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Digital specialist solutions for the automotive industry

Automation of business processes and process optimization are the prerequisites for efficiency and success. The need for it is no longer an optional luxury, but a must in order to remain competitive in the long term.

Professional tip

Vehicle documents in existing paper form, such as vehicle papers, vehicle papers, purchase contracts, leasing contracts, reports, customer files and other documents are replaced by electronic documents thanks to digitization and thus optimize all work processes to the maximum.

PaperOffice not only enables document management, but enables it also immediate access to up-to-date and accurate vehicle and customer files.

Digitization in the automotive industry and car trade

In the constantly changing environment of the automotive industry, a successful, effective and fast production and service process is the key to success. Important documents accumulate on a daily basis: vehicle papers, purchase contracts, leasing contracts, reports, customer files and much more. These do not only arrive by post, many documents also arrive by e-mail.

Therefore, companies from the automotive industry and car trade are those who benefit significantly from the use of suitable document management software.

Woman sitting at the wheel of her new car
Digitization in the automotive industry brings immense advantages

All of these documents and related information need to be digitized if they arrive on paper, require structured filing, task and workflow assignment, and be immediately available on demand.

Because the highly technical processes in the automotive industry require a perfect flow of information and structured execution. The necessary advantages can only be achieved thanks to digitization.

It is very important that important deadlines are met and legal measures are taken to store documents.

In this way, the digitization of vehicle, suppliers, customers and employee documents can bring massive advantages to every company in the automotive industry.

PaperOffice eliminates all time-consuming bottlenecks and creates a clear overview of important documents such as contracts, statements or letters by managing them digitally in PaperOffice in the future.

PaperOffice DMS gives you a clear structure in your documents and helps you to cope with the flood of information.

Perfect workflow solution in the automotive industry

Behind all the impressive figures from the major vehicle manufacturers is a very large administrative effort and well thought-out logistics that have to work hand in hand in order to be able to meet all the requirements relating to the vehicle. It can be pictured as a chain in which every link matters, whether it's a body parts stamping plant or a car salvage company that sells used parts. At every point in the chain, bottlenecks can have more or less severe effects on the entire automotive industry and trade. To prevent this from happening, software is required for higher-level management control.

A software that meets every requirement. A software that is a generalist in its great functionality, which forms the necessary specialists when they are needed.

That's PaperOffice DMS, a document management software that can do much more than manage documents.

Because no matter what form the documents arrive at the company, whether as paper documents, PDF files, e-mails or photos, they are automatically archived and securely stored in your database.
Woman holding the tablet in front of cars
Automation in the car trade creates a competitive advantage

There is no way around automation in the automotive industry

Thanks to the integrated AI, automatic rules are triggered. This AI automatically sorts the documents into folders such as "Invoice" and "Delivery notes", stores appropriate keywords and triggers the digital workflow stored for the respective document type.

PaperOffice meets the highest security standards such as authorization management or the granting of access authorizations. The user defines the individual work steps in exactly the same way as they are carried out in the company, for example the "recording", "checking", "release" and "booking" of invoices.

Responsibility can not only be assigned to individual people, but also to user groups such as "Accounting" or "Construction Management", so that a colleague can step in immediately if an employee is absent.

The OCR technology not only recognizes the document content, but also all tax-related data fields such as document number, date, net, tax and gross amount. The imported data is available for controlling evaluations, payment transactions and financial accounting. This saves tiresome entry work and reduces posting errors.

The data, including the archiving location, can be exported to your tax advisor with just one click.

Car mechanic looks at documents on the laptop
Immediate access and perfect workflow solutions are the key to success

The solution: proven know-how

Doesn't it make sense to use management software in practice right away? that not only meets all requirements, but is also easy to learn and inexpensive?

PaperOffice DMS is the tried and tested complete solution for digital work and, with over 20 years of market experience, one of the first DMS pioneers.

