9 Best Document Management Systems for 2022

Top Tools
Josh Plotnek May 18, 2022 11 min read

Trying to create and share documents manually with employees is not the easiest way to get things done. In this day and age, many businesses can handle documents better. We have put together a list of the very best document management software solutions on the market that are going to save you time and effort.

document management system from Connecteam files and folders

Quick Guide

    By manually managing your documents, you’re (maybe unknowingly) creating an alarmingly large knowledge gap in your business. 

    According to PWC, companies lose 7.5% of all of their documents… and misfile another 3%. That 10% of lost time is all before employees spend half of their time looking for information — before they even get the chance to read and understand it!

    But, there’s an instant, easy solution to all of the above (and more!): using a document management system. And we know just the solutions that will be perfect for your business.

    In a Hurry? The Best Document Management System for 2022

    We understand how taxing it can be to search for the right document management system to meet your business needs.

    But after extensive research, we are convinced that Connecteam is the software with the most document management benefits.

    This all-in-one software solution makes document sharing easy and users can access a wide variety of features to make this possible. It’s easy to use and requires next to no time to train employees in how to use it.

    What’s more? Connecteam is much more cost-effective than manually managing documents, improves productivity and saves your business money and time in the long run.

    Here are some document management benefits that Connecteam provides:

    • You can upload as many documents onto the app as you need. Upload training manuals, images, videos, and more without worrying about slowing down employees’ devices.
    • You can put unstructured content together, contextualize and customize them, ensuring all employees have easy access to important documents – all in one place.
    • Managers can choose which files employees can download, protecting data at all times and preventing files from theft, physical damage, and misfiling.
    • You and your team can easily collaborate, sharing documents with each other, regardless of time or location. 
    • You can keep up to date on who has read all necessary documents. Employees can read and sign documents to confirm completion and you can even send reminders/notifications to ensure nothing falls through the cracks.

    There are plenty of document management systems for companies to choose from, but the reality is that none of them quite compare to Connecteam. Its document management features benefit tens of thousands of companies from more than 90 industries.

    If you’re in a rush, jump to our comparison table to compare our listed recommendations. 

    What To Look Out For In Document Management Software

    It’s worth considering the following benefits when looking for the right document management system for your business:

    • Easy to use: Is the tool in question user-friendly? Are the features, layout and user interface easy to understand and navigate?
    • Easy to share: Does the tool give users the option to collaborate with others through file sharing? If so, your team will be able to edit documents together.
    • Easy to track: Are users able to track document changes in real-time? Can you revert changed documents to their old version easily?
    • Easy to search: Does the tool allow users to search for documents quickly? And can you digitize paper documents through easy scanning?

    After doing our homework, we believe that the following list showcases some of the very best document management systems on the market right now. These software solutions will save your business time and effort, reduce business costs, and also make sure that no information falls through the cracks.

    And if you want to learn more tips connected to document management, then look no further than our guide on how to create employee training programs that last.

    Top 8 Document Management System Software for 2022

    Connecteam is an award-winning, document management system that allows SMBs and large enterprises to organize and share documents that easily reach their workforce.

    This all-in-one software, loved by 20,000+ businesses just like yours, has a wide range of document management features that will benefit your business. Here are some of them:

    • You can easily upload all kinds of documents to the app. Minimal storage will be used on employees’ devices, meaning they can use features smoothly and quickly on their smartphones.
    • Employees can collaborate and communicate easily, sharing any relevant documents (as well as images, videos, all file types) across the company. 
    • Employees no longer need to peruse through Dropbox, Google Drive or emails, as they can simply access all documents from one place: their smartphone app
    • You can select and restrict which documents you want specific or groups of employees to see, ensuring that data is always protected.
    • You can create an easy, affordable training experience, ensuring that document management features are labeled and customized in the company’s tone and voice.

    Connecteam guarantees that all documents are easy to find for you and your employees. Spending tons of time writing long documents out of pen and paper will quickly become a thing of the past. And documents are easily accessible no matter where and when employees are working

    For Whom?

    Connecteam is the perfect document management system for the mobile workforce (including remote workers and deskless teams). This all-in-one solution’s document sharing features are used by tens of thousands of companies (of varying sizes) from more than 90 different industries. These include cleaning, retail, staffing, construction, to name a few.

    Key Features

    Attach documents to updates

    Share documents via chat

    Training courses

    Attach documents to shifts/tasks

    Customize document management

    Store documents in folders/subfolders

    Document search

    Read and sign forms

    Reminders and notifications

    Track progress with visual insights

    Data protection

    Accessible on mobile and desktop

    Pros and Cons

    Based on customer reviews

    Easily access all documents

    Features are easy to customize

    Data uses minimal storage space

    Intuitive and user-friendly

    Documents are easy to share

    All data is protected

    Some longer files aren’t user-friendly on mobile

    Pricing

    Premium plans starts at $39/month for the first 50 users

    14-day free trial

    Free-forever plan: Yes

    The #1 Document Management System For Your Business

    14-day free trial, no credit card required!

