Trusted by over 500 companies in Germany, Austria, Switzerland, and South Tyrol
Does this sound familiar?
One document, four possible places to look. File server, inbox, Teams folder, or the paper file? Every search starts with guesswork.
“Do you have the latest version?” It’s a question teams ask every day. Usually followed by, “Wasn’t that already approved?” Five versions are in circulation, and no one knows which one is the right one.
Tax audit, statutory audit, certification: when records have to be gathered one by one, every deadline becomes a stressful scramble.
Overview of core functions
Create and edit documents directly, without needing M365 or Google
- Consolidate Office: Create documents, spreadsheets, presentations, and drawings directly in Consolidate in common formats such as .docx, .xlsx, and .pptx
- Collaborate: Work together online in real time or continue editing offline locally. You decide what works best
- Save money: Consolidate Office is based on Collabora Office and is fully integrated and included in the price. There’s no need for additional licenses for Microsoft 365 or Google Workspace
Templates & variables: documents that complete themselves
- Create once, use everywhere: Centrally create and manage company-wide templates for recurring documents and text modules
- Clear permissions instead of uncontrolled growth: You determine who is allowed to edit templates and who can only use them
- Variables handle the tedious work: Contact information and other fields are automatically filled in the document. No more copy-pasting
Version history & audit-ready archiving
- Complete version history: it’s always clear which version is current and approved
- Customizable workflow stages: so invoices and contracts don’t get stuck in the queue
- Immutable, GoBD-compliant archiving: with traceable access and change logs—ready for any operational or financial audit
A central, searchable repository directly connected to the rest of your business
- One place for everything: Your documents are stored centrally in Consolidate, rather than scattered across servers, mailboxes, and folder structures
- Find instead of search: The full-text search accesses content, metadata, and tags. Every document is automatically linked to a contact, project, or task
- No exporting, no uploading: You work with the same data set everywhere—in the office, while working from home, and on the go
Why "Made in Austria" Document Management Makes a Difference for Your Data
Consolidate processes your documents exclusively on servers in the EU or, if preferred, within your own infrastructure. Unlike many international DMS providers, this helps prevent potential access by US authorities under the CLOUD Act. For contracts, HR files and financial documents, this is not a minor detail. It is a fundamental requirement.
- Choose between EU cloud or on-premises
- GDPR-compliant by design, not retroactively added
- European AI (Mistral AI)
- Developed in Austria for SMEs in the DACH region
- On the market for 30 years
- Full data sovereignty: You decide where your data is stored
Who is Consolidate Document Management designed for?
- Companies that still rely on paper files, network drives, or scattered cloud folders
- SMEs without their own IT department that still need to archive documents in compliance with GoBD
- Companies with high data protection requirements (e.g., law firms, asset management firms, HR)
- Over 5,000 users with a wide range of needs already trust Consolidate
Everything is connected—documents don't work on their own
With most providers, a DMS is just another standalone system where documents have to be uploaded, filed, and maintained manually. With Consolidate, document management is part of one shared platform from the start, using the same contacts, projects, and user management as every other module.
Documents ↔ Knowledge Base
Guides, templates, and contract documents are linked directly to the relevant knowledge base article, without being maintained twice.
Documents ↔ Email
Attachments are automatically stored in the right process instead of disappearing into someone’s inbox.
Documents ↔ Object Management
Contracts, maintenance records, and plans are stored directly with the relevant object, so they are easy to find exactly when you need them.
Everything stays up to date automatically and in one place.
No exports, no copy and paste, no sync errors between tools.
Discover how your documents work seamlessly with Team Email and Object Management.
COST COMPARISON
How much a comparable software stack usually costs
Calculated for a team of 10 people. Consolidate replaces all six categories with a single, GDPR-compliant platform hosted on an EU server.
| Feature | Price/User/Month |
|---|---|
| CRM e.g., Pipedrive | 34,00 € |
| Knowledge Base e.g., Notion | 19,50 € |
| Documents, Email & Calendar e.g., Microsoft 365 | 20,36 € |
| Video Conferencing & Team Chat e.g., Microsoft Teams | inkl.* |
| Projects & Tasks e.g., monday.com | 12,00 € |
| AI Assistant e.g., ChatGPT Business | 21,00 € |
| Asset Management e.g., specialized asset management software | starting at 8,00 €** |
| Total – 6 individual tools | 114,86 € |
| Consolidate Premium - all inclusive | 24,00 € |
| Savings per user per month compared to a stack of individual tools—for 10 users, that amounts to approximately 11,000 € per year. | –79% Savings in the first year |
* Already included in Microsoft 365 Business Standard (with Copilot). ** Object management is typically billed as a flat rate rather than per user (allocated here across 10 users). All prices: providers’ publicly listed annual rates, as of 2026, net per user/month. Information provided without guarantee.
All the information. One place. Complete clarity.
With Consolidate, companies can find what they need—quickly, centrally, and transparently.
FAQ
A DMS is software that centrally captures, manages, and makes business documents searchable—instead of having them scattered across paper, network drives, or email inboxes. It creates a unified, traceable filing system that includes version control. In Consolidate, documents are also directly linked to contacts, projects, and emails rather than being stored in isolation.
Folders and cloud storage manage files, but not business context: They lack metadata, version control, approval workflows, and audit-proof archiving. A DMS, on the other hand, assigns documents to processes, decisions, and responsibilities—and with Consolidate, these are automatically linked to contacts, projects, or emails.
"Audit-proof" means that once a document has been archived, it can no longer be altered or deleted without being noticed, and every instance of access or modification is logged in a traceable manner. This is a prerequisite for being able to provide complete and accurate information during a tax audit or financial audit.
According to GoBD guidelines, a retention period of 8 years has been in effect since January 1, 2025, for documents subject to mandatory retention, such as invoices and accounting vouchers; previously, the period was 10 years. A DMS with audit-proof archiving ensures that these retention periods are automatically met without the need for manual tracking.
Standalone DMS solutions often cost between 15 and 30 € per user per month; depending on the feature set, setup and training fees are often added—usually without CRM, email, or project management. With Consolidate, you can get started completely free with the Community Edition (for the first year, for 5 users), including all additional modules such as CRM, email, calendar, and project management. The Premium Edition is available starting at 24 € per user per month.
Approved versions can no longer be edited. As soon as a change is made, a new draft is created and this is documented, so that it is always possible to trace who edited and approved which version and when. Previous versions remain viewable without files circulating simultaneously under different names.
No. With Consolidate Office, you can create and edit documents, spreadsheets, presentations, and drawings directly in Consolidate—in common formats such as .xlsx, .docx, and .pptx—either collaboratively online or locally offline. The solution is based on Collabora Office and is included at no additional cost in every Consolidate plan, eliminating the need for a separate Office license.
Yes. You can create master templates for recurring documents and use permissions to control who is allowed to edit them or simply use them. Variables such as contact information are automatically populated from the linked records, so documents no longer need to be typed out manually.
Yes, document management is included in all Consolidate plans—including the free edition. Future features will automatically be available to all customers.
