The 12 Best Document Collaboration Software for 2022

Top Tools
Josh Plotnek June 15, 2022 14 min read

Document collaboration software makes teamwork easy, productive and engaging, wherever your employees may be working. Here are some of the very best.

co-workers using document collaboration software

Quick Guide

    Whether you own one, run a team in one, or manage some kind of project in one, teamwork is the difference between SMBs succeeding and falling apart.

    About 75% of employers consider teamwork and collaboration to be “very important” to their business. When teams can easily work on the same document, regardless of location or time – their communication, productivity, and engagement will skyrocket in the process.

    Document collaboration software is the key to making this a reality. We have put together the very best document collaboration tools, each with its own key strengths and features to best suit all kinds of SMBs.

    Our Top Picks

    1. Connecteam – Best all-in-one solution with document management capabilities

    2. ReSkript – Good for team productivity

    3. Notion – Good for knowledge management

    What to Look for in Document Collaboration Software

    Here are some of the features and capabilities that every document collaboration software should include:

    • Autosave – Instead of needing to always remember to save the changes you made, document collaboration software should autosave your work for you.
    • Edit tracking – Users need to be able to keep track of the changes others made, as well as when they made them to guarantee accountability.
    • Version control – If users would prefer to revert to an older version of the document they’re collaborating on, they should be able to view previous versions.
    • Commenting – Users should have the ability to respond to changes in documents and provide feedback in the form of comments.
    • Supports multiple formats – You should be able to view and edit a wide variety of file formats with document collaboration software.
    • Mobile friendly – Document collaboration software should be easy to use via one’s mobile device, so that users can edit documents from any place, at any time.
    • Large storage space – Ideally, the software in question should be cloud-based, ensuring that users don’t need to use up storage space on their devices.

    The 12 Best Document Collaboration Software of 2022

    Best all-in-one solution with document management capabilities

    Platforms: Web, iOS, Android

    Connecteam is an award-winning document management software that helps SMBs and large enterprises alike organize, store and share documents for the entire workforce. This all-in-one solution, used by 20,000+ businesses around the world, boasts a wide range of features to improve document management in your company and team collaboration, in general.

    From a word processing point of view, Connecteam isn’t a typical document collaboration software, like others on this list. However, it is the ideal solution from an employee management perspective. With Connecteam, you can:

    • Easily upload all kinds of documents to one place. Employees don’t need to worry about storage being taken up on their mobile devices, as Connecteam is cloud-based and allows users to enjoy its features smoothly.
    • Access all documents from one app and forget using multiple methods for document management, like Dropbox, Google Drive and emails.
    • Build a simple, easy-to-use employee training experience, with the ability to customize document management features in your company’s voice.
    • Instantly select and restrict the documents you want employees and teams to see, protecting data at all times.
    • Build comprehensive knowledge centers for your employees, add as many files as you need and easily organize them into folders.

    While you might require other solutions to collaborate with your team on single documents at once, Connecteam’s wide range of team collaboration capabilities is impossible to ignore. For example, teams are able to share documents via 1:1 and employee team chats. It’s also possible to attach documents to shifts and tasks.

    Key Features

    Document management

    Knowledge center

    1:1 and team chat

    Employee training

    Digital forms & checklists

    Task management

    Pros & Cons

    Easy to share and organize documents

    Data uses minimal storage space

    Excellent customer support

    Affordable solution

    Doesn’t provide document collaboration right now

    Price: 

    Starts at just $39/month for up to 50 users

    Free 14-day trial

    Free plan available

    The #1 Team Collaboration Tool for Your Business

    Start Your Free Trial

    Good for: Team productivity

    Platforms: Completely web-based

    reskript document collaboration software home page

    ReSkript is a document collaboration software solution with a simple, intuitive design that helps managers track employee engagement levels of the docs that are being worked on. With a rich range of features such as chatting and integrated video calls, ReSkript is an effective software solution when it comes to collaborating on documents.

    With ReSkript, users can also easily manage their files, and can see exactly who accessed specific documents, as well as how much time they spent on each one.

    Owners, team leaders, and project managers of SMBs require features such as a time clock, employee scheduling and onboarding resources. ReSkript doesn’t include these. So if you’re looking for a wider range of employee management capabilities, you’re better off going with a software solution like Connecteam.

