Service Description
Service Description
1. General
Paperfly is a Document Request Management System (DRMS) for businesses that helps customers optimize business process workflows. Analog and digital documents can be added, classified, quality-checked, annotated, tagged, made searchable, and transferred to interfaces of various standard software packages and cloud solutions on a case-by-case basis using mobile devices or desktop computers.
Core functionality, such as sending up to 10 document requests per month, is available free of charge in demo mode. Storage in demo mode is limited to 1 GB. Productive use of the system in demo mode is permitted. This is intended to give customers a simple, unlimited-time opportunity to evaluate the DRMS in their business environment before taking out a subscription and to see its stability, efficiency, and time-saving benefits for themselves.
2. Services
2.1 Document Collection
Paperfly Document Collection enables users to request documents from other third parties. To use the Document Collection feature, the user must add the corresponding module to the request. The user can change the title of the document to be requested and specify whether it is an optional document. The request recipient can photograph/scan and upload the requested document using their smartphone. Paperfly supports the recipient when scanning documents with the following features: automatic edge detection, automatic perspective correction, and automatic image optimization.
2.2 Paperfly Quick Forms
Paperfly QuickForms enables users to create web forms using drag and drop. To use the QuickForms feature, the user must add the corresponding module to the request. When creating a request, the user can choose whether to create a new QuickForm or use an existing template. A QuickForm can consist of the following components: text field, number field, multi-line text field, date picker, checkboxes, dropdown list, radio button, link, heading, paragraph, and divider. If the signature feature has been activated/ordered for the user account, a signature field is also displayed. The QuickForm is shown to the recipient for completion. The recipient can complete a request once all required fields have been filled in.
2.3 Paperfly Mobile PDF
Paperfly Mobile PDF enables users to upload, edit, and send existing PDF files to third parties. If the uploaded PDF file contains fillable fields, these are imported into Paperfly to the extent that the fields are compatible with Paperfly fields. In addition, the user can manually add the following fields: text field, number field, multi-line text field, date picker, checkboxes, dropdown list, radio button, and link. If the signature feature has been activated/ordered for the user account, a signature field is also displayed. The QuickForm is shown to the recipient for completion. The recipient can complete a request once all required fields have been filled in.
2.4 Electronic Signature
Paperfly offers electronic signatures in accordance with Regulation (EU) No. 910/2014 of the European Parliament and of the Council on electronic identification and trust services for electronic transactions in the internal market and repealing Directive 1999/93/EC. Paperfly’s electronic signature feature can only be used in combination with Mobile PDF or QuickForms. If the electronic signature feature is activated, the user can add a signature field to the document. The recipient receives the request by email or SMS. If the request is protected by two-factor authentication, the recipient must first enter the security key provided to them via a different communication channel in order to view the request. The recipient must click the signature field to sign the document. They can either upload an existing signature image or sign directly on the screen using their finger/mouse pointer. When a request containing at least one signature field is completed, the time of data transmission is logged by the Paperfly server. A new file is created from the originally uploaded document pages and the data entered by the user, including the signature image. The file is signed with a certificate and locked against changes. Paperfly provides the user with an audit trail in which all process steps are logged.
2.5 Payment Collection
Paperfly enables users to request payments from third parties. Equinox FinTech Solutions GmbH works with Stripe Payments Europe, Limited to offer Payment Collection in Paperfly. Before the Payment Collection feature can be used, an authorized representative of the company must complete Stripe’s onboarding process. Once onboarding has been completed, the user can add a payment request using the corresponding module in the request. The user must enter the amount they are requesting from the recipient of the request, as well as a payment reference. The recipient of the request is offered various options for paying the requested amount. The amount received from the recipient is credited to the company (customer of Equinox FinTech Solutions GmbH) in Stripe. The customer can specify whether the accumulated balance is paid out daily, weekly, or monthly. Alternatively, the customer can initiate the payout manually.
2.6 Document for Information
Paperfly enables users to send a document to the recipient for informational purposes. The user can either upload a new file (PDF, PNG, JPG) or use an existing template. The recipient does not send any data back.
2.7 Document for Immediate Confirmation
Paperfly enables users to send the recipient a document whose contents the recipient must read and confirm. The user can either upload a new file (PDF, PNG, JPG) or use an existing template. A request can only be completed once the recipient has scrolled to the bottom of the document and clicked the confirmation button. The user can define the button label.
