This site is under construction. Checkout is currently disabled. For inquiries: kontakt@getsamla.de
Made in Germany · Hosted in Falkenstein

Collect documents,
instead of digging through 27 emails.

Define what you need. Your customer gets an access link, fills out forms or uploads files - checked as they type. One click at the end and you get the data as an Excel sheet with your columns - ready for DATEV, Lexware or your own workflow.

Add a card, €49/mo only after 30 days - cancel before and you're never charged.

Site under construction – checkout temporarily disabled. Interested? kontakt@getsamla.de

30 days free, no charge during trialYour own isolated instanceHosted in Germany100% GDPR-compliant
What Samla is good for

Whenever you need documents from a lot of people.

Whether you run a law firm, a school office, an insurance branch, a property manager or a foundation - if your daily life is email attachments and Excel lists, this replaces it.

People onboarding

Employees, clients, tenants, patients - structured instead of via email attachments.

Applications & grants

Foundation grants, housing benefit, BAföG, visas, building permits - with required fields and attachments.

Finance & insurance

KYC packages, claim filings, credit applications with proof documents.

HR & recruiting

Application files, criminal record, intern and trainee onboarding packs.

Education

School & day-care registration, field-trip consent, scholarship applications.

Real estate

Tenant self-disclosure, handover protocol, broker package.

Suppliers & partners

VAT-IDs, compliance documents, subcontractor and freelancer onboarding.

… and everything else

If it can be described as a list of fields with optional uploads, Samla can collect it.

Features

Six building blocks - each one saves you real time.

No feature matrix with a hundred checks. Six things that genuinely save time in daily work - from the access link to the finished Excel sheet on your desk.

01 · Onboarding

Access link instead of account creation.

Your customer doesn't have to remember anything, create an account or hunt for a portal password. One click on the link in the email - done. They set their password on first visit and can come back anytime.

  • Works on mobile - direct camera upload for photos and scans, right in the browser
  • Link expires after 24h, send a fresh one with one click anytime
  • Live view of where the customer is and what's still missing
E-Mail Vorschau
S
Samla · noreply@getsamla.de
an lena.kruse@example.de
Acme GmbH bittet um deine Unterlagen

Klick auf den Link, leg ein Passwort fest und fülle den Personalbogen aus. Der Link läuft in 24 h ab.

Jetzt ausfüllen
acme.getsamla.de/m/9b3e…f47a
02 · Live-Prüfung

Checked as you type - no garbage to chase up.

Every keystroke checks against the real rules, not watered-down browser logic. IBAN, German social security number, tax ID, minimum wage - all right in the input field. Fields can also auto-fill (e.g. BIC from bank code, weekly hours from shift blocks).

  • 30+ built-in checks: IBAN/BIC, VAT ID, tax codes, postal codes, date plausibility
  • Auto-fill: BIC from bank code, state from postal code, weekly sum from shift blocks
  • Live cross-field checks (e.g. employee number unique across all entries)
WebSocket · 24 ms
→ validate { field: "svnr", value: "65170388K035", dob: "1991-03-14" }
← ok { checksum: "K", bfa: "065", region: "Berlin" }
→ validate { field: "stunden_woche", value: 22, beschäftigung: "werkstudent" }
← warn { rule: "SGB-V §6", limit: 20, actual: 22 }
→ validate { field: "iban", value: "DE89370400440532013000" }
← ok { mod97: true, bic: "COBADEFFXXX" }
03 · Mehrfacheinträge

One request, 15 employees - without the chaos.

Instead of sending the same request 15 times, group recurring items into „collections": one personnel form + tax card + contract per employee in a single card. Sub-entries within a collection are supported too (e.g. „multiple wage garnishments per person"). Your customer clicks through - you get it neatly grouped.

  • Unlimited collections per customer - onboard a whole team in one request
  • Required fields per collection instance, status visible per person
  • Multiple wage garnishments, multiple bank accounts, multiple children - all as sub-entries
Bibliothek · Wiederverwendbar
Personalstammbogen
14 Felder · 6 Validatoren
Bucket
Anschrift (DE)
Straße, PLZ→Ort, Bundesland
Baustein
IBAN + BIC
MOD-97 + BLZ-Lookup
Baustein
Kinder mit Auslandsbezug
wiederholbar, max. 6
Baustein
04 · Zusammenarbeit

Questions right at the field - no email ping-pong.