    Key Features

    Dashboard workspace

    Tag & comment on documents

    Invitation settings

    Smart notifications

    Pros & Cons

    Easy to use and intuitive

    Wide range of features

    Expensive solution

    Lacks important employee management features

    Price: 

    Pro plan starts at $10 per user/month

    Free trial: Yes

    Free plan: Yes

    Good for: Knowledge management

    Platforms: Web, iOS, Android, Windows, Mac

    notion document collaboration software home page

    One of the most feature-heavy document collaboration software solutions on this list is undoubtedly Notion. Businesses can use this platform to set goals, track project progress and manage employees. Notion’s drag-and-drop interface is easy to navigate and makes editing and managing documents easy.

    Team members can easily comment on all kinds of documents, set up online agendas, create to-do lists, and much more. Also, Notion integrates with a wide variety of third-party apps such as Invision and Slack. 

    However, when it comes to handling other aspects of employee management such as time tracking, shift scheduling, and task management, solutions like Connecteam do a much more effective job. 

    Key Features

    Knowledge base

    Task comments

    Built-in calendar

    To-do lists

    Pros & Cons

    Highly customizable

    Great for storing company information

    Unattractive user interface

    Takes time to train new users

    Price: 

    Personal pro plan starts at $4 per user/month

    Free trial: No

    Free plan: Yes

    Good for: Content management

    Platforms: Web, iOS, Android

    googledocs document collaboration software home page

    With a popular autosave feature at its disposal, Google Docs is an obvious choice for teams looking for an easy-to-use document collaboration tool. While it looks like traditional offline word processors like Microsoft Word, Google Docs is cloud-based, meaning that users can edit documents while on the go, as long they have internet access.

    If all your team is looking for is an app to make document collaboration easier, then Google Docs is a worthy solution. But for teams who are looking for a wider range of employee management features, they might be more inclined to try out Google Workspace, which includes Google Docs, Sheets, Slides, Gmail, Drive, and more. 

    Otherwise, we recommend looking elsewhere for an all-in-one employee management solution, like Connecteam.

    Key Features

    Autosave feature

    Drawing capabilities

    Ready-made templates

    Sharing permissions

    Pros & Cons

    Excellent collaboration tools

    Attractive and easy to use

    Copying/moving large files can be difficult

    Doesn’t include PDF annotation

    Price: 

    While Google Docs alone is free to use, it’s also included in Google Workspace, with a Business Starter plan that costs $6 per user/month

    Free trial: Yes, with Google Workspace

    Free plan: Yes

    Good for: Project management groups and marketing teams

    Platforms: Web, iOS, Android, Windows, Mac, Linux

    confluence document collaboration software home page

    Confluence is a shared workplace that allows teams to collaborate on documents easily. With this document collaboration software, users can access the universal search feature to find any information or document stored on the workspace. 

    From both an editing and team communication perspective, users can add comments to files, suggestions, and more. Team members can also share documents, PDFs, videos, and images with each other, as well as with customers.

    One of the main downsides of Confluence is that it can get difficult to track edits by other team members, as multiple users are required to share one account. 

    Key Features

    Meeting notes

    Document comments and mentions

    Document version control

    New edit notifications

    Pros & Cons

    Instantly notified when any changes are made

    Export to multiple formats, including PDF and EPUB

    Multiple users need to share one account

    Doesn’t work offline

    Price: 

    Starts at $5.50 per user/month

    Free trial available: Yes

    Free plan: Yes

    Good for: Teams of all sizes

    Platforms: Web, iOS, Android, Windows, Mac

    monday document collaboration software home page

    Monday.com is many things, including a document collaboration software. With this employee management system, managers can easily assign tasks to team members and track their progress, every step of the way.

    Teams can use Monday.com to create, view and edit documents, directly from the software. Users can comment on specific documents, meaning that other team members can receive feedback in real-time. 

    Once again though, there are other document collaboration tools that provide a wider range of features to maximize employee management, like Connecteam.

