The Best Document Management Software

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Doc.It Suite Screenshot

Doc.It Suite

★★★★★
★★★★★
(2)
Doc.It Suite is a complete set of document management tools designed for accountants. It optimizes firm efficiency, workflow, and daily processes upon implementation. With Doc.It, you have the ability to consolidate your applications while improving every aspect of your firm’s organization. @wistia Doc.It’s primary features are: Workflow; Work Binders; PDF Editor; Client Portal; Archive; AutoFiling (automation); Advanced Forms Recognition; and Reporting. The cost of Doc.It Suite starts at
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Starting Price
$36/user/month
Client OS
Windows
Deployment
On-Premises
Contentverse Screenshot

Contentverse

★★★★★
★★★★★
(7)
Contentverse is file management for every department in every industry. Securely store, organize, find, and share files with colleagues or partners outside of your organization. Documents can automatically enter workflows based on your day-to-day business processes, where they will be sent to all relevant coworkers for review, editing, approval, or collaboration. You can add an electronic signature to files, including metadata for the name of signer, as well as the time and date of signing. Need
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Starting Price
$250/user (perpetual license)
Client OS
Windows, iOS, Android, Web
Deployment
Cloud or On-Premises
NetDocuments Screenshot

NetDocuments

★★★★★
★★★★★
(4)
NetDocuments is a multi-platform service that offers document management software, email management software, governance software, and collaboration software. Choose one or create custom combinations to tackle information storage and communication. NetDocuments is the leading cloud document management software (DMS) that provides a reliable and secure way to create, edit, store, locate, and collaborate on documents anywhere using any device, so you can stay focused on clients and outcomes.
Client OS
Web
Deployment
Cloud Hosted
PaperSave (PairSoft) Screenshot
Formerly PaperSave, PairSoft is a comprehensive solution designed to automate accounts payable, procurement, and document management. It integrates seamlessly with existing ERP systems, enhancing control and visibility over data. The software focuses on reducing manual, transactional work, thereby saving time and costs. Key features include AI-driven invoice processing, workflow optimization, and intuitive data capture, which collectively streamline month-end closes, approval bottlenecks, and spend management control. PairSoft is particularly beneficial for mid-size to large organizations looking to elevate their accounting and procurement efficiency while ensuring compliance and simplifying audits.
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Starting Price
$395/month
Client OS
Web
Deployment
Cloud Hosted
Revver Screenshot

Revver

★★★★★
★★★★★
(1)
Revver, formerly eFileCabinet, empowers businesses to reinvent their most common processes to be more efficient.
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Starting Price
$699/user/year
Client OS
Windows, macOS, iOS, Android, Web
Deployment
Cloud or On-Premises
DocuWare Screenshot

DocuWare

★★★★★
★★★★★
(1)
DocuWare is a full-service document management software built for all organizations, from small businesses to international enterprises. DocuWare also hosts robust, flexible, automated workflow solutions to reduce the need for time-consuming and error-prone data entry. And files can be marked as complete or in need of revision, which will automatically send the files forward or backward in the workflow. @youtube Process Incoming Invoices; Store Documents, Files and Data; Automate Common
Client OS
Windows, iOS, Android, Web
Deployment
Cloud or On-Premises
M-Files Screenshot

M-Files

★★★★★
★★★★★
(1)
M-Files is a document management system that offers features like workflow automation, version control, and advanced metadata management. Its interface mimics the familiar Windows File Explorer, easing user adoption. M-Files integrates well with existing software ecosystems, enhancing document accessibility and organization.
Client OS
Windows
Deployment
Cloud or On-Premises
OpenKM Screenshot

OpenKM

★★★★★
★★★★★
(1)
OpenKM is designed to simplify the management of documents and records across an organization. Its key selling points include a strong API for seamless integration with other business systems, robust document management features such as workflow automation, and support for various file formats. The platform is highly adaptable, catering to a wide range of industries and business sizes.
Client OS
Windows, Linux, iOS, Android, Web
Deployment
Cloud or On-Premises
Templafy Screenshot

