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Document Management System

Document Management System

A web-based document management system (DMS) for your company: registration of incoming invoices and letters, OCR and AI recognition, endorsement and approval chains, contract control, electronic signing, archive.
Registers, fields and processes are configured to match the way your company works, without programming.
View features
  • Runs in the browser
  • Lithuanian product
  • Up and running in 2-3 weeks after the registers are agreed
  • Registers are tailored to your business needs
DVS dashboard: invoices, requests and contracts awaiting approval
60+
companies use Lexita DVS
~3 200
document registers
490 000+
documents registered in 2026
2 800+
system users

Documents should not get lost in e-mails

DVS brings incoming, outgoing and internal documents, contracts and invoices together in one process - from receipt to archive.

Invoices

Now Invoices are retyped by hand, and the same invoice is sometimes registered twice.
With DVS Invoices arrive by e-mail and are recognised automatically, and the system warns you immediately about a possible duplicate.

Review

Now Documents are approved by e-mail, and nobody knows which step the process is at.
With DVS Each step is a task with a responsible person, a deadline and a reminder.

Contract deadlines

Now Contract expiry and notice deadlines are missed.
With DVS The system reminds you in advance and notifies you when a deadline expires.

Search

Now The document you need is searched for in folders and mailboxes.
With DVS Full-text search finds it in seconds across all registers.

The entire document journey in one system

From receipt and registration to signing and archiving - routine work is automated and every stage is visible.

Purchase invoice automation

Purchase invoice automation

Incoming invoices without manual retyping: the system reads and prepares them, and an employee checks and approves.

  1. Receipt
  2. Recognition
  3. Approval
  4. Accounting
  • Invoices arrive automatically from a mailbox or via API
  • OCR and artificial intelligence read the supplier, number, dates, amounts and VAT
  • The supplier is recognised by company code, and a new one is created from company register data
  • Warning if an invoice with the same number has already been registered
  • Once connected to your accounting software, an approved invoice is transferred to it
Document registers that follow your procedures

Document registers that follow your procedures

A register is a group of your documents with its own fields, numbering, approval sequence and access permissions.

  • Register tree up to three levels, e.g. Office → Letters → Incoming
  • More than 55 field types: amounts, dates, IBAN, lists, tables, links to customers and employees
  • Series-based numbering with annual or daily counter reset
  • A registration stamp with the number and date is added to the document automatically
  • Information classification: public, internal, confidential
  • Bulk import from ZIP archives and folders
Template-based document drafting

Template-based document drafting

Orders, requests, letters and contracts are drafted from company templates - with company details, variables and no copy-paste errors.

  • Templates with variables, validations and company details
  • Documents are generated in DOCX and PDF formats
  • The document opens in Word directly from the system, and changes are saved as a new version
  • A drafted document is submitted for approval and registered in one step
  • The full version history stays with the document
Contract management

Contract management

All contracts, their annexes and related documents in one place, and important deadlines are no longer missed.

  • Contract registers by group, each with its own numbering
  • Annexes, amendments, handover certificates and invoices are linked to the contract
  • Reminders before expiry and notifications once it has expired
  • Endorsement chain: lawyer, finance manager, director
  • A signed contract can be sent by e-mail directly from the system
Review, endorsement and approval

Review, endorsement and approval

Each document step is a task with a responsible person and a deadline.

  • Sequential and parallel endorsement chains
  • Conditional routes: approvers are selected by amount, department or another field
  • Deadlines, e-mail reminders and escalation of overdue tasks
  • If an approver is absent, the task is automatically passed to their deputy
  • Dashboard: my tasks, pending documents and reminders in one place
  • Electronic request forms that start the approval workflow automatically
Qualified electronic signature

Qualified electronic signature

Signing is the end of the approval chain: the document is signed in the same system where it was approved.

  • Smart-ID, Mobile-ID, ID card and LT ID
  • PDF, ADOC and ASiC-E formats
  • We enable signing only for documents that need it
  • Signatories, signature format and date are recorded
HR processes

HR processes

Employee requests follow the same path as other documents: they are submitted, approved and kept in the register.