    Key Features

    Progress tracker

    Team member tagging

    Project customization

    Data visualization

    Pros & Cons

    Clean user interface

    Able to integrate with multiple apps

    Huge price differences between plans

    Poor customer support

    Price: 

    Standard plan costs $40 for 4 seats/month

    Free trial: Yes

    Free plan: Yes

    Good for: Building knowledge bases

    Platforms: Web, iOS, Android, Windows, Mac, Linux

    clickup document collaboration software home page

    Used by businesses all over the world, ClickUp is an ideal project management tool that allows multiple users to collaborate on the same document wherever they may be working.

    This all-in-one solution is extremely customizable and makes document and task management simple. Also, Users can use ClickUp to message each other, both individually and in groups. 

    While ClickUp does allow users to integrate with a wide variety of applications to perform other areas of employee management, it does lack some key features that many businesses will be looking for, such as time management and shift scheduling.

    Key Features

    Various view options

    Customizable statuses

    Task tracking

    Seamless third-party integrations

    Pros & Cons

    Easy to use

    Customizable features

    Poor customer support

    Unattractive user interface

    Price: 

    Unlimited plan costs $5 per user/month

    Free trial: Yes

    Free plan: Yes

    Good for: Saving all kinds of information in one place

    Platforms: Web, Windows, Mac, Linux

     document360 document collaboration software home page

    Document360 is a document collaboration software that helps users organize, manage and share files quickly. With an intuitive search engine that allows employees to find the information they need, distributing content within one’s team is simple.

    With Document360, managers can create employee handbooks, how-to guides, reference documents, to name a few. Not to mention the fact that it’s possible to allocate multiple roles to the same user, determining who has access to which content.

    One thing that may dissuade potential users is the fact that Document360 doesn’t have the best formatting capabilities when it comes document collaboration software. And integrations with other business software solutions can be complicated.

    Key Features

    Content storage

    Text editor

    Document commenting

    Activity dashboard

    Pros & Cons

    Easy to use and functional

    Good customer support

    Prone to crashes

    Formatting issues

    Price: 

    Startup plan costs $99 per project/month

    Free trial: Yes

    Free plan: Yes

    Good for: Freelancers

    Platforms: Web, iOS, Android, Mac

    zoho writer document collaboration software home page

    This document collaboration software syncs documents in real-time, ensuring that MS documents get imported without any worries of formatting issues. Similar to more common document-sharing programs like Google Docs, users can see when others are working on the same doc, as edits are instantly logged and cursor activity is visible.

    Zoho Writer is cloud-based in nature, meaning that teams can communicate and collaborate on documents efficiently and from any location. It also means that all documents don’t take up extra storage space on one’s local system.

    Truth be told, there are apps on this list that have less bug problems and often run quicker than Zoho Writer. There are also apps like Connecteam and ClickUp, which offer a much wider range of features that benefit users with more than just document collaboration.

    Key Features

    User access settings

    Progress tracking

    MS Word document import

    Real-time synchronization

    Pros & Cons

    Cloud-based software makes collaboration easy

    Fresh user interface with easy navigation

    Prone to bugs and crashing

    Only available with internet access

    Price: 

    Standard plan starts at approx. $4 per user/month

    Free trial: Yes

    Free plan: Yes

    Good for: Document tracking

    Platforms: Completely web-based

    bit document collaboration software home page

    Unlike other tools on this list, Bit isn’t a document collaboration software solution in the strictest sense of the word. However, it is an ideal solution for team collaboration, in general. 

    With this dynamic solution, admins can create documents, manage knowledge and write notes, as well as separate workspaces for multiple teams. With Bit’s workspace feature, managers can organize projects and teams, with the ability to move documents from one workspace to another, instead of making duplicates. 

    It’s also possible to track the engagement of shared documents. But probably Bit’s best capabilities are that one can add a wide variety of media to the software’s smart editor – such as videos, web links, social media posts, etc.

    Key Features

    Document creator

    Employee mentions

    Engagement tracking

    Multiple attachments

    Pros & Cons

    Includes pre-made templates

    Able to embed files

    Lacks document collaboration features

    Limited formatting

    Price: 

    Pro plan starts at $8 per user/month (billed annually)

    Free trial: Yes

    Free plan: Yes

    Good for: Document generation

    Platforms: Web, iOS, Android, Windows

    microsoft word document collaboration software home page

    It wouldn’t be a document collaboration software list without one of the most obvious choices. That’s right – Microsoft Word is also a valid choice for the teams looking to work on multiple docs together at any given time of their workday.

