Frequently asked questions

Through Open a trial account you choose the apps you would like to try, enter your company and confirm your email address. We then set up your portal.

The first month is free and can be cancelled at no cost during that time. If you do not cancel by the end of the free month, the minimum term under the General Terms and Conditions begins, along with paid use. The conditions are set out in the General Terms and Conditions and on the pricing page.

If you would rather just have a look first, use the demo with fictitious data.

Yes. On the demo page you get your own demo company for 7 days, full of fictitious sample data, in all apps and without a password, contract or credit card. In the demo bar you switch roles, for example between owner, HR department, accounting and employees.

Emails, text messages and notifications never leave the demo; it is deleted after 7 days. Please do not enter any real personnel data.

Prefer a conversation? We can also show you the workflows in person.

The application, the database and the daily backups run in data centres in Switzerland whose operator is certified to ISO 27001, 9001, 14001 and 50001. Documents are stored encrypted in Swiss object storage, and transmission is encrypted.

An access log records who viewed or changed which personal data and when. For the data you process in the apps, KMU | base acts as processor; your company remains the controller.

Who receives data and how you can exercise your rights is set out in the privacy policy.

Data migration by KMU | base is free of charge. You upload your data securely in the dashboard under Settings › Data migration, for all apps in your account and without placing an order or unlocking anything. We transfer it into your account within 24 hours on working days. There is no set-up fee.

Alternatively, you can transfer data yourself: the import assistant works with a dry run, a reconciliation report and a rollback.

For special cases, ask us beforehand.

Prices, tiers, packages and discounts are shown exclusively on the pricing page; there you can also calculate your selection in the price calculator. All prices are exclusive of VAT.

Each app is complete and can be booked individually. You do not have to buy modules or plug-ins, and the AI and all updates are included. Only add-on packages are optional, for example for storage, AI or newsletter emails, as well as additional companies in HR | base.

For larger companies we prepare an individual quotation.

The General Terms and Conditions are decisive. Under them, the first month of use is free and can be cancelled at its end, unless the order provides otherwise. A minimum term then applies; after that the contract continues indefinitely and can be cancelled monthly. You cancel additionally booked apps individually.

After the contract ends, KMU | base makes your data available through the standard exports for a period stated in the General Terms and Conditions. The General Terms and Conditions also state that KMU | base provides software and does not owe legal, tax or accounting advice.

Take the duration and deadlines from the General Terms and Conditions, and the prices from the pricing page.

Yes, the “KMU | base” app is available for iOS and Android and is included in the apps. Employees clock in and out (also offline), request holiday, open documents and payslips and receive notifications. Documents and payslips can be protected with Face ID or a fingerprint.

Authorised users also handle tasks from Finance, Docu, QMS and Sales on the go, such as photographing expense receipts or approving requests. The app is available in German, French, Italian and English.

The AI is included in every booked app; a monthly allowance is part of it, and add-on packages are optional (see the pricing page). It answers questions, finds pages and prepares changes.

You get reading and drafts directly. Every change and every action directed outwards first appears as a preview and is carried out only after your approval. The AI has no rights of its own, only those of the person asking.

Processing takes place exclusively in Switzerland, with no training on your data. An authorised person switches the AI on deliberately. More on this on the AI page.

KMU | base supports two-factor sign-in with a code from an authenticator app; backup codes are available. You set the requirement per role; by default it applies to administration and HR.

In addition there is a limited session duration, an account lock after several failed attempts and the rejection of known or overly simple passwords. Anyone who is locked out is signed out immediately on the web and in the app.

Every file is stored encrypted, and the access log shows who saw what and when.

Through roles and permissions. There are four basic roles (administration, HR, line managers, employees) and custom roles that you copy from templates. For each role you set levels per area, control sensitive fields such as salary, AHV number or health data separately, and limit the data scope, for example to your own team or to certain companies.

Every page and every action checks the permission on the server. With “View as this person” you check, read-only and with a log entry, what someone sees.

You will find all ways to get in touch, including the telephone number, on the contact page.

