The best document management software in 2024

Running a business involves a lot of important documents: contracts, employee onboarding information, financial and tax records, meeting minutes, process documentation, and so much more.

These documents may need to be accessible to your team and customers or edited regularly by multiple people, with every revision saved for auditing. Managing these documents manually wastes precious business hours, hinders productivity, and puts sensitive information at risk. This is why document management software (DMS) is so crucial: it streamlines everything from document filing to records control, information retrieval, and file sharing.

Document management services come in many flavors, so there's a good chance you'll find one that matches your business type, workflow, and budget. To develop a list of the best document management services, I talked to various paperless companies about their favorite apps, getting feedback from the experts who actually use these tools every day. Then, I researched the apps myself to be sure they solved an important pain point for businesses.

With that, here are the document management systems that stood out.

• Best document management software for automation and workflows

• Best document management software for ease of use

• Best document management software for collaboration

• Best document management software for integration

• Best document management software for security and compliance

• Best document management software for PDFs

• Best document management software for enterprise businesses

The best document management software

What is document management software?

Document management software provides a central repository for storing, managing, and accessing documents electronically. With it, you can organize, retrieve, and share information without perusing a mountain of papers in a dozen nine-square-foot file cabinets. In addition to storage and sharing, document management services also provide tools for automating the entire document lifecycle to streamline internal processes and increase productivity. 

As I spoke to experts and vetted these document management services, I narrowed the recommendations based on some key criteria:

• Purpose-built document management abilities: The main difference between cloud storage software and a document management service is the workflow. While cloud storage solutions mainly collect, store, and share files, document managers organize, manage, and route the documents. The apps I've included here focus squarely on document management (though I've also added a list of cloud storage options at the end).

• Workflow automation: Workflows include document creation, data extraction, routing, updates, archiving, approvals, and any other automated processes that improve productivity. Solid DMS software should have built-in workflows and automatic rules for storing, organizing, and tagging documents.

• Enhanced security: Document management services have built-in security to keep your files safe. With features like access control and audit trail, you can monitor activities on every file and decide who can access what. And since DMS software is usually cloud-based, your files are safe from physical harm and loss.

• Collaboration features: Using document management software, you should be able to share and collaborate on documents in real-time, track changes, monitor workflows, and control document versions.

• Data capture capabilities: DMS software uses optical character recognition (OCR) software to digitize paper documents, so you can skip the data entry aspect of document management.

• Usability: A great document management system should be easy to use and adopt, even for non-tech folks. Administrators should have complete control and authorization over their documents, and files should be easy to monitor, trace, and share. 

With all that in mind, here are some of the best electronic document management systems to digitize your business. 

Best document management software for automation and workflows

Automation frees up employee time, so they can focus on what matters most: serving customers and growing the business. These apps help you automate routine tasks for document management. Before you dive in, it's worth seeing if Zapier can connect the apps you already use, to help you create your own custom workflows with your existing tech stack.

DocuPhase

DocuPhase pros: 

• Powerful OCR capabilities for capturing information from paper 

• Pre-built workflow automation to streamline document processes

• Includes an eSigning tool for digital signatures

DocuPhase cons:

• Limited collaboration features

• Lacks essential tutorials and support materials for new users

• Experiences delays when loading large documents

DocuPhase helps businesses transform their operations with automated document management and workflows. Riva Jeane May Caburog of law firm Nadrich and Cohen counts on DocuPhase's AI-powered data capture and document retrieval capabilities. DocuPhase's ability to quickly extract essential information from diverse documents and retrieve data from old files enables their team to respond promptly to their clients' needs. 

DocuPhase pricing: Custom

M-Files

M-Files pros:

• Automated workflows for regular document processes like creation, naming, sorting, and routing 

• Proprietary generative AI (Aino) to quickly extract information from documents

• Seamless integration with Office 365

M-Files cons:

• Has a high learning curve, and the initial setup can be complicated

• Lacks clear and sufficient documentation, so setting up integrations can be a hassle

If you're looking for simple but intuitive document control software to keep your digital file cabinet organized, M-Files could be right for you. Josh Steppling of real estate agency Treasure Coast MLS Search likes how M-Files automatically classifies and categorizes files, contracts, and client information. That automation reduces manual entry and risk of misplacement—and it gives their agents access to important documents without doing a load of legwork first. 