2.8 Team Features
Paperfly enables users to collaborate in a team with other users from the same company. All users in a team can view all requests created by a team member. Each team member has unrestricted access to all features of team requests.
2.9 Templates
Paperfly enables users to save frequently used document requests as templates. In addition, users can create templates for individual request modules. The following types of templates can be created: workflow, QuickForm, PDF form, document for information, and document for immediate confirmation.
2.10 Two-Factor Authentication
Paperfly enables users to encrypt a document request using a freely selectable security key. The security key must be communicated to the request recipient via a communication channel outside Paperfly (e.g., by phone). The recipient of the request can only view the contents of the request after entering the security key provided to them.
2.11 OCR
Documents that are submitted can, if enabled, be parsed by Paperfly using Long Short-Term Memory OCR. Currently, only documents in German are supported. Other languages are available on request. The text extracted from the document is available to the user for export.
2.12 Paperfly Web Portal
The Paperfly WebPortal is a web application that allows users to access Paperfly features directly in the browser. To use the Paperfly WebPortal, the user must register. Registration requires the user to enter the following data: first name, last name, email, password, and an invitation code. The user receives the invitation code either from Paperfly during the initial setup or from their supervisor at the company when the user is added to a team.
3. Services
3.1 Basic free services in demo mode:
– Access to the desktop browser application Paperfly WebPortal for managing documents, document requests, and business case templates
– Creation of any number of business case templates
– Up to 10 document requests by email or SMS.
– Paper documents can be scanned, uploaded, and automatically imported into the system using a free Progressive Web App client (Client PWA) available on Android or iOS smartphones
– Manual import of digital documents in PDF format via an upload form in the browser
– 1 GB of non-public storage is provided in a data center in Germany.
– When using the cloud storage provided by Equinox, documents are stored with 256-bit Advanced Encryption Standard (AES-256) encryption
– Requested documents that have been imported into the DRMS can be deleted at any time by the requesting entity.
The availability of the system and the geographical usage restrictions can be found in the General Terms and Conditions of
Equinox GmbH (DPA Equinox), as well as the contractual terms for the use of software via the Internet (SAAS-Equinox) apply.
3.2 Out-of-the-box workflows, custom workflows
Several standard business process workflows are provided as application examples for the DMS. In addition, any number of custom workflows for business processes can be defined.
3.3 Cloud storage, encryption
Documents are stored in a German data center with server-side 256-bit AES encryption.
3.4 PDF export
Users can download one or more documents as PDFs and save them locally at any time.
3.5 Business use
Paperfly DRMS is designed specifically for companies, businesses, freelancers, and public institutions. Business use in the free demonstration mode is permitted (see Service Description 1. General).
4. Paid subscriptions
A paid subscription expands the free feature set of Paperfly DRMS. With a paid subscription, the total number of possible requests per month is not limited.
5. Supported formats and file sizes
The following file formats can be processed in Paperfly DRMS:
· DOCX
· JPEG
· PNG
Files larger than 50 MB are not processed by Paperfly DRMS below an Enterprise service level.
6. System requirements
All user data and documents are stored in a data center located in Germany. Sending document requests and using the Paperfly WebPortal on all provided platforms requires the access credentials to be transmitted to Paperfly when the system starts.
Equinox GmbH does not provide or supply the required internet access, internet connections, or the necessary technical equipment such as computers and browsers or mobile devices.
7. Web application
The Paperfly WebPortal and Paperfly Client PWA web applications are generally compatible with the latest current versions of Chrome, Mozilla Firefox, Opera, and Safari. The latest detailed list of compatible browsers, including version numbers, is available under System requirements .
Equinox GmbH can only guarantee the full range of features when the browsers listed there are used within the specified software versions. JavaScript and cookies must be enabled to use all features.
8. Support for mobile devices
In addition to the Paperfly Desktop Portal web application, Equinox GmbH provides users with a mobile web application for Android and iOS devices. A list of the minimum operating system requirements can be found here.
In addition to the upload functionality via a web form, the camera of a mobile device (where technically available) can also be used to scan a document and then add it to Paperfly DRMS.
9. Support
Users can contact support@equinox-fintech.de with any questions or issues.
The General Terms and Conditions of Equinox GmbH (AV Equinox), as well as the contractual terms for the use of software via the Internet (SAAS-Equinox).
Münster, June 4, 2025.