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Capture & Workflow

Automate your workflows with DocuWare

DocuWare is a comprehensive document management and workflow automation solution designed for businesses of all sizes. Whether deployed as a flexible cloud-based (SaaS) or on-premises system, it helps your organisation digitise, organise, and secure documents while automating critical processes.

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Key Features

DocuWare meets a range of business
and operational needs, including:

Intelligent Document Processing

Using AI-based technology, DocuWare automatically identifies and extracts key information from documents, such as invoice numbers, dates and supplier details. This significantly reduces manual data entry and minimises indexing errors.

Two business professionals, a man and a woman, sit at a desk reviewing documents on dual computer monitors and a laptop, while the screen highlights three types of digital documents above them: an Invoice, a Delivery Note, and a Letter, each marked with a red checkmark.

Workflow Automation

Organisations can design and automate bespoke workflows for various business processes through an intuitive drag-and-drop interface. Automated document routing, task assignments and notifications ensure processes are completed efficiently and on time.

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Advanced Search & Retrieval

DocuWare’s powerful search tools use metadata and full-text indexing with OCR (Optical Character Recognition), enabling users to instantly locate any document—even scanned paper files—making information easily accessible.

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Mobile Access

Users can access documents and manage workflows from any device, anywhere. The mobile app allows for document capture and approvals on the go, ensuring business processes continue smoothly outside the office.

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Integration Capabilities

DocuWare integrates seamlessly with existing business applications, including ERP, CRM and accounting systems. This creates a unified and efficient workflow across the organisation.

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Use cases

DocuWare drives measurable results across your core departments

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Procurement

✔ Manage all purchasing and supplier information centrally in the cloud.
✔ Access key documents such as contracts and purchase orders swiftly and remotely.
✔ Identify spending patterns and potential opportunities for savings.

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Finance

✔ Fully automate invoice processing by matching with purchase orders.
✔ Empower tactical and strategic financial decision-making.
✔ Gain clarity on contracts and financial arrangements with suppliers.

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HR

✔ Safe storage of all your HR related documents in digital format.
✔ Streamline HR operations, including recruitment, selection, personnel administration.
✔ Automate manual tasks such as leave approvals and onboarding processes.

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Facility

✔ Digitalise, automate and accelerate the processing of your documents, including physical email, maintenance schedules and contracts.
✔ Collaborate more effectively with other departments and sites.
✔ Ensure compliance with GDPR, health and safety regulations.

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Sales

✔ Centralise all sales documents (quotes, contracts, customer files) for instant access and collaboration from any device.
✔ Automate quote and contract approval workflows, and integrate fully compliant electronic signatures.
✔ Track the real-time status of all proposals and contracts to inform sales strategy and forecasting.

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Marketing

✔ Store marketing resources in a central location and share them to colleagues as needed.
✔ Work collaboratively on documents, add comments, monitor changes in real time.
✔ Assess and measure the success of marketing initiatives.

"DocuWare offered the ideal combination of secure document storage and automated workflows, at an excellent price. Being able to use the cloud delivery model was another major advantage."

Fabian Müller
COO at Neo One

Read the customer story
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Why Ricoh?

What makes us stand out?

Ricoh is a trusted global leader in digital services with decades of experience in document management and intelligent automation. Our IDP solution stands out because we don’t just provide technology – we deliver end-to-end solutions tailored to your business requirements.

  • Proven expertise and industry knowledge
  • End-to-end service delivery
  • Technology-agnostic and scalable solutions
  • Secure and compliant by design
Why Ricoh

Frequently Asked Questions

Answering common questions about Docuware

How much does DocuWare cost?

DocuWare pricing is usually based on a subscription model that varies depending on the number of users, storage capacity, and the particular features required. For an accurate quote, it’s best to request a demo or contact our sales team.

Is DocuWare a cloud-based or on-premises solution?

DocuWare offers both cloud-based (SaaS) and on-premises deployment options. This flexibility allows organisations to choose the solution that best fits their infrastructure and security needs.

How secure is DocuWare?

DocuWare provides robust security features, including granular access controls, encryption, and comprehensive audit trails, to ensure your documents are secure and that you remain compliant with industry regulations like GDPR and HIPAA.

Can DocuWare integrate with our existing software?

Yes, DocuWare is designed to integrate seamlessly with a wide range of business applications, including ERP systems, CRM software, and various Microsoft products, to streamline your workflows.

Is there a mobile app for DocuWare?

Yes, DocuWare offers mobile apps for both iOS and Android, so you can access documents and manage workflows wherever you are, at any time.

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