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    Hightail document management user interface

    Hightail is a document management system that makes it easy for managers to keep teams on track, share large documents, collect feedback, all on one device. Admins can also assign and manage tasks, monitor project activity and keep content secure with just a few clicks.

    For Whom?

    Hightail is an ideal solution for teams that need to share, edit and receive large documents. Specifically designed for creative and marketing teams, Hightail is also an effective software solution for construction teams. It also benefits companies in industries such as retail and education.

    Key Features

    Document sharing

    Creative collaboration

    Project management

    Drag & drop

    Activity Dashboard

    Apps and integration

    Pros and Cons

    Based on customer reviews

    Easy to share documents of all sizes

    Protects all data

    Poor customer support

    Expensive solution

    Lacks customization 

    Pricing

    Teams plan is $24/user per month (available for 1-30 users)

    Business plan is $36/user per month

    Free trial? 14-day

    Free plan? Yes

    knowledgeowl document management user interface

    KnowledgeOwl is a document management system that helps managers build knowledge bases for employees. They can also create PDFs, FAQs and integrate with other apps easily. This cloud-based software boasts very useful customization features, making employee training easier. 

    For Whom?

    KnowledgeOwl is an ideal document management system for companies where time is of the essence when it comes to sharing information with employees. Non-profit organizations, SaaS companies and small businesses benefit from the app’s document management capabilities. 

    Key Features

    Workflow management

    Collaboration tools

    Drag and drop reordering

    Document library

    Customizable templates

    Categorization features

    Pros and Cons

    Based on customer reviews

    Good customer support

    Functional and easy to use

    Slow loading times

    Difficult to organize documents 

    Lack of detailed reporting

    Pricing

    Flex plan is $20/author per month (Additional $40 per knowledge base/month)

    Free trial? 30-day

    Free plan? No

    clickup document management user interface

    ClickUp is a document management system that makes it easy to collaborate on document editing, task management, and more. Managers can share documents, set reminders, and plan and schedule projects, amongst other things. This cloud-based software is completely customizable.

    For Whom?

    ClickUp is useful for teams that want to work more efficiently, whether on site or while working remotely. Companies that work in industries such as healthcare, non-profit, and marketing, amongst others.

    Key Features

    Folders and lists

    Customizable Tasks

    Subtasks and checklists

    Customizable features

    Collaboration tools

    Reporting dashboard

    Pros and Cons

    Based on customer reviews

    Very easy to use

    Quick to customize

    Unattractive user interface

    Poor email notification process

    Poor customer support

    Pricing

    Unlimited plan is $5 per user/month

    Free trial? 30-day

    Free plan? Yes

    confluence document management user interface

    Confluence is a document management software solution that helps businesses collaborate without the need for paper, pens and spreadsheets. This cloud-based technology is useful for companies, regardless if employees are working on-site or remotely.

    For Whom?

    Companies of various sizes (remote teams included) benefit from Confluences document management and collaboration capabilities. An ideal HR software solution, other relevant industries include marketing, HR, finance, as well as technical and project management teams. 

    Key Features

    Advanced search

    Customizable templates

    Real-time editing/commenting

    Reminders/notifications

    Drag and drop

    Status tracking

    Pros and Cons

    Based on customer reviews

    Easy to use

    Great for collaboration

    Limited exporting integrations

    Flaws in co-editing feature

    Difficult to train employees

    Pricing

    Standard plan is $5.50 per user/month

    Free trial? 7-day

    Free plan? Yes

    quip document management user interface

    Quip is a document management software solution where managers can create, upload, and share documents with all employees. All data (whether in documents or spreadsheets) can be stored in the same platform. This app also includes internal chat to improve communication.

    For Whom?

    Quip is a useful document management system for companies that aim to include information transparency across departments. Manufacturing management teams will work more effectively and efficiently because of Quip document-sharing features.

    Key Features

    Document storage

    Export, import and protect data

    Customizable templates

    Virtual private cloud

    Collaborative features

    Calendar management

    Pros and Cons

    Based on customer reviews

    Ideal for collaborating

    Organized and easy to use

    Limited documentation options

    Faulty undo command

    Confusing user interface

    Pricing

    Starter plan is $10/user per month

    Free trial? 14-day

    Free plan? Yes

    box document management user interface

    Box is a document management system that allows managers to maximize productivity and eliminate data risks. Easily manage the lifecycles of content that are integral to business processes. Users can collaborate over shared documents, automate workflows and easily access the content cloud without hassle.