If something is unclear, you don't click into your inbox - you click on the field. A small chat panel opens. Your customer sees a pulse indicator on their next visit and replies right there. Avatars, read receipts, live WebSocket push - like a mini Slack, but per field.

  • Chat threads scoped per field, per person, per collection - precisely placed
  • Edit your own comments later if you need to
  • Profile pictures in the chat - your customer sees who replied
Feld-Thread
FELD · aufenthaltstitel.scan
aufenthaltstitel-2024.pdf
L
Lena (Kunde) · vor 1 Std
Reicht die Vorder- und Rückseite oder braucht ihr auch das Anschreiben?
MB
Mareike (Bearbeiterin) · vor 12 Min
Vorder- und Rückseite reicht, danke!
L
Lena · gerade eben
Hochgeladen ✓
05 · Erinnerungen

Chasing up - the tool does it for you.

Per request package, you define once when to remind (e.g. „one week before deadline", „tomorrow is the deadline", „3 days overdue - ping me"). A background job runs daily and deduplicates cleanly - even server restarts mid-send are safe. Nobody gets a double email.

  • Any number of reminder points per request - before and after the deadline
  • Escalation to your team on overdue requests
  • Mail texts and branding (logo, company name, footer) centrally configured
Schedule · Bucket „Personalbogen Q2
Frist: 30. Juni 2026
noch 18 Tage
  • −14 TSanfter Remindergesendet
  • −7 TZweite Erinnerunggesendet
  • −3 TLetzte Mahnung + Slack-Pinggeplant 27.06.
  • +0Alert an Mareike (Staff)bei Frist
notification_log: dedup via (bucket_id, step, day) - kein Doppelversand bei Restart.
06 · Excel-Export

Data straight into YOUR Excel sheet - one click.

This is the killer feature. Instead of retyping data, you set up an export once per request: an Excel table with exactly the columns your accounting needs. You can even upload your own Excel template - with formulas, logo, pivot tables - and Samla just writes the customer data into the right cells. Since importing into DATEV, Lexware or Sage is itself just an Excel/CSV, you simply lay out the columns the way your program expects - ready to import, no rework. And when it has to be a finished Word document (contract, power of attorney, application form), it works the same way - with placeholders like {{name}} and {{iban}} in your .docx template, optionally directly as PDF.

  • Three export formats: Excel (.xlsx), Word (.docx) and PDF
  • Excel template with your own columns + formulas + branding - all preserved
  • Lay out columns the way your DATEV, Lexware or Sage import needs - that import is just an Excel/CSV
  • Word templating: your .docx with placeholders → auto-filled, optionally as PDF
  • Customers can download approved exports themselves - saves you the email
personal_export_2026-06.xlsx
Eigene Excel-Vorlage · 23 Spalten
Mapping aktiv
A · Pers-NrB · NachnameC · SVNrD · IBAN
110042Kruse65170388K035DE89 3704 0044…
210043Bekele14080490M021DE12 5001 0517…
310044Sahin22120191P018DE44 2007 0024…
✓ Formeln aus Vorlage erhalten · Branding-Header übernommen
Architecture

Your own instance - not a locker in someone else's database.

Most SaaS tools throw every customer into one big shared database and separate them by a tenant ID only - one bug away from exposing someone else's data. Samla is different: every customer gets a completely separate, isolated stack.

  • Dedicated databaseYour data lives in its own PostgreSQL, physically separate from everyone else. No shared tables, no tenant-ID mix-ups.
  • Dedicated app serverYour Samla runs as its own process. Other customers' load never slows you down - no noisy neighbor.
  • Dedicated office serverWord/PDF conversion (Collabora) runs inside your instance. Your documents never leave it.

An instance compromised? Stays one instance. The blast radius of a leak is exactly one customer - never all of them.

acme.getsamla.deisolated
App serverRust process
DatabasePostgreSQL
OfficeCollabora
File volumeencrypted
hard separation
Price

One plan. Everything in. No freemium tricks.

