendor profiles the data sheets are based on. We adopt a correction if it is supported by a publicly accessible source of the vendor. We correct demonstrably incorrect statements of fact without undue delay, usually within five working days of receiving the evidence. We do not adopt advertising claims, superlatives or information without a public source. The design of the data sheet, the choice of features and the wording remain our decision.
4.5 Names, trade marks and logos. Vendor and product names, trade marks and logos belong to their owners. We use them only to identify the respective product in the directory, unchanged and without suggesting a partnership with or endorsement by the vendor. If a vendor does not want its logo to be shown, we replace it with the product name in text after notification in text form. We show vendors’ product images and screenshots only with their permission.
4.6 Removal. If a product is no longer offered or a requirement under 4.1 no longer applies, we remove the data sheet or mark it accordingly as soon as we become aware of it. A vendor has no right to have an accurate, documented data sheet removed; we take a vendor’s legitimate interests into account in individual cases.
5. Providers and introductions
5.1 Vendors, partners, Peppol service providers and integrators can register their interest in introductions by e-mail via the page For providers. Registration is free of charge and non-binding. It creates neither a right to requests nor an obligation to pay.
5.2 An introduction contract is concluded only when we inform the provider of the conditions, in particular the price per forwarded request, in text form and the provider accepts them in text form. There is no basic fee. Only requests whose forwarding the requesting company has expressly consented to are charged. The introduction contract governs term, termination and invoicing; these terms apply in addition.
5.3 A request goes to no more than three recipients. We decide which providers receive a request based on the requesting company’s details, in particular countries, systems and criteria, and on the countries, networks and systems stated by the provider. There is no right to a particular number of requests, to exclusivity or to a territory.
5.4 The provider
- gives truthful information on its company, the countries, networks and certifications it covers and the vendors or systems it works with, and keeps it up to date,
- uses the data of a request exclusively to contact the requesting company about this matter, does not pass it on and deletes it when it is no longer needed for this purpose,
- is itself the controller under data protection law for its own processing of the request data,
- observes a withdrawal of consent or objection by the requesting company without undue delay as soon as it becomes aware of it.
5.5 If a provider breaches 5.4, we may exclude it from introductions. Further rights remain unaffected.
6. Obligations of all users
6.1 Information in forms must be true and complete. You may only submit data that you are entitled to pass on, and no content that infringes third-party rights or is unlawful.
6.2 In particular, the following are prohibited:
- submitting forms on behalf of third parties without their instruction, in large numbers for testing purposes or automatically,
- interference that disrupts or places an excessive load on the operation of the portal, and circumventing protective measures,
- systematically extracting the directory or the tracker in order to build your own database or a competing service (section 7.2).
6.3 In the event of breaches we may reject or delete submissions and block access to individual functions.
7. Copyright and database rights
7.1 Texts, graphics, comparisons, country overviews and the compilation of the directory are protected by copyright and as a database (Sections 4, 87a et seq. of the German Copyright Act, UrhG). Vendor information remains the vendor’s information, and laws and official publications remain official works; what is protected is their selection, verification and arrangement.
7.2 You may quote individual content with attribution and a link. We provide the portal’s machine-readable files (for example llms.txt, the files under /ai/ and the calendar files) so that search engines, AI services and calendar applications can find, summarise and cite or display the content with attribution. Taking over substantial parts of the directory or the tracker into your own database or service is not permitted without our consent in text form.
7.3 By submitting a correction you grant us the simple, free right to use the factual information and evidence it contains for the data sheet. We do not publish personal details of the person submitting it.
8. Liability
8.1 We check all information carefully and document it with source and check date. However, vendors change products, prices and conditions continuously, and legislators postpone or change e-invoicing obligations, sometimes at short notice. The vendor’s current information, the content of your offer and the linked official sources are authoritative. We give no warranty for the accuracy, completeness and currency of vendor information, of the summarised legal position or of the content of linked websites.
8.2 We are liable without limitation for intent and gross negligence, for damage resulting from injury to life, body or health, under a guarantee given and under the German Product Liability Act.
8.3 In the case of slight negligence we are liable only for breaches of essential contractual obligations, meaning obligations whose fulfilment makes the proper performance of the contract possible in the first place and on whose compliance you may regularly rely. In this case liability is limited to the foreseeable damage typical for the contract. For services free of charge (section 3) we are otherwise liable only for intent and gross negligence.
8.4 We cannot promise uninterrupted availability of the portal. Maintenance, disruptions at the hosting provider or force majeure may lead to interruptions.
9. Data protection
How we process personal data is explained in the privacy policy.
10. Changes to these terms
We may change these terms with effect for the future, for example for new functions or a change in the legal situation. For free use, the version published at the time of access applies. For ongoing introduction contracts we will notify changes in text form at least six weeks before they take effect; the provider may then terminate the contract as of the date they take effect.
11. Final provisions
11.1 Declarations under these terms must be made in text form (Section 126b BGB), for example by e-mail to chris@documentmanagement.systems.
11.2 The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods. The contract language is German. This English version is a translation; in case of any difference, the German version applies.
11.3 If the user is a merchant (Kaufmann), a legal entity under public law or a special fund under public law, the place of jurisdiction for all disputes arising from this contractual relationship is Kirchheim unter Teck. We may also sue at the user’s general place of jurisdiction.
11.4 Should any provision be invalid, the validity of the remaining provisions remains unaffected. The invalid provision is replaced by the statutory provision.