Templafy

★★★★★
★★★★★
(1)
Templafy is a full-suite document management software, with advanced features for document creation. Organizations can generate documents faster, more accurately, and with higher compliance through a host of automated tools. For example, businesses can import their style and formatting guides to Templafy; and it will flag and auto-correct any errors or inconsistencies. And updated branding, copy, and creative within a template will be updated for all users. These tools cut down on labor and
Client OS
Windows, macOS, iOS, Android, Web
Deployment
Cloud Hosted
Zoho WorkDrive Screenshot

Zoho WorkDrive

★★★★★
★★★★★
(1)
Zoho WorkDrive is a full-suite document management software from Zoho . Zoho WorkDrive is similar to Zoho’s other document management software, Zoho Docs. But WorkDrive was developed for mid-range businesses and enterprise organizations, while Docs was developed for individuals, start-ups, and small businesses. Zoho WorkDrive expidites workflows by making document creation, search, sharing, and storing simple. WorkDrive helps teams revise and comment on documents, save templates and formatting
Starting Price
$2/user/month
Client OS
Windows, macOS, Linux, iOS, Android, Web
Deployment
Cloud or On-Premises
Zoho Docs Screenshot

Zoho Docs

★★★★★
★★★★★
(1)
Zoho Docs is a cloud-hosted document management software suitable for businesses of all sizes. It allows users to easily manage, share, and store files online, including presentations, documents, and spreadsheets. Key features include online collaboration, file versioning, secure file sharing, and integration with Zoho Office Suite and other tools. The software supports multiple devices and customer types, offering a secure environment for file management.
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Starting Price
$2.50/user/month
Client OS
Windows, macOS, Linux, Web
Deployment
Cloud Hosted
Hightail Screenshot

Hightail

★★★★★
★★★★★
(1)
Hightail is a document management software aimed at serving creative teams. Hightail simplifies the lifecycle of a file by automatically inserting custom branding, letting edits happen in real-time, assigning to-do lists and deadlines, customized invoicing, and flexible archiving standards. Hightail will store each version of an asset, allow side-by-side comparisons of different versions of that asset, allow comments/notes directly on the asset, and more. Creative can be sent forward and
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Starting Price
$12/month
Client OS
Windows, macOS, iOS, Android
Deployment
Cloud Hosted
OpenDocMan Screenshot
OpenDocMan is a PHP-based, open-source document management software that offers centralized document storage, limited access, and change tracking. Compliant with ISO 17025 and OIE standards, it allows for fine-grained user access control and supports multiple languages. The software is available in both free and paid versions, with the latter offering additional features such as one-click updates and performance dashboards.
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Starting Price
$99/month
Client OS
Windows, macOS, Web
Deployment
Cloud or On-Premises
Optix Screenshot

Optix

★★★★★
★★★★★
(1)
Optix is a document management and workflow software by MindWrap. Optix helps organizations electronically manage their critical data, from creating, through revisions, to archiving. Optix will work for almost every organization, as it is usable on both Windows and Mac, and is available offline and online. Optix allows highly-customizable workflows and scripts, which automatically moves a document along its lifecylce. High degrees of security and governance help keep data secure and only
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Starting Price
$5,000 (perpetual license)
Client OS
Windows, macOS, Linux, iOS, Android, Web
Deployment
Cloud or On-Premises
PaperTracer Screenshot

PaperTracer

★★★★★
★★★★★
(1)
PaperTracer allows customers to easily use SQL Modules to deploy powerful custom SQL databases, make them collaborative with both internal and external users, personalize with your Corporate Logo, and begin using the software within a matter of minutes! User-friendly: A system that can be mastered through incorporated tutorials quickly. Access: Authorized user is capable of accessing rapidly through any desktop computer. Retrieve Information 24/7: With PaperTracer, documents, images and other
Client OS
Web
Deployment
Cloud Hosted
PandaDoc Screenshot

