Document platform
Paperless-ngx, database, queue and configuration are operated reproducibly and kept upgradeable.
WZ-IT plans, installs and operates Paperless-NGX as managed hosting, in your cloud or on premises. Depending on the target design, we also provide migration, secure network and identity integration, monitoring, backups, updates, integrations and further development.
Companies worldwide trust WZ-IT
The following are trademarks of their respective owners: Paperless-ngx (the Paperless-ngx project). WZ-IT is an independent service provider and has no business, partnership, or contractual relationship with these companies. We offer independent migration, installation, hosting, and operations services.
Paperless-ngx is an open-source document management system that uses OCR to index scanned and digital documents and make them searchable.
Rules and learned assignments can suggest tags, correspondents and document types. Quality and business approval depend on your documents and processes.
We install, host and operate Paperless-NGX for your company - either on our secure, privacy-focused infrastructure in Germany or other locations, as well as on-premise in your own environment.
We provide 24/7 monitoring, backups and maintenance for your Paperless-NGX instance. Human response times and support coverage follow the selected service level.
A production document archive combines application, OCR, database, queue, storage, ingestion channels and backups. We align these components with document volume and workflows.
Paperless-ngx, database, queue and configuration are operated reproducibly and kept upgradeable.
Languages, workers, formats and ingestion rules are adapted to documents and throughput.
Scanners, email, APIs, directories and optional AI services are connected in a controlled way.
Monitoring, backups, updates and integrity checks protect the technical archive.
Technical operations do not replace business decisions about retention or permissions.
| Area | Responsibility | Scope and boundaries |
|---|---|---|
| Platform and OCR stack | WZ-IT | Operation of application, database, Redis, OCR components and agreed ingestion services. |
| Updates and monitoring | WZ-IT | Controlled updates, technical monitoring and incident handling according to service level. |
| Backups and restore | WZ-IT | Backup of documents, database and configuration plus scheduled recovery checks. |
| Archive migration and ingestion | Shared | WZ-IT builds ingestion paths and test runs; the customer assesses sources, duplicates and completeness. |
| Roles and access | Shared | Technical roles and SSO are integrated; business access rules are defined together. |
| Retention and document classes | Customer | The customer owns retention periods, categories, legal requirements and approval processes. |
| Custom workflows and AI | Optional WZ-IT service | API automation, specialised parsers or local AI extensions can be delivered separately. |
Automatically organize and index your documents with tags, correspondents, types, and custom fields.
With self-hosted operations, you control data location and access paths. External mail, storage or AI services are assessed as separate data flows.
OCR processing makes suitable scans searchable; recognition quality depends on the source, language and scan.
The Tesseract engine can be configured with language packs selected for the document collection.
Paperless-ngx can create archive files alongside originals. Format, retention and legal requirements are aligned with the use case.
Rules and learned assignments support classification; important results can still be reviewed by the responsible team.
PDFs, images and additional formats can be processed depending on the installed parsers and converters.
Intuitive user interface with dashboard, drag-and-drop upload, and advanced search functions.
Powerful workflows and integrated integrity checking for your document archive.
A clearly defined operating scope instead of an opaque hosting flat fee.
We set up a test instance for you, usually on the next business day. No payment details required. After seven days it is deleted unless you continue.
Compute, applications, storage and response are shown separately. You can see what ongoing operations include and which requirements need a technical assessment.
We also design custom Paperless-NGX architectures, integrations and migrations. Contact us for a technical assessment.
One managed standard Paperless-NGX application is included in the Starter workload. Business and higher levels add a flexible operations allowance for planned work during regular service hours. Select compute, additional applications, storage and the appropriate service level.
A workload is one compute instance with the applications agreed for it.
One standard app per workload is already included. Additional dedicated servers count as separate workloads.
€7.99 excl. VAT per additional 100 GB per month, including daily encrypted offsite backup with 7-day retention. Billing is based on provisioned capacity, not actual usage.
We also implement custom backup schedules and retention periods. For example: daily backups retained for 30 days and one monthly backup retained for 12 months. Scope, storage requirements and additional costs are agreed separately.
Assessed individually; custom quote.
Standard hosting runs on a single instance without high availability. Availability for custom architectures is agreed separately.
Zero downtime on request
Distributed operation with several instances, a database cluster and rolling updates, so that a node failure causes no interruption. Only for applications suited to it; design and price after technical assessment.