In the apps, the assistant answers your questions first. If it cannot help further, you create a support ticket and follow it under “My account”. Under the General Terms and Conditions we provide support on Swiss working days; special response times apply only if they have been agreed.

Support accesses your data only if you grant it time-limited access. You can revoke that access at any time.

In German, French, Italian and English. Each person chooses their language in their profile, and your company can set a default; the language follows the person, not the device. The app, emails and legal texts are available in all four languages, and numbers, dates and currency appear in Swiss formats.

You create contracts, references and receipts in the language of the recipient. The AI replies in the language of your question and translates texts.

Yes, at no extra charge and with no lock-in. You export all of your company’s data from all apps as JSON and CSV (Excel), documents in their original format, plus a field description and checksums. The export is created in the background, is available to download for 7 days and is logged.

There are also exports in the format of your fiduciary or your accounting software, as well as a public REST API with an API key for your own systems. What applies after cancellation is governed by the General Terms and Conditions.

Yes. You manage groups of companies in one account, each company with its own address and UID; the company serves as a filter and data scope. In Finance | base each company has its own chart of accounts, its own journal and its own financial years, and you switch between the companies at the top. In HR | base you maintain the contract header and expense policy for each company.

People can be restricted to specific companies. How additional companies are charged is shown on the pricing page.

Yes, with a Swiss bank account. Invoices and reminders are produced as PDF/A with a Swiss QR payment part, either with a QR-IBAN and QR reference or with an IBAN and RF reference.

Without a Swiss bank account, you issue invoices without a QR payment part: with an IBAN and BIC from any country, with free-form account details or only with PayPal. Finance | base does not let you issue an invoice without a valid bank connection and a complete sender.

The guide to the QR-bill explains what matters when creating one.

By converting it, without retyping: from the quotation an order or an invoice, from the order an invoice, a delivery note or a picking slip, from the delivery note an invoice. On the document you see the origin and the follow-on documents with their status.

You invoice orders in parts: by quantity, as a deposit in percent or as a final invoice with the deposits deducted. You record discounts per line or on the whole document. If you wish, your customers accept quotations online.

The dunning list shows all overdue invoices with their next level; you send reminders individually or in a dunning run. There are three levels: payment reminder, first and second reminder, according to your deadlines and, if you wish, with a fee, as a PDF by email. Before sending you see the level, outstanding amount, fee, deadline and recipient.

Customers with a dunning block, for example under an instalment agreement, receive no reminder proposals. The dunning run shows separately how many reminders were created and how many were delivered.

The guide covers deadlines and default interest.

Finance | base calculates the return from your postings by form item, with turnover and tax for each rate. Under the effective method the items follow the FTA form; under the net tax rate method you check the item allocation against the FTA form before transferring it. On closing, Finance stores the XML file unalterably in the document store.

Finance | base does not submit the return for you: you download it as an eCH-0217 file and submit it yourself in the FTA portal. The file currently corresponds to eCH-0217 version 1.0; the portal requires a newer version, so an import is not guaranteed. Until the switch-over, you transfer the values from the draft by hand.

For each company you specify, from a given date, whether it is liable for VAT, with which method, type of consideration and period. The effective method and the net tax rate method are supported, as are agreed and received consideration and rates with validity dates, so that every posting is calculated at the rate for its date.

Values outside the accounts, such as subsequent input tax deduction or input tax corrections, you add directly in the return. After closing, you create a correction return that shows only the difference from the submitted version.

Which method suits you, clarify with the FTA or your fiduciary.

Finance | base reads camt.053 and camt.054 as well as account statements as CSV. Each transaction is imported only once, even if you load the same file again.

Payments with a QR or RF reference match the sales invoice by themselves. For other transactions Finance proposes matches with document, partner and amount. With bank rules you can have recurring transactions posted automatically if you wish; you restore an ignored transaction, and the restoration is logged.

The guide to bank reconciliation explains it step by step.

You upload invoices as PDF or image or send them to your own inbound address. Finance reads the Swiss QR code and, if it is missing, the PDF text, without AI and without any connection to the outside, detects duplicates and proposes creditor, account, VAT code and due date. You confirm and post.

