Projects with external partners
Für ein Vorhaben mit Dienstleistern, Planern oder Agenturen entsteht ein eigener Datenraum, zu dem jeder Beteiligte seinen persönlichen Zugang erhält.
For companies and their specialist departments
Exchange documents securely and resolve queries with business partners
With 5F, you share documents, request supporting evidence and discuss them right where they are stored. You only pay licence fees for your own team.
Data stored in Germany · Built for professionals bound by confidentiality · No charge for external parties · Developed in-house in Regensburg · Free trial after the demo
The status quo
Files as attachments, filing on a shared drive
In many companies, documents travel back and forth as email attachments, large files go via a cloud link, and the rest sits on a shared drive. Only the person who received the email knows who last sent which version, and queries are handled separately by phone. That a participant is still waiting for approval often only becomes apparent as a deadline approaches.
5F replaces this process with data rooms in which every document, every query and every responsibility sits in the same place.
Use cases
How you use 5F in your company
Request documents from customers
You compile what you need from a customer as a checklist. The customer uploads each item themselves and can see what is still missing.
Connect suppliers and service providers
Certificates, proof of insurance and approvals from your suppliers come in via a reusable checklist rather than by email from a different contact each time.
Confidential projects for a limited time
For a financing transaction or the sale of a business, you control individually which documents each participant can see in the data room.
Contracts through to signature
Quotes, contracts and agreements go through review and signature in the same process, signed with an advanced or qualified electronic signature using the 5F Sign module.
Working with advisers and auditors
Your tax adviser, auditor or law firm requests documents via the same platform your team already works on.
Core features
What your team uses every day
Checklists for documents and evidence
You compile a list of the documents a process requires and share it with everyone who needs to contribute. Each item has its own processing status, so your team and the other participants see the same picture. You decide which columns the list shows, and you can save a completed list as a template for the next process.
Data rooms for each matter
Each project, tender or transaction gets its own room, where files, responsibilities and arrangements stay in one place. You decide for each participant who may open which document. You attach a query as a comment to the relevant document instead of sending it by email.
Tasks
Each step is assigned a responsible person and a date, visible to everyone involved in the process. The dashboard shows you where something has stalled.
Secure links
Whether you send or request a document, a link is all it takes, and the other party does not need their own access. You can optionally set a password and an expiry date. This works well for a one-off transmission to an authority or to a service provider who is otherwise not involved in the process.
5F App
Anyone on the move can upload a document directly from their phone and answer a query without returning to the office. This applies to your team and to your external parties alike. The app costs nothing more: it is included in every licence.
How does 5F fit your projects with external partners?
In 45 minutes, we will show you the platform in action and discuss your requirements.
Benefits at a glance
What 5F does for your company
- External parties at no licence costAny number of customers, suppliers and partners can collaborate; you only pay for your own team's licences.
- No more searching your inboxAnyone who needs something finds it in the process itself, not in an inbox, a chat or a shared folder.
- Your brand, not oursWith the 5F White Label module, the portal address, login page and notifications carry your company's name.
- Confidential with outside partiesAll content is stored exclusively in data centres in Germany, and you decide for each participant who sees which document.
- Signature in the same processA contract is signed where it is already stored, with an advanced or qualified electronic signature using the 5F Sign module.
- Verifiable, not reconstructedEverything that happens in 5F is recorded in the immutable audit log, and the integrated DMS handles audit-proof filing.
Available as add-on
Modules for companies
Beyond the core features, you can add individual modules. They work in the same environment as your processes, with no additional tool.
5F · Module
5F Sign
Participants sign quotes, contracts and agreements directly on the document, with an advanced or qualified electronic signature.
Learn more 5F · Module5F White Label
Your customers and suppliers sign in at your company's web address, and the login page and notifications carry your logo.
Learn more 5F · Module5F Labels
Coloured labels show your team the internal status; external parties see none of this.
Learn moreHow do companies exchange documents securely with customers and suppliers?
In most companies, documents are exchanged via email, shared drives and the occasional cloud link. For confidential documents and for processes involving several parties, purpose-built platforms are used, known in the market as data rooms, customer portals or collaboration platforms depending on their scope. What they have in common is that each person involved receives their own access, permissions are granted per document, and a record is kept of what happens to each document. 5F is one such platform and brings exchange and coordination together in one place, with queries attached as comments to the document they concern. 5F does not replace the systems a company uses to manage its orders, projects or accounting.
File storage or data room: the difference
| Merkmal | File storage | With 5F |
|---|---|---|
| Requesting documents | List in an email, rewritten for every process | Checklist for each process, with items ticked off individually |
| Access for external parties | Folder share or link, with no control over onward sharing | Personal access with permissions you can change at any time |
| Queries | Email thread or phone call alongside the file | Comment on the document itself, visible to participants |
| Status overview | Known only to the people who received the emails | Status for each item, visible to all participants |
| Sending a single document | Attachment that cannot be recalled once sent | Link with password and expiry date, no account needed for the recipient |
| Signatures | Print, sign, scan and send back | Advanced or qualified e-signature with the 5F Sign module |
| Traceability | Pieced together afterwards from sent items and folder structures | Immutable audit log, audit-proof filing in the integrated DMS |
FAQ
Häufige Fragen
5F does not replace the systems your company uses internally to manage orders, projects or accounting; it works alongside them. For collaboration with customers, suppliers and other external parties, 5F itself is the data room, with tasks, responsibilities, deadlines and queries attached to documents. Documents created in the process can be filed in an audit-proof manner in the integrated DMS. Whether you also keep them in your own filing system is up to you.
Get started
See 5F in action for companies
In a short online demo, we will show you the platform in action and discuss your requirements.
After the online demo, you can try 5F free of charge for 30 days.