M-Files pricing: Custom

Fluix

Fluix pros:

• Super easy to use after the initial setup

• Simplified data collection process for mobile teams/technicians

• Prompt, efficient, and knowledgeable support

Fluix cons:

• Lacks document creation, editing, and collaboration features

Fluix is the DMS software of choice for companies with a mobile workforce. Its offline mode streamlines the document workflow as field teams can quickly capture information in remote locations and sync it to the system when they have internet access. They can also generate and access reports or customer data, ensuring maximum efficiency in the field. Its availability as an iOS app makes it extra accessible. 

Fluix pricing: Starting at $50/user/month (10 users minimum) plus optional add-ons for enhanced automation.

Revver

Revver pros: 

• User-friendly interface

• Includes eSignatures

Revver cons: 

• Frequently experiences slowdowns, especially when using the search function 

• Can be expensive as your team grows

Revver's document manager streamlines file organization and workflow management like all the apps on this list, but one of its standout features is enhanced collaboration. Robbie Benardout from Nature Roamer depends on Revver's robust version control system to collaborate with his team remotely and manage the documentation, itinerary, and content creation behind planning outdoor adventures. 

Revver pricing: Custom 

Square 9

Square 9 pros:

• Easy to use and workflows are easily customizable 

• Its OCR is very sharp for scanning large amounts of documents

• Search functionality is intuitive and  fast

Square 9 cons:

• Has a learning curve due to all its features

Square 9 provides a range of document management solutions to suit different business needs. One such solution is its GlobalAction workflow automation, which lets you map document activities from data capture to archiving. 

You can create workflows to extract information from external and internal documents, route them throughout your organization, and direct disposal or retention without compromising the safety of confidential information. It also offers a solid document capture tool to capture, classify, and validate a high volume of other documents, including emails and their attachments.

Square 9 pricing: From $50/user/month (minimum 5 users)

Best document management software for ease of use

A user-friendly document manager saves time and increases productivity. These DMS systems are the top picks for ease of use.

LogicalDOC

LogicalDOC pros:

• Uses the familiar physical filing system, so it's easy for teams to adopt 

• Drag-and-drop interface

• Accessible from multiple operating systems and devices

LogicalDOC cons:

• Installation and configuration have a bit of a learning curve

• Mobile app has limited features compared to the desktop version

LogicalDOC came up as one of the few document management solutions compatible with multiple operating systems (OS) and devices. If you're looking for a feature-rich and intuitive platform that's easy to use and accessible from anywhere, this document management system could be a good fit.

LogicalDOC pricing: Custom

Folderit

Folderit pros:

• Super easy to use with no learning curve

• Powerful search feature with advanced filtering options

Folderit cons:

• Occasionally slow, especially when uploading large or multiple files

Folderit is an electronic file management system widely known for its user-friendliness. Made for Windows, the platform is easy to set up and includes the standard bells and whistles expected of any DMS software. It also integrates with Docusign for electronic signatures, has multiple file-sharing options, and offers offline access. 

Folderit pricing: From $27/month with monthly billing; includes up to 5 users.

PandaDoc

PandaDoc pros:

• User-friendly interface

• Extensive template library to simplify document generation

• Very affordable for small businesses

PandaDoc cons:

• Lacks advanced document management capabilities like workflows

• Real-time collaboration with teammates isn't as seamless as other apps

If you're a small business looking for an all-in-one document management solution, PandaDoc is a good place to start. It combines basic file management with contract management and eSigning, allowing you to create contracts, quotes, proposals, and forms from scratch or with one of its 750+ templates. 

After creating documents, you can instantly share them with teammates for review or send them to clients for eSigning. You'll get notifications whenever the client views, clicks, or downloads your document. And when you connect PandaDoc with Zapier, you can use automation to streamline the rest of your document workflows. Here are some examples to get you started.