Payment is made through a payment run: Finance generates a pain.001 file, which you load into your e-banking and approve there. Above the four-eyes threshold, a different person carries it out. An AI account-coding suggestion is available only at the press of a button.

Employees photograph the receipt or upload a PDF, enter the date, category, amount and purpose and submit the claim, also in the app. The person who also decides on that person’s absences may approve it, or accounting, but never one’s own claim; rejecting requires a reason.

Expense receipts go unalterably into the archive. Approved expenses are paid by payment order or, if the payroll run picks them up, together with salary. For foreign currency you enter the rate; the monthly rate is proposed.

Yes. You manage several storage locations with storage bins and see stock on hand, reserved, available and stock value; items below the minimum stock level are flagged. Delivery notes and invoices post the stock issue when issued, picking slips when the picking is completed.

There are also goods receipt from purchase orders, stocktaking, batches with expiry dates and serial numbers, label printing and scanning with a camera or handheld scanner. Valuation is by moving average, FIFO or standard price.

Yes. You invite your fiduciary with email, companies and permissions (read, post and export, or close); the “Fiduciary” role template covers read, post and export. The access receives no basic HR permissions. People marked as fiduciary access do not count as Finance users and do not increase your price.

The fiduciary exports the journal, trial balance and income statement as CSV or Excel; every export is logged. Fiduciary firms can register as partners.

Finance | base maintains a gapless journal: each posting receives a consecutive number per company and is chained to the previous one. Corrections are made by reversal, and the original remains visible; locked months accept no postings. Finance documents are stored in the shared archive of Docu | base, which contains a template for the procedure documentation under Art. 4 of the Ordinance on Accounting Records (GeBüV).

We give no assurance that your accounting and retention meet the legal requirements. That remains your responsibility, with your fiduciary or auditors if necessary.

Yes. Your customers get a customer area with your logo and your colour: overview, invoices, quotations, orders, subscriptions, payments and documents. They open individual documents without an account through a protected link, and the full area with a personal sign-in.

Quotations are accepted online, with a signature if you wish. Payment is made by QR-bill or, once you have set up PayPal, directly online; the payment is posted automatically. A changed invoice address takes effect only once you approve it.

Yes, with recurring invoices: weekly to yearly, in advance or in arrears, with a start and end date. For each period exactly one document is created, which the series issues and sends automatically or saves as a draft for review.

You can issue the invoice a selectable number of days before the period begins, pause a series without invoicing the pause afterwards, or invoice the next period immediately. Package changes made mid-term and triggered through the interface (API) credit the remaining days and invoice the new package pro rata.

On receipt, yes: Docu | base recognises structured e-invoices (embedded XML in a PDF or an XML file) on arrival and uses them to fill the fields of the incoming invoice. Finance | base reads Swiss QR-bills without AI.

You send issued QR-bills, after review and approval, by eBill through your own connected account directly into your customers’ e-banking. If eBill is not possible, you deliberately choose postal dispatch as a fallback. You send invoices by email with a PDF and Swiss QR payment part. For each customer you can also store a PEPPOL address; dispatch via PEPPOL is currently not part of the guaranteed scope of functions.

They clock in and out for arrival, break and departure on the web, in the app or at the terminal. Time-entry profiles specify per company, location, department or person which channels are permitted; five ready-made templates are available. You assign time to a project or a building site and, if you wish, check the location by geofence.

Target-time models also cover annual working time. The app shows notices under the Labour Act (ArG), for example about missing breaks or rest periods; this does not replace legal advice. Line managers approve the month, and HR closes it.

Yes, with the team terminal in the browser: you set up a tablet in kiosk mode and pair it with a code that HR generates; HR blocks a lost device immediately. Employees sign in with an NFC badge, QR badge, name list or employee number, usually with a PIN.

If the network fails, the terminal keeps recording and sends the entries later; anything unclear ends up with HR as a case to be clarified. The terminal software is included; tablets and wall mounts are not.