30-day free trial - card is stored but only charged after it ends. Cancel before and nothing is billed. Cancel monthly with one click.

Hosted
Samla
Everything included, one price
€49/mo

30 days free · then per instance · plus VAT · cancel anytime

Everything in the box
  • Unlimited templates & request packages
  • Excel, Word & PDF export
  • All validations included (IBAN, SSN, VAT-ID …)
  • Your own subdomain: name.getsamla.de
  • EU servers (Hetzner Falkenstein)
  • DPA included
  • Email support
  • 30-day free trial, cancel monthly

Site under construction – checkout temporarily disabled. Inquiries to kontakt@getsamla.de

FAQ

Common questions, honest answers.

Build one template once („Personnel form" with fields like name, IBAN, social security number - mark required fields, pick checks). Group templates into a package („New client"). For your first customer, click the package, enter name + email, click „Create request" - the customer immediately gets an email with an access link. They click, fill in, upload. When they're done, you click „Export" and pull everything as an Excel sheet straight into DATEV, Lexware or your own workflow.
Two modes: Either you pick per request which fields show up as columns - Samla builds the table. OR (the powerful one): upload your own .xlsx template - with your formulas, logo, pivot tables, branding. You mark the cells where customer data should go, and on export Samla writes them exactly there. Formulas recalculate automatically. For a DATEV, Lexware or Sage import you just lay out the columns the way your program expects - that import is only an Excel/CSV anyway.
Yes - exactly the same way. Upload your .docx template (contract, power of attorney, application form), place placeholders like {{name}}, {{address}}, {{iban}} where data should be inserted. On export, Samla replaces the placeholders with the customer's input. Optionally directly as PDF (Collabora Online in the background). Layout, logo, fonts - all preserved exactly as you built them.
Yes. If X can be described as a list of fields (text, number, date, select, file upload, signature, weekly calendar, …), it is a template in Samla. The use-case examples above are not a whitelist - just inspiration. Composite fields (address = street + ZIP + city) and repeating blocks (one request = 15 employees) are built in too.
Universal ones: IBAN/BIC with checksum, VAT-ID (VIES), postal code, email, phone, URL, required, date range, min/max length, regex, file type/size, PDF readability, image minimum resolution. Plus the German payroll/tax rules: social security number with birth-date plausibility, tax ID, contribution group key, occupation code, minimum wage 2026, working-hour weekly limit, working-student threshold. Cross-field checks like „date after birthday" or „employee number unique" too. Custom rules via regex.
You book right on the site and add a payment method - but nothing is charged. Your own instance is ready immediately and you can work fully for 30 days. We remind you by email 7, 3 and 1 day before it ends. When the trial expires, €49/month is charged automatically. Cancel before that (one click in your account or the Stripe portal) and you're never billed.
In your account at getsamla.de/account. Cancel there with one click; for payment details and invoices you open the secured Stripe portal from there. The app links you straight to it - billing is managed centrally on the website, not inside your instance.
After cancellation you have 30 days to export everything - as Excel, Word and PDF. Then a hard-delete including backups, with a signed deletion record.
Yes. Available in the account portal as a pre-filled PDF, one click for e-signature.
Hetzner Falkenstein (Saxony, Germany). All databases and file volumes are in the EU. Backups hourly, encrypted at the server level, retained 30 days.
On the customer side: fully - fill in, take photos, upload, all in the browser without app installation. The admin side is desktop-optimised because building templates and configuring exports is much more comfortable on a laptop.
No. Every customer gets a completely separate instance: a dedicated app, a dedicated PostgreSQL database and a dedicated office server (Collabora) for Word/PDF conversion. There is no shared tenant pool - your data is physically separated, not just logically by a tenant ID. That also means no noisy neighbour, and the blast radius of any security incident is exactly one customer.
Data is transmitted encrypted (TLS) and stored in the EU. File uploads are isolated per request, access secured via session tokens. DPA ready to sign in the portal. Data NEVER ends up in a third-party cloud - no third-country transfers, no US sub-processors.
Hosted in Germany
Hetzner Falkenstein, Saxony
100% GDPR-compliant
DPA ready to sign, EU-only
Your own isolated instance
Dedicated DB, app & office per customer
Encrypted, no third parties
TLS, your own backup key