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 security and compliance
The best document management software
| Best for | Standout feature | Pricing |
|---|---|---|---|
Zapier | Automation and workflows | 9,000+ integrations that plug your AI agents into end-to-end document workflows | Free plan available; paid plans from $19.99/month |
onPhase | Automation and workflows | Intelligent data capture and document retrieval | Custom |
Fluix | Automation and workflows | Offline mode for field engineers | From $20/user/month |
Revver | Automation and workflows | No-code process automation | Custom |
Square 9 | Automation and workflows | Smart data capturing for structured and unstructured documents | From $50/user/month |
LogicalDOC | Ease of use | Compatible with multiple operating systems | Custom |
Folderit | Ease of use | User-friendly interface (and very affordable) | From $55/month |
PandaDoc | Ease of use | Extensive template library to simplify document creation | Free plan available; from $35/user/month |
Microsoft SharePoint | AI | Seamless integration with the entire Microsoft suite | From $5/user/month |
M-Files | AI | Automatic file organization | Custom |
DocuWare | AI | Integrates natively with over 500 other tools | Custom |
Box | AI | Integrates natively with 1,500 apps, plus Zapier | From $14/user/month |
MasterControl | Security and compliance | Ensures regulatory compliance for even the strictest industries | Custom |
EisenVault | Security and compliance | Robust security algorithm | Custom |
Egnyte | Security and compliance | Ransomware detection and recovery | From $22/user/month |
Adobe Document Cloud | PDFs | Comprehensive suite for managing PDF documents | From $23.99/month |
Alfresco | Enterprise businesses | All-in-one content management solution for enterprises | Custom |
FileHold | Enterprise businesses | Provides scalable solutions for companies needing complex document management | Custom |
Laserfiche | Enterprise businesses | Sophisticated automation capabilities | From $53/user/month |
OpenKM | Enterprise businesses | Allows your IT department to build custom features on top of their system | Custom |
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.Â
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.Â
With all that in mind, here are some of the best electronic document management systems to digitize your business.Â
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.
Zapier
Zapier pros:
Connects thousands of apps for seamless document automation
Powerful AI agents for orchestrating end-to-end workflows
Easy-to-use visual editor for building custom workflows without code
Zapier cons:
Not a standalone document repository
Zapier is the most connected AI orchestration platform, which makes it a powerful addition to your document management process. Instead of replacing your current document tools, Zapier acts as the automation layer that connects them safely. Whether you're managing onboarding documents in Google Drive, contract approvals in PandaDoc, or audit records in SharePoint, Zapier lets you orchestrate all your document workflows from start to finish.
Zapier's no-code automation builder makes it easy to set up multi-step workflows with conditional logic and built-in data formatting. You can also harness AI to generate, enrich, or analyze documents automatically. Zapier MCP lets you connect AI assistants like Claude and ChatGPT directly to your document tools, so your AI can take real action across them, not just summarize. For example, your AI agents can draft contracts based on CRM data, file them to the correct folder, and alert the right person when a signature is needed. And because Zapier manages authorizations for every connected app, none of your credentials are passed to an AI model or exposed in your workflows.
If your goal is to reduce manual effort and coordinate document processes safely across teams and tools, Zapier is the best place to start. Learn more about how to automate your document management.
Zapier pricing: Free plan available; paid plans start at $19.99/month.
onPhase (formerly DocuPhase)
onPhase pros:Â
Powerful OCR capabilities for capturing information from paperÂ
Pre-built workflow automation to streamline document processes
Includes an eSigning tool for digital signatures
onPhase cons:
Limited collaboration features
Lacks essential tutorials and support materials for new users
Experiences delays when loading large documents
onPhase (formerly DocuPhase) helps businesses transform their operations with automated document management and workflows. Users particularly appreciate onPhase's AI-powered data capture and document retrieval capabilities and its ability to quickly extract essential information from diverse documents, including older files. It all means more streamlined client work.
onPhase 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.Â
Fluix pricing: Starting at $20/user/month (for up to 10 users) plus optional add-ons for enhanced support, custom integrations, and more.
Revver
Revver pros:Â
User-friendly interface
Includes eSignatures
Revver cons:Â
Frequently experiences slowdowns, especially when using the search functionÂ
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.Â
Revver pricing: CustomÂ
Square 9
Square 9 pros:
Easy to use and workflows are easily customizableÂ
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.Â
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 adoptÂ
Drag-and-drop interface
Accessible from multiple operating systems and devices
LogicalDOC cons:
Installation and configuration have a bit of a learning curve
LogicalDOC came up as one of the few document management solutions compatible with multiple operating systems 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.Â
Folderit pricing: From $55/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:
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 1,000+ templates.Â
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. Learn more about how to automate PandaDoc, or try out one of these pre-made templates below.
Upload PDFs to Google Drive when new PandaDoc documents are completed
Post Slack channel notifications when new PandaDoc documents are completed
Upload PDFs to Dropbox when new PandaDoc documents complete
PandaDoc pricing: Starting at $35/user/month
Best document management software for AI
AI helps your team make decisions faster. These apps give you the AI 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
Built-in AI with Microsoft Copilot and SharePoint agents
SharePoint cons:
Interface looks outdatedÂ
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.