Employees request absences on the web or in the app: whole days, half days or by the hour, with a substitute and a remark. When a request comes in, line managers see the remaining holiday, colleagues in the department who are absent at the same time and any assignments affected, and approve with one click.

The holiday account shows entitlement, carry-over, holiday taken, planned and remaining; you control carry-over and expiry through rules. Public holidays follow the canton in the time model, and approved absences are credited to the time account. In the team calendar, colleagues see only “Absent”.

Yes, with its own payroll runs: payroll master data valid from a cut-off date, monthly and hourly pay with holiday and public holiday compensation, 13th and 14th month salary, AHV/IV/EO, ALV, UVG, KTG, BVG, family allowances and withholding tax. A payroll run goes from calculated through checked to approved by a second person.

You receive payslips as PDF, the salary certificate (form 11), a pain.001 payment file and the posting package for Finance | base. You download reports under ELM 6.0 as XML; direct transmission to authorities is currently not part of the function. The payroll accounting is not yet Swissdec-certified.

Yes. HR | base offers a connection to SwissSalary: you allocate pay types, absences and cost centres once, specify for each field which system leads, and transfer joiners, changes, leavers as well as approved hours and absences without double entry.

For other payroll programs and your fiduciary, you export hours, absences and expenses as CSV or Excel with freely selectable columns, per entry or as a monthly total. Every transfer appears in the transfer log. We are happy to discuss which solution suits you in a conversation.

Yes. You choose interim reference, final reference or employment confirmation; name, start date, leaving date, job title and duties are pre-filled. Text blocks in Swiss reference-letter language are available for each criterion and grade level, and the grades are proposed from the most recent confirmed performance review.

A reference goes through draft, review and approval; by default only a person other than the last editor may approve it. It is exported as PDF or Word, also in French, Italian and English.

Under Art. 330a of the Code of Obligations (CO, OR), the employee can request a reference at any time. You are responsible for the content.

You create and publish vacancies with a preview and design the careers page for each company with its own branding. Applicants send their documents without a login, in German, French, Italian or English. The documents are read locally, and multiple applications are detected.

Applications run through your stages as a pipeline; your team scores them, schedules interviews and sends emails from templates. Rejections go out with a delay by default and can be cancelled until then. Completed applications are deleted or anonymised after your retention period, and the talent pool exists only with consent. The AI summarises applications without ranking them.

When you record a joiner or leaver, the checklist is created automatically. You start with a Swiss SME standard template with around 90 ready-made items and adapt it in the template editor; ticks such as construction, driver or withholding tax show or hide the matching items. Each item has a role and a calculated due date and can be delegated by email.

Before the first day, the new person enters personal details and documents through a time-limited link in pre-boarding and confirms the contract. HR reviews everything and transfers it, encrypted, into the personnel file.

Under Art. 25 of the Federal Act on Data Protection (DSG, also called the nDSG), any person can ask whether personal data about them is being processed; access is in principle free of charge and is usually provided within 30 days.

In HR | base you download all of a person’s personal data, or the whole file, as a ZIP with one click, with sensitive parts only with the appropriate permission; the retrieval is logged. The same applies to applications. You set retention periods yourself, and a daily run deletes anything that has expired. This does not replace legal advice.

Roles and permissions control access. In addition to administration, HR, line managers and employees, you create your own roles, for example “HR assistant”. You assign sensitive fields such as salary, AHV number, bank details or health data separately. Line managers see only their team.

The section “Personnel management & procedures”, with discussions, warnings and termination procedures, has additional protection: its own permission, encrypted content, every view in the log. Access and changes are logged, including read access, with IP address and channel.

As an aid, HR | base shows the notice period by year of service, an earliest leaving date, the end of the probation period and protection periods under Art. 336c of the Code of Obligations (CO, OR). For termination by the employer, the app warns about protection periods; there is no automatic check.