PandaDoc pricing: Starting at $35/user/month

Best document management software for collaboration

Efficient collaboration reduces bottlenecks and improves your workflow. These apps give you the resources you need to get more done in less time.

Microsoft SharePoint

SharePoint pros:

• Advanced team collaboration

• Outstanding workflow and versioning system that ensures nothing is lost

SharePoint cons:

• Interface looks outdated 

• Collaboration with users outside Microsoft isn't seamless

• The workflow and breadth of features can be complex for small businesses

Microsoft has been roots-deep into productivity for a long time, so it's no surprise that several companies I talked to mentioned SharePoint. NBA Blast's Harry Johns White told me he appreciates SharePoint's collaboration features the most, especially the ability to set permissions on sensitive documents when working with teammates in different locations.

Meanwhile, Sam Speller from Kenko Tea likes how SharePoint's versioning supports their multilingual content creation process: documents created in English can be translated into German and French, with the translated versions accurately reflecting the latest revisions made in the English version.

SharePoint seamlessly integrates with other Microsoft products, and you can get it working with thousands of other apps when you connect it with Zapier. Here are some examples to get you started.

SharePoint pricing: From $5/user/month (annual billing)

Hightail

Hightail pros:

• Allows you to receive files using a simple uplink feature

• Has document tracking to notify you when people receive and access your files

Hightail cons:

• Limited collaboration features

If you're a creative business ready to move your collaborative process to secure document storage software, Hightail could be a good fit. The platform shines for focusing on large images and video files. Plus, it offers a free account and reasonably priced plans, making it ideal for small businesses. 

If you connect Hightail to Zapier, you can automate collaboration and become even more productive. Here are some pre-made workflows to get you started.

Hightail pricing: Free plan available; paid plans start at $12/month.

Best document management software for integration 

The ability to work with the tools you're familiar with supports consistency and organization. These document management systems connect to other apps you use for day-to-day tasks.

DocuWare

DocuWare pros:

• Feature-rich and easy to use once set up

• Extensive integration capabilities allow you to customize your workflows

DocuWare cons:

• It has an initial learning curve

If you're looking for file management software that can work within your IT ecosystem, DocuWare offers secure integration with 500+ apps across CRM, HR systems, team portals, and more. VEM Medical's Derrick Hathaway considers it the best document management tool because it streamlines their entire sales system by syncing with their CRM and accounting software. The seamless integration decreases the threat of error in their files and saves them loads of time. 

DocuWare pricing: Custom

Box

Box pros:

• Excellent collaboration tools such as whiteboards, sticky notes, chats, and voting

• User-friendly and easy file sharing

• Offers unlimited storage on all plans and supports large files

Box cons:

• It gets expensive quickly if you want advanced features

• Limited document control features

• Limited versioning features

When you switch to a digital office, workflows, collaboration, and security become critical, and Box's document management features offer it all. But where it specifically shines is in its integration with 1,500 apps. With secure integrations, Box supports organization-wide collaboration that empowers teams to do their best work. And you can connect Box to thousands of other apps through Zapier. Here are some workflow examples you can use.

Box pricing: Starts from $24/user/month (monthly billing) but requires a minimum of 3 users

Best document management software for security and compliance

Security is a critical part of document management. The right DMS platform should serve as document control software, providing encryption and managing the accessibility of all files within the system. These tools provide reliable security and compliance features.

MasterControl

MasterControl pros:

• Includes training modules to help keep your business compliant

• Robust security for protecting sensitive information

MasterControl cons:

• Has an initial learning curve, and users need to do a training to use the system effectively

• Very expensive for small businesses

If you're in a regulated industry like medical, pharmaceutical, or food and beverage, MasterControl can help you stay compliant. This document management system is 21 CFR Part 11 Compliant, so all documents you collaborate on have a time-stamp audit trail, reporting, and eSignature functionality to comply with federal regulations. The document manager also includes security features, like access control and versioning, to foster collaboration and ensure the right people access and approve the correct documents.