    While it might not achieve as much as some of the all-in-one solutions on this list, not many systems do document collaboration better than Microsoft Word. Its simple, powerful interface makes it very easy for even the least tech-savvy employees to edit documents.

    Originally just a software used on desktop, Word now allows users to work on documents online. Crucially though, multiple users can edit the same doc simultaneously, eliminating needless back and forth via email.

    Key Features

    Real-time sync and sharing

    In-built translator

    Format toolbar

    Document storage

    Pros & Cons

    Can turn docs into web pages

    Expensive solution

    Lack of customization

    Only good for document collaboration

    Price: 

    Microsoft 365 Business Basic (which includes Word) starts at $6 per user/month

    Free trial: Yes

    Free plan: No

    Good for: Sharing large files

    Platforms: Web, iOS, Android, Windows, Mac

    dropbox paper document collaboration software home page

    Dropbox Paper is a document collaboration software that is ideal for teams that already rely heavily on Dropbox. With this extra software, users can create to-do lists, easily organize documents, and assign tasks and manage them as they go.

    One of Dropbox Paper’s core strengths is the ability to attach a wide variety of media to any project. It’s possible to include social media posts, YouTube videos, PDFs, and much more.

    Teams might get frustrated by the fact that a new file gets created every time multiple users are viewing the same file or changes are saved. This might seem like a small detail, but it is worth considering when weighing out your document collaboration software options.

    Key Features

    To-do lists with due dates

    Note-taking for each user

    Employee mentions

    Timelines with project milestones

    Pros & Cons

    Customizable timeline tool

    Include multiple pre-made templates

    Limited formatting settings

    No available offline mode

    Price: 

    Dropbox Business Standard starts at $12 per user/month

    Free trial: Yes

    Free plan: Yes

    Compare the Best Document Collaboration Software:

    Reviews

    Pricing

    Free Trial

    Free Plan

    4.8/5

     

    Starts at $39/mo for 50 users

     

    Start Trial

    14-day trial

    Yes, up to 50 users

    N/A

    Pro plan starts at $10 per user/month

     

    Yes

    Yes

    4.8/5

    Personal pro plan starts at $4 per user/month

    No

    Yes

    4.7/5

     

    Google Workspace Business Starter plan costs $6 per user/month

    Yes, with Google Workspace

    Yes

    4.4/5

    Starts at $5.50 per user/month

    Yes

    Yes

    4.6/5

    Standard plan costs $40 for 4 seats/month

    Yes

    Yes

    4.7/5

    Unlimited plan costs $5 per user/month

    Yes

    Yes

    4.7/5

    Startup plan costs $99 per project/month

    Yes

    Yes

    4.5/5

    Standard plan starts at approx. $4 per user/month

    Yes

    Yes

    N/A

    Pro plan starts at $8 per user/month

    Yes

    Yes

    4.8/5

     

    Microsoft 365 Business Basic starts at $6 per user/month

    Yes

    Yes

    4.4/5

     

    Dropbox Business Standard starts at $12 per user/month

    Yes

    Yes

    Reviews

    4.8/5

     

    Pricing

    Starts at $39/mo for 50 users

     

    Start Trial

    Free Trial

    14-day trial

    Free Plan

    Yes, up to 50 users

    Reviews

    N/A

    Pricing

    Pro plan starts at $10 per user/month

     

    Free Trial

    Yes

    Free Plan

    Yes

    Reviews

    4.8/5

    Pricing

    Personal pro plan starts at $4 per user/month

    Free Trial

    No

    Free Plan

    Yes

    Reviews

    4.7/5

     