HR | base does not calculate extensions under Art. 335c, para. 3 and Art. 336c, para. 3 CO, nor protection periods for military service or pregnancy. The contract generator warns against the LMV minimum wages that you have entered. For companies without staff regulations, the contractual basis and holiday follow the CO. The calculation bases show the rules with examples; the statutory text remains decisive.

The standard mapping is your working framework for the standard: 55 clauses and sub-clauses from 4 to 10, named with our own short titles and without protected standard text. You rate each clause as open, partly met or met, assign processes, documents, objectives and roles as evidence, and see the coverage overall and per main clause.

If you exclude a clause as not applicable, you must record a justification for it. Anyone moving from the 2015 edition manages the transition with a crosswalk list.

No. Whether a company is certified is decided solely by the certification body in the audit. QMS | base gives you the tools for preparation: a plan up to the certification audit in nine phases, a gap report for standard clauses without evidence and an audit package with the most important documents.

The certification body can also be given time-limited read access without an account, only for the selected areas. Every access is logged.

Each version of a document goes from draft through review and approval to “valid” and later to “withdrawn”. A rejection requires a reason. Whoever wrote a version can neither review nor approve it (four-eyes principle); very small teams can switch this rule off in the settings.

Each new version records what has changed and who reviewed and approved it. Old versions remain viewable.

You distribute a document to everyone, to a company, a department, a job title or individual people and make reading mandatory. Each person sees their open reading obligations and confirms with one click that they have taken note of the valid version.

Those responsible see for each document who has confirmed, and the reading rate. You remind anyone who has not yet confirmed at the press of a button. If you wish, you attach a comprehension quiz: only someone who has passed it can then confirm.

In the audit programme you plan audits for up to three years and see which active processes do not yet appear in any audit. For each audit you record the date, scope, objectives, criteria, processes, standard clauses, audit lead and auditors.

Without a checklist of your own, the questions are generated from the processes and standard clauses in scope. An answer of “deviation” becomes a finding, with a follow-up action, in one click. The approved audit report is produced as a PDF and filed in the archive.

Yes, with the KMU | base app. Employees record reports with a photo, auditors answer the questions of their audit on site, and checks and measured values can also be recorded without a network. On sending, the data is synchronised; anything unclear is handed over as a case to be clarified to the responsible person.

With the app you can also scan QR labels that you print for test equipment, batches, checks and check points. The same permissions apply as in the portal.

All employees can report nonconformities, improvement suggestions and near misses, anonymously if they wish. A bar shows where the report stands: reported, to be clarified, actions, effectiveness, closed.

You record the immediate action and root cause analysis, using 5 Whys, Ishikawa or free-form, and schedule the effectiveness check with a date. You fill in D1 to D8 directly on the report and download the 8D report as a PDF.

You record the complaint with customer, company, email and reference and assess it as justified, partly justified or unjustified. You record the reply and the credit amount in the complaint. After closing, you can send the customer a time-limited link for feedback on satisfaction.

For a justified complaint with an amount, you request a credit note with one click. Finance | base creates a draft for it; it is checked and issued there.

You manage risks and opportunities in separate registers, with category, causes, consequences, process, context topic and owner. You define the risk matrix yourself: levels for each axis and thresholds for yellow and red.

For each risk you choose a strategy, set the target rating and see every reassessment in the history. If you attach actions, the risk changes to “being treated”. You manage recurring controls as ICS controls with a frequency from daily to yearly.

You define which qualifications a job title requires and see in the qualification matrix target, actual, expiry warnings and fulfilment rate for each person. In the training catalogue you offer in-person, online and e-learning courses.

Employees register themselves; full sessions lead to a waiting list, courses requiring approval to a request. On completion the person receives a certificate as a PDF and an entry in the competence master data. Quizzes with a pass mark are possible.

You manage suppliers with category, service, contact person and status: new, approved, conditional or blocked. The evaluation uses 1 to 5 points against weighted criteria such as quality, delivery date, price, communication and complaints, or against your own criteria. This produces a status proposal.

For a supplier you request a self-disclosure with one click; the supplier replies through a link without an account. The supplier can be linked to the creditor in Finance | base.