This page covers installation and agreed platform operations for Paperless-NGX. Choosing archive and signing beforehand, the access layer and special confidentiality requirements are separate building blocks that can be added when needed.
Choose first
Try Paperless-ngx, Mayan EDMS, Documenso, DocuSeal and OpenSign as demo instances and receive a decision paper with licence costs and filing concept.
from €3,900 excl. VAT
View serviceSecure access
Add identity-based access and private network paths as a separate operational layer.
from €349.90 excl. VAT / month
View serviceOperate confidentially
For professional secrecy holders, define contractual, access and infrastructure requirements in a dedicated operating model.
from €499.90 excl. VAT / month
View serviceThree relevant adjacent paths instead of a long list of further products.
All prices are net and exclude statutory VAT. The offers are addressed to businesses.
View the overall systemEnquiry
Briefly describe the current state and objective for Paperless-NGX. We assess infrastructure, integration, and ongoing operations.
Optional AI services are integrated around data location, permissions and quality requirements
Paperless AI can be integrated as a separate extension for classification suggestions, semantic search and RAG-based queries. Scope and data flows are assessed for the project.
LLM inference can optionally run on local AI infrastructure. Model, performance, permissions and the Paperless-ngx integration are designed for the use case.
We help you with setup, integration and optimization
Contact us nowProfessional installation on your infrastructure - on-premise, cloud or hybrid
In your data center
AWS, Azure, Hetzner & more
Advanced architecture after technical and licence assessment
We assess your existing Paperless-NGX environment, plan the target architecture and safeguard the transition with backups and a rollback option.
Digital document management with a controllable data location and defined access paths
Technical safeguards for organisations with specific privacy and permission requirements
Controlled connection of on-premises sources to cloud or data-centre operations
Defined access paths for distributed teams, optionally through VPN or zero-trust access
Technical support for defined retention, export and review processes
Dedicated installations for HR, accounting or sales teams
We securely connect Paperless-NGX to users, locations, clouds and existing corporate networks.
NetBird, WireGuard, site connectivity and cloud networking
Keycloak, Authentik and existing directory services
Central rules for users, groups and administrative access
TLS, firewall, rate limiting and traceable access
We connect Paperless-NGX to users, models, data sources and existing systems through secure network paths. Access, identities and permissions are designed as one architecture.
Full-service installation with no hidden costs
Paperless is brilliant for archiving. But with scripting, it becomes an engine for business processes. We use interfaces to not just store documents, but trigger actions.
We connect Paperless with the outside world. Uploads directly from the scanner, retrieval of documents for the customer portal, or bulk exports for audits - all programmatically controlled.
The killer feature: After the OCR process, Paperless executes our scripts. We analyze the text content and decide: Is this an invoice? Then off to the bank API. Is it a contract? Then email to Legal.
When standard OCR fails (e.g., with special barcodes or handwritten forms), we integrate specialized parsers or AI vision models into the pipeline.
How we implement Paperless-NGX development in practice.
Invoices are scanned but then must be manually paid in online banking.
A post-consumption script extracts IBAN and amount (RegEx/AI), creates an XML transfer, and pushes it (after approval) to the banking API.
Standard matching is too imprecise. Documents end up in the wrong context.
Implementation of complex tagging logic. E.g., 'If date > 2024 AND contains Project Number X, then tag with Project-X and move to Folder Y'.
At month-end, all invoices must be painstakingly gathered and zipped.
A cronjob searches all documents with tag 'Invoice' and 'This Month', creates a ZIP with meaningful naming, and uploads it to the tax advisor's shared folder.
Archive size, daily intake, page count, OCR languages, previews and concurrent users affect compute and storage differently.
| Usage scenario | Technical starting point | Key factors |
|---|---|---|
| Small team and ongoing document intake | S or M plus document storage | Suitable for moderate archives and normal OCR processing. |
| Multiple users and regular OCR batches | M or L plus storage | Worker count, page volume, formats and search load are included. |
| Large archive migration | Custom architecture | Temporary OCR capacity, ingestion control, duplicates and validation are planned. |
| Critical archive or AI extension | Custom architecture | Recovery, access protection, additional models and GPU needs are assessed separately. |
The standard price covers a typical workload. Larger archives, bulk migrations and AI components are sized separately.