MasterControl pricing: Custom

EisenVault

EisenVault pros:

• High storage capacity for storing and sharing large files

• Easy to use after initial setup

EisenVault cons:

• The search feature isn't intuitive

Due to its extra focus on security, EisenVault has a robust encryption algorithm to keep documents safe. Yogesh Choudhary of Finoit depends on EisenVault's audit trail for compliance and security purposes. At the same time, its access control enables his team to restrict access to sensitive code and control who views, edits, and approves documents.

EisenVault pricing: Custom

Best document management software for PDFs

Adobe Document Cloud

Adobe Document Cloud pros:

• Strong PDF management capabilities

• User-friendly interface 

• Solid mobile app and works well across all devices

Adobe Document Cloud cons:

• Performance is sluggish when handling large files

• Pricey, especially given its limitation to only PDF documents

Adobe Document Cloud is a solid DMS for businesses in the legal, finance, healthcare, and other industries that rely heavily on forms and PDF documents. It combines Adobe Acrobat and Acrobat Sign to enable you create, edit, share, sign and collaborate on PDF files without hassle. The tool allows storing multiple file types, but you have to convert them into PDFs to enable editing.

Adobe Document Cloud pricing: From 14.99/month/license (annual billing, paid monthly) 

Best document management software for enterprises

Most of the electronic document management systems on this list are designed to scale with your business no matter the size, but here are a few solutions built primarily for enterprise organizations.

Alfresco

Alfresco pros:

• Open source, so it allows for more customization

• Offers end-to-end document management, including eSigning

Alfresco cons:

• Relies on partners for essential features like OCR

• Has a learning curve and requires IT experience to manage effectively

Alfresco's enterprise content management (ECM) system brings together document management, collaboration, artificial intelligence, and data capture to enable productivity in enterprise organizations. With smart folders, the tool can automatically group similar files based on content to streamline information organization and retrieval. It also packs features like built-in workflows and rich metadata to automatically move documents through pre-defined processes. 

Alfresco pricing: Custom

FileHold

FileHold pros:

• Integrates well with Microsoft products

• Easy-to-use workflow builder for customizing document flows based on your business needs

• Robust access controls and permissions to ensure the security of documents

FileHold cons:

• It has an initial learning curve, and setting it up may require assistance from support

FileHold offers data extraction, versioning controls, administration tools, and records management to streamline document workflow automation in large enterprises. At Deep Cognition, John Pennypacker relies on its powerful search capabilities to quickly retrieve, view, and share files with clients and colleagues, especially when on the go. In addition, the platform includes features like an anonymous access portal and hotkey links, which project managers can use to customize their accounts. 

FileHold pricing: Custom 

Laserfiche

Laserfiche pros:

• User-friendly interface with smart search

• Automated workflows to help save time 

• Very responsive and knowledgeable customer support

Laserfiche cons:

• Has a learning curve, and the initial setup can be complicated

• Limited support for PDFs

Laserfiche is a feature-rich content management system for enterprise businesses. It offers robust security and sophisticated automation but with a user-friendly interface for easy document capture, storage, and retrieval.

One user I spoke to mentioned how it effortlessly handles multiple processes: his team can use advanced forms that not only collect data but also execute workflows to store this data in tables and generate customized PDFs based on templates. 

Pricing: Starts at $50/user/month

OpenKM

OpenKM pros:

• Cost-effective even with enterprise features

• Connects to any ERP, CRM, or BPM

OpenKM cons:

• The user interface is outdated

• Has a learning curve, and the initial setup requires support

If you prefer a custom file management system, OpenKM's open source document management software allows you to build custom features tailored to your organization's workflow and IT demands. The DMS provides an interoperable platform that supports integrations across repositories and applications enterprise-wide.

OpenKM pricing: Free plan available; the paid/professional version requires a custom quote. 

Cloud storage and office suites for document management

In my research and conversations, I found that some cloud storage solutions and office suites also serve as document managers, so I'm suggesting them here as alternatives if you need something a little more lightweight.