QMS | base takes the figures from the system as a snapshot, for example objectives, audits, reports, complaints, actions, risks and earlier decisions. The review runs in the meeting as a presentation with slides; management rates each section.

You track decisions as actions. After approval you receive the minutes as a PDF, which is filed in the archive. You also manage meetings, agendas and minutes in QMS | base.

Yes, as a working aid. Alongside ISO 9001 you activate ISO 14001, ISO 45001, ISO 27001, ISO 21001 and EFQM and carry out the standard mapping for each standard. There are also environmental aspects (ISO 14001), the hazard assessment (ISO 45001) and the statement of applicability (ISO 27001) with Excel export.

The multi-standard matrix shows the coverage side by side; you carry evidence over to identically numbered clauses of another standard. This does not replace certification: it is carried out by a certification body.

Yes. You activate packages for care and Spitex, food, laboratory, social institutions, occupational safety, data protection, automotive suppliers and GxP. The result is sample processes, draft documents, requirements for the register and criteria for self-assessment in our own words.

Each package states what still needs professional review. For food, you record an HACCP plan with critical control points, limit values and monitoring. The packages are templates and do not replace professional advice.

You ask questions about the standard. The AI reads your valid documents and active processes for this, names those it used, with their version, as evidence and marks general guidance without evidence.

Answers become visible only after approval by a specialist, and only to people who may see the evidence themselves. The standards advice is an aid for your quality work, not a statement about certification. AI is included in every app; you will find the conditions on the pricing page.

Docu | base stores each version as its own unalterable archive entry; corrections arise only as a new version with a reference to the original. A SHA-256 checksum is kept for every file, and accesses are logged without gaps and in a chain. This makes it possible to show that the document and the log have not been changed since filing. Every month Docu checks the checksums, chains and readability.

This is a technical description, not a statement of legal conformity. Whether your archiving as a whole is sufficient, clarify with your auditors.

Yes, with a template. You fill in your part, file versions with a validity date and download them as a PDF; the part on the operation of the software is attached. The template is an aid and replaces neither a review by your auditors nor legal advice.

Before the annual accounts, the view “Archive complete?” shows whether, for each financial year and company, documents, books of account, financial statements, VAT, payroll and procedure documentation are in the archive.

Each document belongs to a retention class with a period and a legal basis. Depending on the class, the period runs from the end of the financial year, from the document date or from an event such as the end of a contract. For books of account and accounting records, the law specifies ten years from the end of the financial year (Art. 958f, para. 1 of the Code of Obligations, CO, OR).

The retention overview shows what expires soon, what may be deleted and what is blocked. With a deletion lock (legal hold) you hold back documents for proceedings, and you lift the lock again with a justification.

You delete expired documents only on request, which a second person approves or rejects. You make the request directly on the document page, for all versions at once.

Early deletion is possible if there is a legal ground, such as a deletion request, a withdrawal of consent, a purpose that no longer applies or a misfiling. For classes with a statutory period it is never possible. In the recycle bin of the network drive, Docu requests deletion only after 30 days, and again a second person decides.

New files land in the inbox first. There you confirm the type, company and fields; only then is the file archived. Docu reads scanned pages on its own servers in German, French, Italian and English, without passing data to the outside.

For Swiss QR-bills, Docu takes over the IBAN, amount and reference, and structured e-invoices fill the fields of the incoming invoice directly. You drag and drop several files into the inbox.

Full-text search covers content and fields, including in scanned documents. You find a document by terms, invoice number or IBAN. With the search syntax you combine terms with AND, OR and NOT or search by fields and date ranges.

The search also works with word parts: “scaffold” also finds “scaffolding”. You see only hits that you are also allowed to open. If you have permissions in other apps, the search also shows their archive documents.

Yes. In the visual workflow editor you draw workflows with tasks, branches, parallel branches, actions, waiting and end. A workflow becomes active only when there are no check findings. Templates are available for invoice approval and contract approval, among others; you only assign the roles.

Tasks go to people, roles or line managers; one person, all or the majority decide. Depending on the amount, the approval can go to a different level. During an absence, a deputy takes over.