PandaDoc

PandaDoc is a digital document solution. Create, send, track, and eSign documents — all from one intuitive and easy-to-use platform. Supercharge your CRM with the PandaDoc integrations. PandaDoc is an ideal platform for managing organizational documents including proposals, quotes, contracts, HR documents, and more. Create media-rich documents with a single click. Access completed documents from inside the platform at any time. PandaDoc Proposals; PandaDoc eSignatures; PandaDoc Contracts;
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Starting Price
$9/user/month
Client OS
Web
Deployment
Cloud Hosted
Laserfiche Avante Screenshot

Laserfiche Avante

★★★★★
★★★★★
(1)
Today, successful organizations need more than search and retrieval of imaged and electronic documents. They need to optimize the decision-making process by getting the right content’whether structured or unstructured, paper or electronic, audio or video, photograph or e-mail’into the right hands at the right time. Laserfiche Avante is a cutting-edge solution that combines comprehensive content management functionality with business process management (BPM) tools to both manage and process
Client OS
Windows
SharePoint Screenshot

SharePoint

★★★★★
★★★★★
(1)
Put social to work: Share ideas, discover answers and keep track of what your colleagues are working with new social features throughout SharePoint.
Starting Price
$5/user/month
Client OS
Android, Web
Deployment
Cloud Hosted
3CEPS Extraction & Mapping Software Screenshot

3CEPS Extraction & Mapping Software

★★★★★
★★★★★
(1)
3CEPS Extraction and Mapping Software automates the costly, manual processes of data entry from various formats. This software solution simplifies data extraction from documents, whether it’s a scanned image (i.e., jpeg, tiff, gif), pdf, or electronic source like electronic banking flow. Primary Features ; Target Markets ; and Pricing Model . Primary Features ; Target Markets ; and Pricing Model . Data security (data anonymity and confidentiality enabled); Automating an existing manual process;
Client OS
Linux
Deployment
Cloud or On-Premises
PDFLiner Screenshot

PDFLiner

★★★★★
★★★★★
(3)
PDFLiner is the all-in-one online platform for working with PDF documents. Here, you can upload any PDF or Image and edit it in just a few seconds. Also, you can edit your PDF files as well as sign them electronically and protect them with password and watermark if needed. PDFLiner also has an extensive fillable Forms Library with many useful forms. You can just find the one you need and fill it out! Save time by going paperless and editing your PDFs quickly and easily with PDFLiner. @youtube
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Starting Price
$9/month
Client OS
Web
Deployment
Cloud Hosted

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Buyer’s Guide

What Is Document Management Software?

Document management software (DMS) helps organizations digitally receive, maintain, and archive their files, documents, and data. Among many other uses, document management systems allow organizations to customize templates and generate new documents; put metatags on documents for easy indexing, search and retrieval; add security and access features for certain documents, individuals and teams; and share documents internally and externally.

Documents and data can be stored through local servers or through servers provided by the software. And then users can import and export data in a variety of ways. They can move files from one digital space to another. Or they can scan in paper documents to be translated into readable, searchable, digital text. Users can also download their digital data to print out or digitally store locally in order to work with documents outside of the document management software.

Users can access documents at any time, from anywhere, with cloud-based document management software. All the information is secure and backed up by the document management software, along with an additional back-up server in case of emergencies. So all users can just focus on their responsibilities instead of time-consuming and error-prone administrative work.

OpenKM
Import files with OpenKM.

