Document management software
Document management software assigns a number to every incoming and outgoing document, routes it through the approvers, signs it with a qualified electronic signature (KEP), and stores it in an archive with a retention period and an activity log showing who did what. Ready-made systems start at around 125 € one-off per connection and go up to a cloud subscription; a custom system makes sense when documents need to follow Your rules and be linked to customers, contracts and invoices: 3 000-29 300 € (based on 98 of our quotes as of 14 August 2026).
Ивелин КириловChief Technology Officer (CTO)
Владислав БарковManaging DirectorWhat it includes
- Incoming and outgoing numbers
The number and date are added automatically, according to the register.
- Email import
The document from the mailbox enters the register with its attached files.
- Sequential approvals
The document goes through the approvers along your workflow, with a deadline for each one.
- Signature with QES
Qualified electronic signature (KEP), equivalent to a handwritten signature.
- AI recognition
Invoices and documents are read, and the data from them is entered into the system automatically.
- Archive and audit log
Retention period by document type, plus who has viewed and done what.
How the process works
- 1The document arrives by email or is scanned, receives an incoming number, and its data is recognised.
- 2It passes through the approvers in order, with a deadline and reminder, and is signed with KEP.
- 3It enters the archive with a retention period and can be found by typing what You are looking for.
Solution
Document management (DMS)
Incoming and outgoing reference numbers, importing from email, approvals, qualified electronic signatures, natural-language search, an archive with a retention period and an activity log.
Price
€3,000-€29,300
most often around €8,600
Based on 98 of our quotes as of 14 August 2026
In brief: ready-made or custom-built
Saitami's document management system moves each document through your workflow: registration, approvals, signing with a QES, deadlines, archiving and an activity log for every action. Shared cloud folders store files, while ecoDMS costs 125 € excluding VAT per concurrent connection.
A custom system makes sense when documents follow a route with approvals and deadlines, need to be linked to a customer, contract or site, data from invoices needs to be entered automatically, and the archive must enforce statutory retention periods.
Ready-made systems and their prices
Prices are taken from their websites, checked on 17 October 2026. Most electronic records management systems in Bulgaria are sold by quote.
| System | Price as listed on the website | What to keep in mind | Source |
|---|---|---|---|
| ecoDMS | Business Edition 125,00 € excluding VAT per concurrent connection, one-off | archive and search; the server and setup are Yours | ecodms.de/en/shop |
A custom system from us costs 3 000-29 300 €, based on our quotes, with no per-user fee.
What the law requires
The system must enforce these rules automatically:
- A qualified electronic signature has the same legal force as a handwritten signature under Regulation (EU) No. 910/2014 (eIDAS) and the Electronic Document and Electronic Certification Services Act.
- Retention periods under Art. 12 of the Accounting Act: payroll records for 50 years, accounting registers and financial statements for 10 years, and all other documents for 3 years.
- Activity log: who viewed, changed, approved and signed each document, with no option to delete the record.
- Personal data in documents under GDPR: role-based access and deletion after the retention period.
What we have built so far
Account-X is an ERP for accounting firms with document management and AI recognition: customers upload invoices and documents, and the data from them is entered into the system automatically. At Ekovat, the invoices and documents of the plumbing company are recognised with AI, while at Testen Dom, B2B requests from email are automatically entered as orders. Incoming and outgoing numbers, approvals, KEP, natural-language search and an archive with retention periods are what we show in the DokuHub demo.
What to check in the demo
Run one real document from email to archive:
- How many clicks it takes from an email to a numbered document with an assigned person.
- How to change the approval route without a developer.
- How to sign with KEP from your browser.
- How accurately one of Your scanned invoices is recognised.
- How to find a contract from last year without knowing its number.
What we have not done so far
We have not built an electronic records management system for a state or municipal administration, nor have we integrated a system with the System for Electronic Exchange of Messages (SEOS). If You need this, we will check the requirements before giving You a price.
Projects in the industry
Account-X: ERP for accounting firms
Accounting
Accounting ERP for firms: clients and contracts, document management with AI recognition, bank reconciliation, payroll, VAT, year-end closing, NRA deadlines and a client portal.
Ekovat: custom ERP for water and sewerage companies and field teams
Water supply and sewerage
Custom ERP for a company with field operations: requests, work orders, fleet, warehouse and AI-powered document and invoice recognition.
Testen Dom: ERP for food production and B2B orders
Food manufacturing
ERP for food production: automatic import of B2B orders from email, production batches and recipes, FEFO inventory with expiry-date tracking, barcode scanning, invoicing and reports.
What you gain
The document is never lost
A number, person responsible and deadline from the moment it arrives.
The data is not re-entered
AI reads them directly from the document.
The archive keeps track of deadlines
Retention period by document type and a log of everything.
How we get started
- 01
You describe the project
A few sentences about what you need are enough.
- 02
We come back with questions and a price
We ask 2-3 specific questions and tell you the price range.
- 03
We build a demo
For a website, store or software system, we build a demo made for you.
- 04
We send a proposal
A written proposal with the exact price. We meet only to discuss the solution.
Frequently asked questions
Document management software: €3,000-€29,300, typically around €8,600. The exact price is included in the written proposal.
It depends on the scope, which we set out in the proposal. For comparison, here are examples from our portfolio: Pelikan DTM: since April 2026, continuously developed, Elite Call Center: 6 months, LiftexPro: 8 months.
Yours. We hand over the source code and data to you.
If you wish, we can maintain the project for €100-€350 per month. We specify what maintenance includes in the quote.
Connections we have already built: KEP, email import, AI document recognition, and import and export to accounting software. We check other integrations and include them in the quote.
Off-the-shelf solutions range from about 125 € one-off per connection to a cloud subscription; records management systems for the administration are quoted separately. A custom system from us costs 3 000-29 300 €, with no per-user fee.
Yes, with a qualified electronic signature, which under eIDAS has the same legal effect as a handwritten signature.
Yes, with AI: the data from the invoice enters the system automatically. This is how Account-X and Ekovat work.
Under Article 12 of the Accountancy Act: payroll records for 50 years, registers and financial statements for 10 years, and all other documents for 3 years. The system keeps the retention period by document type.
So far, we have not connected a system to SEOS. We check the requirements and include the integration in the quote.
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Legal software for a law firm or legal department: clients and cases, procedural deadlines with reminders, documents with numbers and electronic signatures using KEP, tracked hours and invoices, and a client portal. Clio, its pricing, and when a custom system makes sense.
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Accounting software
Accounting software for a company or accounting firm in Bulgaria: Microinvest Delta Pro, Plus Minus, Ajur and Business Navigator, what the software needs to do in 2026 (euro, SAF-T, electronic invoices), and the Account-X system for accounting firms: a document portal, AI recognition and NRA deadlines.
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