Docu offers the simple electronic signature. Employees sign a PDF while signed in; the signed version with a signature sheet becomes a new version. External parties sign through a link with a code by email or decline with a reason, in a fixed order if you wish.

Docu does not currently offer an advanced or qualified signature. Whether the simple signature is sufficient for a particular contract or another form is required, you check case by case.

Yes, via WebDAV. Docu appears in Finder or Explorer as a network drive, and you open and save documents directly from your programs. To do this you create a separate drive access with a password that is shown once and can be revoked.

In the drive you create folders, move and rename them, with the same folder permissions as on the web. Deleted documents and folders stay in the recycle bin for 30 days; archived documents and those subject to retention cannot be deleted on the drive. A scanner can save to the “Eingang” folder; the document appears in the Docu inbox.

Yes, if you switch it on. You decide yourself whether Docu archives emails. You import existing emails unaltered from .eml and .mbox files, with duplicate detection and immediate archiving.

You can additionally connect further mailboxes by IMAP, read-only. You reconcile them at the press of a button, and connected mailboxes are reconciled automatically every night. Whether and which emails you archive is for you to decide, in line with your own retention and data protection requirements.

You transfer legacy collections as a ZIP file. Docu reads the company, year and type from the path and shows you beforehand, in a dry run, what will be created. Only then do you import.

Anyone moving from a file server or another document system transfers the existing filing including folder structure and permissions: first a dry run, then the import, without duplicates and repeatable as often as you like. For larger collections you can get advice.

Yes. You can export all of your company’s data from all apps at any time: JSON and CSV (Excel), documents in the original, field description and checksums. The export is created in the background, can be downloaded for 7 days and is logged.

After cancellation your archive remains readable and exportable; changes are then blocked. For auditors or your fiduciary there is also a verifiable full export as a ZIP, which you can check without our software using the enclosed script.

Your auditors receive a time-limited, read-only link. It shows the inventory and allows download and export of the approved years, without an account of their own. Every access is logged, and you can revoke the link at any time.

Alternatively, you hand over the verifiable full export as a ZIP with files, metadata, hash list, log extract and verification instructions. With it, the auditors check completeness and integrity even without access to Docu.

For each folder you determine which person, role or department may read, change or manage. Subfolders inherit the permissions; inheritance can be broken. The view “Who has access?” gives the reason.

Only the roles you unlock for it see sensitive document types. Each person also has a personal storage area that only they see and from which they share selectively. Ready-made roles for document management and archive responsibility give no access to HR or payroll.

Archive files are stored only in encrypted form (AES-256-GCM) in Swiss object storage, with a separate key for your company. On arrival, each file is checked by its content for its format and scanned for malware. Every read access checks tenant, company, document type and archive class.

An encrypted copy is stored daily at a second location. Individual documents or the data state of a given day can be restored selectively. You will find further details in the privacy policy.

You find companies and people through search and filters and see on a detail page who belongs to which company. For each contact you keep several email and phone channels with one primary address; the same address cannot be created twice.

You merge duplicate entries after seeing, field by field, which value stays, and you can undo the merge. The timeline shows a contact’s notes, calls, emails, deals and consents given in one place.

New prospects appear in the lead inbox with a score and a duplicate notice. A step bar leads from “New” through “In review” and “Qualified” to “Converted”; you close unsuitable enquiries with a reason. A good lead becomes a contact and a sales opportunity in one step.

Your website can pass enquiries directly to Sales through a signed interface; the key and address are in the settings. Sales does not supply a ready-made web form for this.

You start with common sales stages and then map your own process: you set up pipelines, stages, loss reasons and sources yourself. The pipeline board shows the number, total and weighted value for each stage, separately for each currency. You drag deals between the stages.

If you close a deal as lost, a loss reason is mandatory, so that you learn from every lost deal. You adjust the closing probability for each deal; pipeline value and forecast are calculated with it.

If you wish, you first approve what is created internally, such as a deal, a next step, a customer or a draft invoice. You then separately approve sending to the outside. The setting applies per tenant.