Features of Document Management Software

  • File Storage: Use internal or third-party servers to store documents, files, and other data. Many software include disaster storage, as well, with back-ups on multiple servers in multiple locations.
  • File Sharing: Pull together multiple different document systems into one comprehensive resource by bringing together files, images, forms, spreadsheets, video, audio, and other document types. Find and combine assets from different teams and departments to create final documents. Allow customizable access for different users and teams. And create easy ways to pass documents from one user to another.
  • Indexing: Classify documents through metatags for easy organization and search. Tag documents by keywords, users, clients, dates, document codes, and more.
  • Version Control: Save, restore, and view multiple versions of the same document. This is also known as “versioning.” Compare versions side-by-side or reference who made what changes to which version and when.
  • Check-In/Check-Out: Make users check-in to modify a document and check-out when they are finished. Users can view who has worked on the document in the past and who is currently working on it, if anyone. This reduces multiple users working on the same document at once and creating redundant work.
  • Security: Secure documents by deciding who can view and/or modify documents. Require passwords and customize the necessary password complexity. Add two-factor authentication or security questions. Only allow documents to be accessed during certain time periods. And/or only allow certain IP addresses to access certain documents.
  • Full-Text Search: Allow users to search for documents by subjects, keywords, other users, clients, date, and other customizable factors.
  • OCR: Use Optical Character Recognition (OCR) to transfer any kind of document/text into machine-encoded text. OCR also lets users search for keywords on documents simply scanned and saved into the system. And OCR can automatically pull relevant data off of one document and insert it into the appropriate areas of another. This speeds up and automates things like quotes, invoices, human resources forms, and contracts.
  • Governance: Assign automated actions tied to files, teams, or dates. Have files auto-delete after some time, move to a certain user, or get sent to the archive, among other actions. Allow documents to be edited only during certain time frames.
  • eSignatures: Allow electronic signatures on documents by authorized users. This can be used by both internal staff and external clients.
  • Audit Trail: View a complete history of each document. See which users viewed, shared, and/or revised each document. See what kinds of actions were made, at what times, on which dates.
  • Workflow: Automate the movement of documents through a pre-built workflow. Once a user completes their action on a document, the document will move on to the next user to approve, share, archive, or more.
  • Downloads and Physical Storage: The files, documents, and data uploaded onto the document management software belongs to the users, so approved users will be able to download their information onto a local drive. This helps organizations create necessary back-up files locally and lets users work on documents offline.
  • Data Validation: Create rules for different types of documents, and have the document management system check for errors, missing content, and inconsistencies, like missing signatures, misspelled names, or formatting issues. It will flag the issues and help you correct them.
Rubex by eFileCabinet
Rubex by eFileCabinet has drag-and-drop eSignature tools.

Benefits of Document Management Software

Document management software saves time and space. Without the need to find physical files, users can focus on the main priorities in their work; and clutter is decreased while usable space is increased. DMS helps organizations retrieve and share documents almost instantly with easy search tools. That leads to both more satisfied customers and less frustrated users.

Document management systems aid collaboration by inviting multiple people to work on the same document at once or within a system, without having to be in the same room together. And users can leave feedback directly on documents, instead of users having to cross-reference between something like an email and the document.

Document management software has similarities with an enterprise content management software (ECM). Both DMS and ECM are important information technology tools, as they organize, secure, and store data. They help organizations go paperless and aid the productivity of their workforces. DMS, though, is more of a “file cabinet,” whereas ECM is more of a “digital assistant.” Document management software is more focused on organizing, retrieving, sharing, and storing documents throughout their life cycles. While enterprise content management software uses and combines those documents with other applications, guiding content through pre-determined business and application processes.

Collaboration Tools

File sharing and collaboration are more efficient with document management software. Teams can assign workflows and hierarchies to documents so that when one person completes their work, it automatically gets sent on to the next person to work on or for approval. That person will get a notification of the document, which eases communication. And then if a question comes up or a revision needs to be made, the document can be sent back down the line, with the notes on the document, for the previous person to address.

Administrators can assign checklists to documents, to guide users through their work, remind them of deadlines, and ensure documents are created in consistent and approved manners. Administrators can decide, also, if just one person can work on a document at a time or if teams can work on a document at once. Working one person at a time aids in workflow and accountability. While shared access to documents promotes communication, innovation, and teamwork.