Microsoft recently launched AI features inside SharePoint, and I heard from several users about the time savings these features create. According to Aaron Whittaker of Thrive Internet Marketing Agency, SharePoint's AI document recognition excellent: it recognizes document types like SOWs, vendor agreements, creative request forms, and invoice packages for Thrive, and automatically pulls key information fields.
"Those extracted fields feed directly into Power Automate and our documents route themselves to the right team," Aaron said. "New contracts enter our internal review queue within 30 to 45 seconds, our invoices land in finance's workflow immediately and our creative briefs are assigned to the correct pod without anyone touching the file."
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.
Create new Microsoft SharePoint items from new Jotform submissions
Send channel messages in Slack for new files in Microsoft SharePoint
Upload new inbound emails from Email by Zapier to Microsoft SharePoint as files
SharePoint pricing: Standalone pricing from $5/user/month (annual billing)
M-Files
M-Files pros:
Automated workflows for regular document processes like creation, naming, sorting, and routingÂ
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 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.Â
I also heard from several M-Files users who lauded the app's AI organization and search features. Erwin Gutenkust of Neolithic Materials talked about how M-files organizes documents by meaning, not just by file name. Kristina Tsapko of HOLYWATER said their team used to spend days finding the right versions of documents for their quarterly reports. "Now, the AI retrieves everything in 10-15 minutes, even if you don't remember the exact file name."
M-Files pricing: Custom
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.Â
Another big time saver in DocuWare: auto-indexing. I heard from several users who said the auto-indexing feature is accurate, pulls key data fields, and saves their teams hours of admin time. Matthew Tan of Birchbury noted how the system automatically parses new PDF files and categorizes them accordingly. Matthew's team relies on DocuWare to save them hours each week on sorting files—and the AI search helps them find the right information, even if they can't remember the file name.
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.
Box also offers capable AI search and lookup features. According to Matt Bowman of Thrive Local, their team saves a ton of time when looking up documents or information. "We can ask [Box] direct questions like 'pull our key takeaways from the Q4 SEO audit' or 'find the proposal where we recommended landing page testing for the skincare client.'"
Plus, you can connect Box to thousands of other apps through Zapier. Here are some workflow examples you can use.
Save Gmail attachments to Box in their original file format [Business Gmail Accounts Only]
Upload PDF to Box when PandaDoc documents are completed
Box pricing: Free plan available; paid plans start at $14/month (monthly billing) for a single user or $7/user/mo with 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
Egnyte
Egnyte pros:
Strong security and data governance features
Ransomware detection and recovery
Built-in compliance
Egnyte cons:
Pricey
Complex initial setup with learning curve
Egnyte is a great middle-of-the-road solution. It includes strong collaboration and workflow features, bridging the gap between cloud storage and full document management software.
What sets Egnyte apart, though, is security and governance. Features like the option to set strict data retention policies, built-in compliance, and ransomware detection and recovery make it a strong contender for security-focused businesses and those in regulated industries.
Egnyte pricing: Starts at $22/user/month for the Business plan, which includes basic features and single document AI
Best document management software for PDFs
Adobe Acrobat for Business
Adobe Acrobat for Business pros:
Strong PDF management capabilities
User-friendly interfaceÂ
Solid mobile app and works well across all devices
Adobe Acrobat for Business cons:
Performance is sluggish when handling large files
Pricey, especially given its limitation to only PDF documents
Adobe Acrobat for Business is a solid DMS for businesses in legal, finance, healthcare, and other industries that rely heavily on forms and PDF documents. It combines Adobe Acrobat and Acrobat Sign so you can 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 Acrobat for Business pricing: From 14.99/month/license (annual billing, paid monthly)Â
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.
Hyland Alfresco
Alfresco pros:
Open source, so it allows for more customization
Offers end-to-end document management, including eSigning
Alfresco cons:
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.Â
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.Â
FileHold pricing: CustomÂ
Laserfiche
Laserfiche pros:
User-friendly interface with smart search
Automated workflows to help save timeÂ
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.Â
Laserfiche pricing: Starts at $53/user/month (billed annually)
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.Â
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 interfaceÂ
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. 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:Â Free plan available for personal use; business plans start at $16.58/month (annual billing) for a single user or $15/user/mo for 3+ users.
Google Drive
Google Drive pros:
Intuitive and easy to use
Excellent collaboration and versioning
Integrates with the rest of Google Workspace 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.Â
Gemini is now a part of Google Drive, as well, adding key features like AI search and AI-powered security that help to summarize documents and quickly find key details within your content. And there's even an eSign option too.
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 Google Workspace plans start at $7/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 Parexel 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.
Create new files in ONLYOFFICE DocSpace my documents when new files are created in ONLYOFFICE DocSpace
Create new Trello boards for every new room created in ONLYOFFICE DocSpace
Upload new Gmail attachments to ONLYOFFICE DocSpace as files
ONLYOFFICE pricing: Free plan available; cloud version is available from $20/admin/month. Enterprise plans start at $1,500 for the on-prem 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 SponsorCloud 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.Â
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.
Upload new Jotform submissions as files in Zoho WorkDrive
Upload new Zoom recordings to Zoho WorkDrive as files instantly
Zoho WorkDrive pricing: Free plan available; from $2.50/user/month (billed annually) 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:
This article was originally published in September 2023. The most recent update was in December 2025.