    Pricing

    Google Workspace Business Starter plan costs $6 per user/month

    Free Trial

    Yes, with Google Workspace

    Free Plan

    Yes

    Reviews

    4.4/5

    Pricing

    Starts at $5.50 per user/month

    Free Trial

    Yes

    Free Plan

    Yes

    Reviews

    4.6/5

    Pricing

    Standard plan costs $40 for 4 seats/month

    Free Trial

    Yes

    Free Plan

    Yes

    Reviews

    4.7/5

    Pricing

    Unlimited plan costs $5 per user/month

    Free Trial

    Yes

    Free Plan

    Yes

    Reviews

    4.7/5

    Pricing

    Startup plan costs $99 per project/month

    Free Trial

    Yes

    Free Plan

    Yes

    Reviews

    4.5/5

    Pricing

    Standard plan starts at approx. $4 per user/month

    Free Trial

    Yes

    Free Plan

    Yes

    Reviews

    N/A

    Pricing

    Pro plan starts at $8 per user/month

    Free Trial

    Yes

    Free Plan

    Yes

    Reviews

    4.8/5

     

    Pricing

    Microsoft 365 Business Basic starts at $6 per user/month

    Free Trial

    Yes

    Free Plan

    Yes

    Reviews

    4.4/5

     

    Pricing

    Dropbox Business Standard starts at $12 per user/month

    Free Trial

    Yes

    Free Plan

    Yes

    What Is Document Collaboration Software?

    Document collaboration software is a kind of system that acts as a platform for business teams to work on a single document together to produce a final version. This is usually some kind of word processor document, which can be edited by multiple people from different computers and mobile devices.

    How Does Document Collaboration Software Work? 

    Ideally, document collaboration software should provide users with real-time access to documents, while also giving them the option to edit and share with others (with permissions), updating other users in the process.

    With document collaboration software, users can make their voices heard by making suggestions, changes and submitting comments within the document.

    The Benefits of Document Collaboration Software 

    There are many benefits that come with using document collaboration software. But we have managed to highlight the three most crucial ones:

    • It boosts communication: The harsh reality is that communication methods like email are just dated and tedious in this day and age. A document collaboration software solution ensures that all team members can see comments in real-time and are able to easily respond and facilitate a healthy stream of communication.
    • It saves time: Document collaboration software helps eliminate time-consuming tasks and ensures workers always stay on task and on time. Instead of spending hours searching for documents in piles of paper, you can simply digitally search for it with the click of a button.
    • Users can edit documents from any place: Whether you’re working on a construction site, in an office or at home, you can collaborate on documents from any location at any time, simply by opening the app on your mobile device.

    How Much Does Document Collaboration Software Cost?

    When it comes to pricing, different document collaboration software solutions can vary drastically. This is usually to do with the features they include as well as how many users it is designed for.

    Document collaboration tools that are on the pricier side include ReSkript and Dropbox Paper, which cost $10 and $12 per user per month respectively. Then there are more affordable options such as Notion and Zoho Writer, which both cost $4 per user/month.

    However, we recommend choosing a solution that includes the widest range of features at the most affordable price. In terms of Connecteam’s pricing, while it doesn’t explicitly include document collaboration features, its all-in-one employee management capabilities at a basic plan of $39 per month for the first 50 users are impossible to ignore. 

    Connecteam document collaboration software graphic

    FAQs

    How do you create a collaborative document?

    Usually, document collaboration software is required to create this kind of document. More often than not, users can share the document, select who they want to share it with, and grant them specific permissions determining whether they can view, edit or share the document too.

    What is the best way to collaborate on a document?

    Originally, the best way to collaborate on documents was via email, where users would write comments and attach the document to the message. This proved to be unpractical though, and in recent times, document-centric apps are available to make this process much more efficient. These days, document collaboration software is specifically designed to make document editing, commenting, and sharing easy.

    Are there other types of collaboration software?

    There are technically three types of collaboration software. These are:

    • Communication: allows users to communicate with each other, usually via some kind of digital workplace chat.
    • Conferencing: allows users to share the same view, which one presenter will control and everyone else will communicate through.
    • Co-ordination: helps businesses manage various interdependent work departments towards a share goal.

    The Bottom Line On Document Collaboration Software 

    At the end of the day, the right document collaboration software will help your team save time, improve communication and manage to edit any document from any location. 

    The solutions on this list are all different and provide different kinds of features. However, we believe that they’re the best document collaboration tools to consider when it comes to managing, storing, and sharing documents, while also collaborating with your team on multiple projects.

    We recommend trying out the free trials that these document collaboration tools offer, so that you can decide for yourselves which features best suit your business’s needs.

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