Hightail
Leave feedback on creative assets with Hightail.

Security And Access

Document management software makes sure to stay compliant with General Data Protection Regulation (GDPR), which helps secure documents, maintain audit trails, retain appropriate data, and more. DMS use powerful encryptions, password protections, two-factor authorizations, and other tools to make sure data can only be accessed by the appropriate people at the appropriate times.

Document management systems allow administrators to manage documents and access internally, as well as externally. Administors can assign user email addresses or user ID’s to documents, which only allow those people to access the documents. They can also assign who can edit a document, who can view it, and who can share it. And documents will store who accessed and/or changed a document, which raises accountability and makes audits simpler.

Laserfiche
Use the click-and-drag redaction tool with Laserfiche.

Transfer Paper Documents Into Digital Ones

Most document management solutions have ways to convert paper documents into digital, searchable, editable, machine-encoded text. Simple imaging just creates a digital image of a document. What you scan is what is stored. But that does not help organizations go totally paperless.

To help go paperless, many document management software have OCR that allows you to scan in documents to convert handwritten, typewritten, or printed text into machine-encoded text. OCR will also scan non-machine encoded digital files (like certain PDF and other electronic file types) and turn that into machine-encoded text. Once in the system, you can search, copy-paste, and/or edit that document. You can also set up your software to import specific data from the document. Track the original as version one and then each edited version going forward.

For instance, a bank teller gathers all of the paperwork for a transaction, (checks, deposit ticket, etc) and scans those through a scanner. The scanner reads the information on the check and fills certain fields in the software. This allows them to easily total the checks in the deposit but also keeps an image of the transaction in the event of discrepancies. After being verified by another department, those checks are destroyed. The customer is able to access those transactions through their online banking system.

Integration With ERP

Many software companies specialize in creating document management systems but do not have the expertise to create financial management or ERP software. However, they do have the ability to integrate their document management system with your current system. This allows you to purchase a solution that was specifically designed by experts in document management but still allows you to access and store documents easily alongside and integrated with your ERP system.

Host Data Locally or on The Cloud

Document management systems require a large amount of digital space to store all of the documents. In addition to wanting their electronic documents, files, templates, and other assets available for use, many organizations are required to adhere to stringent archiving regulations. This can be done with a company’s internal storage. Or it can be done by using the storage space hosted by the document management software, also known as “cloud storage.”

With a locally installed solution, you are purchasing the software outright and hosting it on-premise. This will give you access to the software at all times, whether online off offline; and your data can be housed on-site. But you will have to store the data on your own, or you will have to contract your data storage to a third-party vendor. Installations also require large up-front costs, while many cloud-based DMS charge on a monthly or yearly subscription.

On the other hand, having the software and storage hosted through the cloud reduces local storage and maintenance. And having a subscription allows for quick changes to access to features and services, as opposed to having updates done manually on the locally-installed software. This also allows users to operate on and change their own devices and computers, whether Microsoft, Mac, or otherwise. On a locally-installed software, all users would need to use the predetermined operating system.

Mobile Access

Cloud-based document management software allows users to access documents from outside the office, whether in home offices or on smartphones and other mobile devices, with a simple log-in and/or mobile app. And from outside the office, users can request documents, upload files, get notifications, and more. Document management software helps users conduct business from all necessary and available locations.

What Kind of Business Are You?

Every business will be using more and more digital documents, files, data, and assets moving forward. Even if a business wants to keep everything physical, it can’t rely on their vendors, clients, or other third-parties feeling the same way. So whether a business is just starting out or a multinational corporation, easy access to documents, as well as efficient communication and document sharinginternally and externallywill be critical to success.