Paperless-ngx can be fully operated by WZ-IT, in your cloud, on-premises or as a hybrid connected to existing ingestion sources.
Operations on European infrastructure with compute, document storage, backup and service level.
Operations in your cloud with existing network, storage and security services.
Installation and operations on your virtualisation or servers.
Secure integration of scanners, mailboxes, file shares and other document sources.
We treat ingestion, OCR, classification, access, storage and backup as one end-to-end data flow.
Scanners, email, upload, API and watched ingestion directories.
TLS, reverse proxy, network rules and optional private access through NetBird or VPN.
Local accounts or SSO with agreed roles, groups and administrative access.
Consumption, OCR, search, workflows and controlled document management.
Metadata, task queues and reliable background processing.
Originals, archive formats, exports and encrypted offsite backups.
Scanners, mail, business systems, post-consumption hooks and separately assessed AI services.
Whether a setup meets legal archive or retention requirements depends on processes and configuration and is not guaranteed by the software alone.
Answers about migration, OCR, storage and operations.
Yes. We assess version, database, document storage, consume directories, OCR languages and integrations, then plan backup, test migration and cutover.
Depending on the source, through watched directories, exports, API or a controlled migration run. For large archives, we plan samples, duplicate handling and a documented completion check.
No. OCR quality depends on scans, language, layout and source format. Rules and automatic assignments are tested; business-critical results should still be reviewed.
Yes in a fully local configuration. External mail, storage, automation or AI services create deliberate additional data flows, which we document and protect transparently.
This depends on originals, archive formats, previews, growth and retention. The configurator provides a starting point; larger archives are sized from a sample or inventory assessment.
Yes, depending on the target identity architecture and components used. We integrate existing identity providers and agree roles and emergency access.
No. Audit and retention requirements depend on technology, configuration and organisational processes. We support the technical implementation but do not make blanket legal compliance claims.
Paperless-ngx imports documents, creates searchable text with OCR and organises content through correspondents, document types, tags and workflows. Result quality depends on source documents and configuration.
The upstream software currently has no traditional vendor licence fee. Infrastructure, setup, migration, operations and optional connected services are charged separately; the deployed version and its licence remain authoritative.
We back up the database, originals, archive files, configuration and relevant keys consistently. A resilient plan also covers retention, an offsite copy, job monitoring and agreed restore tests.
Yes. Depending on security and process requirements, we configure mail retrieval, watched import directories, SFTP, API or automation and document the resulting data flows.
Optionally. Classification, suggestions or search can use local or external models. Model, data flow, cost and professional review are assessed separately from the Paperless-ngx core.
As an alternative to managed hosting in the data centre, WZ-IT provides the hardware, configures Paperless-NGX, and handles hardening, monitoring, updates, backup and technical support. Access can be limited to the internal network or enabled through VPN and existing identities.
from EUR 349 excl. VAT / month · plus one-time provisioning and initial setup

Knowledge & guides
Read comparisons, installation guides and architecture articles independently of the specific WZ-IT service.
04.10.2026
Searching for open source document management mostly turns up lists of product names and many recommendations for private paperwork. Businesses face different questions: who may...
02.10.2026
Until recently, using Paperless-ngx with AI meant adding a separate project such as Paperless-AI. Since version 3.0.0, released on 22 July 2026, Paperless-ngx ships AI...
05.07.2025
Recent political developments show that it is becoming increasingly important to retain control over your own data. Paperless-ngx is an open source solution that allows...
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“WZ-IT's advice on our Azure migration was technically sound and completely non-binding right from the intro call - we took away a great deal.”
“WZ-IT moved our studio infrastructure from decentralised individual devices to a central platform: every site is securely connected via VPN, new devices are onboarded automatically and an entire site is provisioned from a template, without manual steps on location. What impressed me most is the breadth and depth of their knowledge: Timo and Robin are not a typical IT provider who sets up a server and leaves. The two of them think their way into highly complex infrastructure and software topics, work through every requirement we put in front of them, and build networking, provisioning and operations so that everything fits together in the end. WZ-IT is an excellent partner for complex software, network and architecture projects.”

Steve Kirchner
Managing Director, nextGYM GmbH

Whether a specific IT challenge or just an idea - we look forward to the exchange. In a brief conversation, we'll evaluate together if and how your project fits with WZ-IT.