The approval applies to the exact version: if the text changes, a new approval is needed, and double sending is ruled out. Editing and approving are separate permissions, and management can also approve on the move through a one-time link.

Your connected mailbox becomes the Sales inbox. Enquiries from the inbox are prepared as a case with a draft reply, if you wish also from the junk folder. You adjust the draft or have the AI revise it following your instruction.

Replies to contacts can go out from your own mailbox (Microsoft 365, Gmail, IMAP) and are stored in your Sent folder; the reply still lands in the Sales thread at the contact. Without the approval permission, an email is submitted for approval.

Newsletters go only to addresses with consent. For each address and purpose, you record what a contact’s consent is based on. Every email contains a one-click unsubscribe, and unsubscribes take effect immediately. Bounces, complaints and unsubscribes block the address.

The technology supports you, but does not replace your own legal review.

Under the Federal Act against Unfair Competition, anyone acts unfairly who sends mass advertising by telecommunication, without a direct connection to requested content, and in doing so fails to obtain prior consent, to give the correct sender or to point out a straightforward and free-of-charge way to refuse (Art. 3, para. 1 lit. o UWG). An exception applies if you obtained the contact details when selling goods, works or services and pointed out the option to refuse at that time: you may send these customers advertising for your own similar goods, works or services without consent.

Where consent is required under the Federal Act on Data Protection, it is valid only if it is given voluntarily for one or more specific processing operations after adequate information (Art. 6, para. 6 DSG). This does not replace legal advice.

You build the content from blocks such as title, text, image, button and divider, insert personal details with a click and see the live preview alongside. You select the recipients by attributes such as customer, location or industry and see how many contacts are affected.

Sending takes place from your own domain; “Check now” checks its DNS records. Only the approved version goes out. Afterwards you see bounces and opens with raw values, detected automated accesses and cleaned figures.

With the import assistant you import contacts from a CSV or Excel list. A mandatory dry run comes first: you see in advance what will happen, followed by a reconciliation report and approval. Newsletter consents are retained.

An import that has already been carried out can be undone as long as nothing has been built on it. For larger collections we are happy to advise you in person. Data migration is free of charge; for the conditions see the pricing page.

You see the sales funnel, win rate, dwell time per stage and loss reasons, that is, where deals stall and why they are lost. The forecast estimates the expected revenue from the pipeline; the forecast by closing month shows columns per month.

In the dashboard you arrange tiles freely and filter by period, person and pipeline. Sales management sets targets per person or team and sees the progress. Money is always shown separately for each currency.

Yes, with the KMU | base app. On the move you search contacts, make calls, record a visit note and scan business cards. You also see the pipeline by stage with totals, change the stage of a deal, close it as won or lost and edit leads and sales tasks.

The sales calendar shows the week’s appointments and follow-ups, and you receive a push notification for a new lead or a follow-up that is due. The same permissions apply as on the web.

You set up campaigns with sender, distribution list, subject, preview text and content. Whoever designs does not send automatically: editing and sending are separate permissions in marketing, and scheduled starts can be paused, resumed or cancelled.

In the social planner you plan posts and topics in one place. Automatic publishing on the networks is not currently part of Sales. You publish the posts yourself.

Follow-up sequences are created from templates at a fixed rhythm that you can change. Only one follow-up case is open per deal, and the follow-up goes to the contact person’s usable, non-blocked address. In the draft queue you set the target quantity and preview window; these drafts always need your approval.

Before sending, the interval, salutation, impermissible commitments and placeholders are checked. Blocked contacts never receive a follow-up.

From the deal you create the quotation in Finance | base with one click, convert it into an order or invoice after acceptance and see the status in the deal. Issuing and sending take place in Finance, never automatically.

In the deal you put together an offer from several line items, one-off, monthly or yearly. From the order, Finance creates an invoice for one-off items and, for each interval, a series as a draft, exactly once. If you wish, deals follow the Finance documents. Notes on how to structure a quotation are in the guide to quotations.