Dropbox Business

Dropbox pros:

• User-friendly interface 

• Seamless integration with popular office suites

• Secure file storage and sharing with link expiration

Dropbox cons:

• Limited offline access

• Pricey compared to other cloud storage services with DMS functionality

Even though it's not as robust as the other file management systems I listed above, Dropbox's versioning feature facilitates collaboration. At Offices.net, Teresha Aird and her hybrid team depend on Dropbox's version histories and shared folders to collaborate on projects and organize content effortlessly.  

When you pay for Dropbox as a cloud storage service, you get document management solutions like eSignature and audit logs too. And when you connect Dropbox to Zapier, you can use automation to streamline your document workflows. Learn more about how to automate Dropbox, or take a look at some of these examples.

Dropbox pricing:  Starts at $18/user/month (annual billing)

Google Drive

Google Drive pros:

• Intuitive and easy to use

• Excellent collaboration and versioning

• Integrates with the rest of Google services and lots of other third-party tools

Google Drive cons:

• Lacks an effective system for tagging and sorting documents

• File retrieval and upload are occasionally slow

• Limited offline functionality

Google Drive tries to offer everything your team needs for effective document management—minus the built-in automated workflows. Abhishek Shah from Testlify especially likes it for real-time collaboration: multiple team members can simultaneously work on a document, track changes, and leave comments, fostering a dynamic and cohesive work environment. 

Google Drive has built-in integration with other products and services in Google Workspace, but you can get it working with thousands of other third-party apps through its Zapier integration. Learn more about how to automate Google Drive, and check out these pre-made workflows to get started.

Google Drive pricing: Free; paid plans start at $12/user/month (annual billing).

ONLYOFFICE

ONLYOFFICE pros:

• Open source and free when hosted locally

• Compatible with different operating systems

ONLYOFFICE cons:

• The interface is clunky and needs extra work to get used to

ONLYOFFICE offers a document management system that supports collaboration. Keith Donovan at Startup Stumbles appreciates how it handles versioning: you can see who has made changes to a document, preview the revision, download it, or make a comment in the built-in chat window.

The platform integrates with many third-party tools, but by connecting ONLYOFFICE DocSpace to Zapier, you can get it working with thousands of other apps. Here are some examples to get you started.

ONLYOFFICE pricing: The cloud version is available from $1/user/month (3-year plan) for at least 6 users. Enterprise plans start at $2,200 for the self-hosted version.

Zoho WorkDrive

Zoho WorkDrive pros:

• Very easy to use and share files

• Smooth integration with popular business tools

• Intuitive search functionality for finding documents

Zoho WorkDrive cons:

• Limited file storage, especially in lower-tier plans

• File uploading, syncing, and retrieval can be slow, especially with large files

Zoho WorkDrive works well as a document management system for users already in the Zoho ecosystem. It's user-friendly, cost-effective, and secure, allowing teams to store and manage files in a centralized repository.

Ameet from SpounsorCloud appreciates Zoho WorkDrive's security features and how the tool facilitates seamless collaboration: granular access controls ensure sensitive client information is handled by authorized persons, and version control enables his team to collaborate from different time zones without accidentally overwriting important info. 

The platform has built-in eSigning capabilities and integrates seamlessly with popular office suites. But when you connect Zoho WorkDrive to Zapier, you can get it working with thousands of other business apps. Here are some pre-built templates to get you started.

Pricing: From $2.50/user/month (monthly billing) with a minimum of 3 users

Stay fully paperless with an electronic document management system

If your business requires a lot of paperwork and internal collaboration, you need a document management system. Sound file management software will help digitize your paper records, keep your electronic documents organized, make your employees more productive, and reduce operating costs.

Choosing the right file management system comes down to your business type, workflow, and budget. Most software can serve businesses in any industry, but some are specially designed for regulated businesses, fieldwork, or enterprises. And keep in mind that DMS services can get pricey real quick, so choose a system that fits your organization's size and operations for budget purposes, too.

Related reading:

• How adding document automation to your workflows helps your business

• How to improve document control with automation

• How to automatically create documents from a template

This article was originally published in September 2023. The most recent update was in August 2024.