Perfect workflows for the automotive industry

PaperOffice DMS is advantageous for the automotive industry and car trade in various segments, such as:

  • Spare parts procurement and administration
  • Purchase of new vehicles
  • Trade in used vehicles
  • Workshop hour billing
  • Manage maintenance appointments
  • Contract management for customers' leasing contracts
  • Complaints management and claims

With PaperOffice DMS, for example, the data from suppliers and spare parts manufacturers and dealers can be monitored very closely. Each business partner is listed in PaperOffice with its advantages and weaknesses, such as delivery quality, delivery reliability and price development. Linked price lists enable an immediate overview of who is currently offering the best conditions.

PaperOffice DMS is the right software because it has everything that companies in the automotive industry and car trade need, for example:

  • Storage of documents in all digital formats according to the principles of the GDPR
  • Functions for submitting and resubmitting late documents that require action
  • A self-learning data storage function with tagging and internal search engine
  • Automatic assignment of newly added documents to the correct folder
  • Simple database creation and database connection including individually customizable mask
  • Automated template creation for repetitive processes and operations
  • Digital transformation with PaperOffice DMS is revolutionizing the automotive industry

    Car mechanic holds a toy car in his hands
    The right document management software solves the analogue-digital problem

    The PaperOffice workflow function simplifies communication between administration and workshop.

    Repair or service orders are sent to the workshop computer and, conversely, the workshop transmits the working time required for the activities or makes inquiries about spare parts, which in turn are automatically sent to the spare parts management in PaperOffice, which either signals that the spare part in question is in stock or a purchase is to be made.

Digitization with PaperOffice brings immense advantages

This is how PaperOffice can not only revolutionize the world of spare parts. Because in the area of ​​customer and supplier, order processing, information transfer and release, complaints and claims, the workflow solution and digital release is a must.

Of course, PaperOffice DMS allows the migration and integration of existing digital data from existing software solutions.

At the same time, PaperOffice DMS is the interface between analogue and digital. Using its scan function, the software can read analog documents, plans and photos into the system and digitize them using scanners, but also recordings from mobile phones, whereby texts are converted into writing using OCR and can be changed in Office programs.

Time stamps and versioning ensure that the digital document corresponds to the analogue original.

PaperOffice DMS is not only extensive in its functions, but also easy to learn, guided by video tutorials, but also by individual advice and training if desired. All this at a really good price-performance ratio.


To conclude, we will answer a few commonly asked questions on the topic. "Digitization in the automotive industry and car trade":

How can employees access PaperOffice?

Due to the decentralized and modern program architecture, PaperOffice can be used on almost any device - from classic PCs to smartphones / tablets to televisions.

What happens to the data if PaperOffice doesn't exist?

Won't happen, but to reassure you: You can export your data ANYTIME, because PaperOffice is based on an open database structure, you can access your data at any time.

Topic data protection: Where are all documents stored?

PaperOffice will store all documents in-house with high-level encryption, making it immune to data theft, for example, and exceeding all GDPR and GOBD requirements.
Avoid mistakes: NEVER save the data in a third-party cloud!

Can PaperOffice be adapted exactly to specifications?

Yes, PaperOffice can be 100% adapted to the intended use to ensure seamless integration into existing processes and systems. Even the program interface can be fully designed and freely adapted.


PaperOffice DMS supports automotive companies and car dealers and offers appropriate interfaces to other software, API connections and can be expanded at any time according to your wishes. The software is easy to learn and can be easily integrated into everyday practice without causing absences for training purposes.

PaperOffice DMS recommends using a NAS (network-supported data storage) with a backup function so that important data is neither lost nor spied on in third-party clouds.

Ultimately, PaperOffice DMS impresses with a very good price-performance ratio and immense know-how through over 20 years of practical experience.

PaperOffice solves every problem: Guaranteed.

Case study

Digitization in the dental technology industry - successful document management for the dental industry

“Getting chronological results super fast for the annual financial statements and inventories to determine the cheapest purchase price for each individual item. What used to take days can now be done in hours!”

Lars R. Ludewig
owner and managing director of ViaCreative Zahntechnik GmbH