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Open-source software: setup & operation

We set up open-source software such as Paperless-ngx, Nextcloud, n8n, Open WebUI and local AI models for your company and operate them on an ongoing basis: on servers in Germany or on your premises, with updates, backups and a dedicated contact person. You use the software, we take care of the rest.

Server room with network cabling
Open-source software is software whose source code is publicly available and that companies may use without license fees. For many office tasks, there are mature programs available: Paperless-ngx for the paperless office, Nextcloud for files, calendars and video conferencing, n8n for automation, Open WebUI as your own ChatGPT and Ollama for AI models on your own servers. The software is free; operating it is not: someone has to install it, secure it, update it, back it up and help when problems arise. That is exactly what bettersorted takes care of. We set up the software to fit your workflows, connect it to your existing systems and operate it on servers in Germany or on your premises. Your data remains under your control, and you have a contact person who knows the systems.
File folders on an office shelf – symbolic image for document management

The problem

Many companies come across open-source software through a guide and quickly realize how much is involved: servers, domains, encryption, user management, updates and backups. Without an in-house IT department, installation gets postponed or runs on a computer under the desk, without updates and without backups. The alternative is cloud services from major US providers, with ongoing license costs per user and open questions around data protection.

The solution

We handle setup and operation from a single source. First, we clarify which software fits your tasks and where it should run. Then we install it securely, connect users and existing systems, and migrate your data. In operation, we take care of updates, security patches, backups and monitoring. If you want more, we connect the systems with automation and AI, for example Paperless-ngx with n8n for incoming invoices or Open WebUI with your company knowledge.

Your requirementsTasks · users · existing systems
Setup by bettersortedInstallation, security hardening, integration, data migration
Ongoing operationUpdates, backups, monitoring, point of contact

Operation on servers in Germany or on your premises – your data remains under your control.

Feature overview

✓Paperless-ngx: a paperless office with OCR, automatic filing, and workflows for invoices, contracts, and personnel files.
✓Nextcloud: files, calendars, contacts, and video conferencing on your own servers, as an alternative to Microsoft 365, Google Workspace, or Dropbox.
✓n8n: workflow automation that connects email, CRM, accounting, and document storage, as your own instance without cloud dependency.
✓Open WebUI and local AI models: your own ChatGPT for your team, with models such as Llama, Mistral, Qwen, or gpt-oss, optionally with your company knowledge.
✓Central login: single sign-on with Authentik or Keycloak, so employees have one account for all applications.
✓Hosting of your choice: on servers in Germany, on your own hardware from bettersorted, or on a server at your premises.
✓Operation and maintenance: updates, security patches, regular data backups and monitoring so that the systems run reliably.
✓Dedicated contact person: training for your team, help with questions and adjustments when your processes change.

Process

  1. Step 1

    Clarify requirements

    We discuss tasks, number of users and existing systems and recommend suitable software and the right hosting location.

  2. Step 2

    Set up and secure

    Installation with encryption, user management and data backup, tailored to your processes.

  3. Step 3

    Connect and transfer data

    We connect the software with email, scanners, accounting or CRM and transfer existing files and documents.

  4. Step 4

    Train the team

    Your team gets to know the software in a short briefing and receives guidance for day-to-day use.

  5. Step 5

    Operate

    We keep the systems up to date, back up the data, monitor operations and are your point of contact.

Technology & GDPR

We use established open-source projects and pay attention to their licenses: Paperless-ngx is licensed under the GPL, Nextcloud under the AGPL, and n8n under the Sustainable Use License (Fair Code), which permits internal use within the company. It is operated on servers in Germany or on your premises, with an encrypted connection, user permissions, and data backup. For operation, we conclude a data processing agreement pursuant to Art. 28 GDPR.

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Pricing model

Individual quote: one-time for setup and data migration, then monthly for operation and maintenance, depending on the software, number of users, and hosting. No license costs apply for the community versions. Consulting and guided implementation can be subsidized by 80% through INQA-Coaching; in the new federal states, until 31.12.2028, also through BAFA consulting funding; the software, servers, and operation themselves are not subsidized.

Frequently asked questions

Is open-source software really free of charge?

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The community versions of Paperless-ngx, Nextcloud, n8n or Open WebUI do not incur any license fees. Costs arise for servers, setup and ongoing maintenance. What this means in concrete terms is shown in the articles Nextcloud costs for businesses and n8n costs.

Where are the systems hosted?

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On servers in Germany, on bettersorted’s own hardware, or on a server at your premises. Which option is suitable depends on data protection requirements, number of users, and existing IT infrastructure. More on this under On-Premise operation.

What happens with updates and security vulnerabilities?

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We regularly apply updates and security patches, test them beforehand, and back up the data. In the event of critical security vulnerabilities, we respond at short notice.

Can you migrate existing data?

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Yes. We transfer documents and files from existing systems, for example from network drives or other cloud services, and organize them in the new software.

Paperless-ngx or a traditional DMS?

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Paperless-ngx covers scanning, OCR, filing, and search and is sufficient for many small businesses. For complex approval processes, a classic document management system may be a better fit. The article shows the comparison Paperless-ngx or DMS.

Is the implementation subsidized?

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Consulting and guided implementation can be subsidized at 80% through INQA-Coaching; in the new federal states, until 31.12.2028, also through the BAFA consulting grant. Software, servers and operations are not subsidized.

A 30-minute conversation, free of charge.

A 30-minute consultation, free of charge. We’ll take a look at your processes and give you our honest opinion on whether automation is worthwhile.

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