  • Leave request from the calendar - a PDF document is created and registered automatically
  • Remote work and business trip requests, expense claim after a trip
  • Absence calendar for managers and colleagues
  • Employee card with documents and health check reminders
  • Cover: tasks of an employee on leave are automatically passed to their deputy

Document lifecycle

The document follows a clear path, and every action is recorded in the history. The signing step is enabled only where it is needed.

  1. Receipt

    E-mail, E. pristatymas, API, scanning or bulk import.

  2. Registration

    Recognition, field filling, number and stamp.

  3. Tasks

    Assignees, deadlines, control dates and reminders.

  4. Review

    Sequential or parallel endorsements, comments, cover by deputies.

  5. Signing

    Only for documents that require an e-signature.

  6. Archiving

    Case files, retention periods and destruction certificates.

Registers tailored to your operations

We draw up the register list together and configure only what your company needs. Below are the most commonly used examples.

Office

Incoming and outgoing letters, orders, powers of attorney, requests, certificates

Contracts

Contracts, preliminary contracts, handover and return certificates

HR

Employment contracts, HR orders, job descriptions, training

Accounting and finance

Incoming and outgoing invoices, bank statements, waybills

Purchasing and sales

Procurement documents, offers, orders

Management

Shareholder and board decisions, procedures, rules, policies

GDPR

Records of processing activities, impact assessments, security incidents

Safety and risk

Occupational and fire safety, occupational risk, non-conformities

Assets and legal

Real estate, vehicles, IT equipment, permits, disputes

Archive

Archive documents, retention periods, destruction certificates

Integrations with your systems

DVS does not work in isolation: documents come from where they originate and go where they are needed.

Microsoft Dynamics 365 Business Central

Ready-made two-way synchronisation: suppliers, customers, items, invoices, orders, dimensions and VAT settings. An approved purchase invoice reaches accounting without being re-entered, and we can extend the data scope to suit your needs.

Microsoft Dynamics NAV and other accounting systems

Older Dynamics NAV versions and other accounting software are connected via web services or a custom-built data exchange interface.

Microsoft 365

Document import from Outlook mailboxes, Teams meetings in the system calendar.

E. pristatymas

Documents received through the national delivery system are registered automatically.

Rekvizitai.lt

Company details are filled in and checked against the register.

Active Directory and Microsoft Entra ID

Sign-in with your company account. We adapt user and group synchronisation to your environment.

IMAP e-mail

Any mailbox can become a register input with automatic attachment registration.

REST API and custom integrations

If needed, we build a custom integration and connect DVS to any system you use: documents are registered, and data and tasks flow automatically.

Security and compliance

The system is adapted to GDPR requirements: you can have separate registers for records of processing activities, data subject requests and incidents, and every action on a document is recorded in the history.

Permissions down to register level

Roles, groups and departments; confidential registers are visible only to assigned employees.

Access restrictions

IP address restrictions, password policy and login blocking.

Information classification

Documents are marked as public, internal or confidential, and sensitive field values are displayed masked.

Hosting and backups

We host and maintain the system: backups and updates are included in maintenance.

Installation on your server

If your IT policy requires it, we install the system on your infrastructure.

Implementation in 2-3 weeks

We count from agreeing the register list. Integrations and migration of old documents run in parallel and do not delay the launch.

  1. Requirements alignment

    Together we draw up the list of registers, approval sequences and required integrations.

  2. Configuration

    We configure the registers, processes and templates - your people don't have to set anything up.

  3. Users and training

    We create users and train your team. Integrations are connected on their own schedule and do not delay the launch.

  4. Support and development

    Support, updates and help when new needs arise.

Frequently asked questions

Didn't find an answer? Write or call us - we'll be happy to help.

We do. We configure registers, fields, numbering, approval sequences and access permissions according to your procedures. If you need a new register or a change - just write to us.

No. Approval happens through a task in the system, and electronic signing is a separate step that we enable only for documents that need it.

The task is automatically passed to their deputy. Cover starts and ends on the specified dates, so nothing needs to be switched over manually.

Yes. We assess the scope of the migration once we see which system you use, how many documents and attachments it holds, how they are structured and what history you want to keep.

We'll show you the system with your documents

In a short remote demo, we'll show you how DVS would handle your invoices, contracts and internal documents, and answer your questions.

+370 657 58414