Small Business

With limited time and resources, small businesses can use document management software to focus resources on productive, revenue-generating work instead of administrative tasks. It also saves space by not needing physical file cabinets and having the document management software store the business’ documents for them. And flexible pricing structures lets businesses add and subtract features and users as they grow.

Mid-Sized Business

With larger organizations, redundant work can become a problem. So instead of two different users working on the same document at once, use the check-in and check-out feature to make sure everyone can see who is working on a particular document at a certain time. In addition, document management software will log who worked on what, at what time, and what they did. That will help with audit logging, as well, for internal use and third-party access.

Enterprise

Enterprise organizations send and receive an incredible amount of data every day, and they need a way to automate the organization of that data. Companies can organize data by team, location, client, department, keywords, and much more. And when necessary documents are not immediately available, requesting, sending, and granting access to documents is simple.

You can assign workflows and rules to documents, to have them automatically move through your organization in a pre-determined and consistent manner. And no matter how many personnel or locations an organization acquires, document management software gives the same access to all users from a single, centralized system.

DocuWare
Make invoicing easier with DocuWare’s templates and auto-population tools.

Industries Served

Document management solutions are necessary for just about any organization. With so many electronic documents being shared within various internal teams and with clients and vendors, organizations need a system to store and retrieve that information. And with proper organization, users can find what they need easily and instantly, instead of physically storing files and having staff members track down, scan, transcribe, fax, email, and re-file documents.

And different industries come with different rules, regulations, and compliance around document creation and retention. The best document management software are constantly updating their compliances to make sure organizations are following the rules without any extra effort.

Construction

Construction firms can track contracts, change orders, draw requests, and other project-specific information that helps construction projects follow their critical path method (CPM) schedules. They can also grant specific, limited access to documents to vendors, contractors, designers and other third parties. And with multiple building sites and teams to manage, it helps to have all documents available from any location, within a single, centralized system.

Healthcare

Healthcare organizations can track medical records through HIPAA-compliant document management systems. These document management solutions help improve patient care, as documents are easier to share, and doctors get real-time access to the most up-to-date information.

It also helps healthcare organizations by capturing patient, health, insurance, and payment information at the very beginning. All of that information is stored, added to, and updated through subsequent patient visits.

Law Firms

Legal teams can save custom templates for things like summons, complaints, sets of discovery, and contracts. And firms can look back at successful or unsuccessful documents to add and remove language, precedents, strategies, and more to most effectively close their matters. And if any changes prove worse than the original, teams can easily retrieve more successful, past versions.

Government And Education

Document management software is necessary and useful for the public sector, education, and nonprofits. Government organizations, from small municipalities to federal agencies, need access to things like social security numbers, business licenses, tax statutes, and plenty more. And they need to securely and efficiently store and retrieve that data for extremely long periods of time. Going paperless keeps files from being misplaced, lets users retrieve some data/documents for themselves (for example, a basic W4), and secures them with encryptions.

In education, document management systems help with both administrative and education tasks. Schools can store things like transcripts, student information/records, the minutes for school board meetings, and teachers’ salaries. But teachers can also use the software to store assets and templates for their lessons plans. Teachers can adjust and compare different versions of tests, projects, and schedules from one year to the next. And students can upload documents onto these systems, so teachers can access and store them.

PaperTracer
Customize levels of access and security with PaperTracer.

Document Management Software Pricing

Document management software is priced in a few different ways. You can pay on a subscription basis, with single, flat fees per month. Or you can pay a flat fee per user per month. You can also pay for the service as a one-time licensing fee, and that fee can cover an individual user or an entire organization. And the prices of most services rise as the number of users, amount of storage, and types of features also rise.

Flat monthly rates for document management software start at $12/month and can get up to $79/month or higher. And monthly rates per user start at $4/month/user and can rise to $15/month/user or higher. As for licensing fees, Optix by Mindwrap, for instance, charges a one-time fee of $5000.

And many document management systems will customize their pricing, giving you a quote for the number of users, features, and storage needed.