    For Whom?

    Many industries benefit from Box’s document management features, including retail, healthcare, and construction, amongst others. It is a useful cloud-based app for businesses of all sizes, including small businesses and global enterprises. 

    Key Features

    Document collaboration

    Data protection

    Content cloud

    Workflow automation

    App integrations

    E-signature feature

    Pros and Cons

    Based on customer reviews

    Simple to use

    Transfer documents easily

    Unattractive user interface

    Expensive solution

    Some syncing issues

    Pricing

    Business plan is $20 per user/month (minimum of 3 users)

    Free trial? 14-day

    Free plan? No

    pandadoc document management user interface

    ​​PandaDoc is a document management system that allows managers to create documents, manage employees, and to eSign incoming documents such as contracts, quotes and proposals. Companies can use PandaDoc to simplify document-focused processes and improve efficiency, in general. 

    For Whom?

    PandaDoc serves companies of all sizes (SMB to enterprise) from a wide range of industries. An effective construction management software solution – healthcare and manufacturing also use this cloud-based app to streamline document processes.

    Key Features

    Upload documents

    Document analytics

    Drag and drop document editor

    Document storage

    Legally binding eSignatures

    Automated workflows

    Pros and Cons

    Based on customer reviews

    Easy to use and train staff

    Responsive customer support

    Poor upgrades

    Loading time can be long

    Prone to bugs/crashes

    Pricing

    Essentials plan is $19 per user/month

    Free trial? 14-day

    Free plan? Yes

    Docebo document management user interface

    Docebo is a document management system that helps managers customize training programs easily, deliver training and manage content. A cloud-based solution that allows remote teams to easily access document libraries, Docebo integrates well with other apps.

    For Whom?

    Docebo benefits a wide range of industries, and is especially successful as a bartender training app. Healthcare and retail are industries that also benefit from Docebo’s document management capabilities. 

    Key Features

    Automated tasks

    Customization tools

    Tests/assessments

    Learning analytics

    Gamification features

    Virtual classroom

    Pros and Cons

    Based on customer reviews

    Integrates with multiple apps Attractive user interface

    Attractive user interface

    Lack of pricing transparency

    Some users might find it too complex

    Poor customer support

    Pricing

    Contact a Docebo sales representative for pricing

    Free trial? 14-day

    Free plan? No

    Compare the Best Document Management Systems

    Summary

    Monthly Price

    Free Trial

    Free Plan

    Connecteam is an all-in-one document management system that allows you to organize and share documents easily. All documents are easy to access, no matter where you and your employees are working.

    10 employees:

    $39

    20 employees:

    $39

    50 employees:

    $39

    14-day

    Start Trial

    Yes, for the first 50 users

    Hightail allows managers to share large documents, keep teams on track, collect feedback, assign tasks and keep content secure on one device.

     

    10 employees:
    $240

    20 employees:
    $480

    50 employees (business plan):
    $1800

    14-day

    Yes

    KnowledgeOwl helps managers create PDFs, FAQs and build knowledge bases for workers. It’s easy to customize and integrates well with other apps.

     

    10 employees:

    $259

    20 employees:

    $459

    50 employees:

    $1059

    30-day

    No

    ClickUp is a completely customizable cloud-based software that makes collaborating and task management easy. Managers can also schedule projects, share documents and set reminders.

     

    10 employees:
    $50

    20 employees:
    $100

    50 employees:
    $250

    30-day

    Yes

    Confluence is useful for remote working and on-site employees too. This cloud-based app helps employees collaborate without manual methods like pen and paper.

     

    10 employees:

    $55

    20 employees:

    $110

    50 employees:

    $275

    7-day

    Yes

    Quip boasts a wide range of features, including internal chat to boost communication. Managers can create, upload and share documents with the entire workforce.

     

    10 employees:

    $100

    20 employees:

    $200

    50 employees:

    $500

    14-day

    Yes

    Box helps managers eliminate data risks and maximize productivity. Users can collaborate on documents and generally improve business processes through content lifecycles.

     

    10 employees:

    $200

    20 employees:

    $400

    50 employees:

    $1000

    14-day

    Yes

    PandaDoc lets managers create and share documents with employees, as well as eSign quotes, contracts and proposals.

     

    10 employees:

    $190

    20 employees:

    $380

    50 employees:

    $950

    14-day

    Yes

    With Docebo, managers can easily customize training programs. This cloud-based option grants remote workers easy access to document libraries.

    Contact a sales representative for pricing.

    14-day

    No

    Summary

    Connecteam is an all-in-one document management system that allows you to organize and share documents easily. All documents are easy to access, no matter where you and your employees are working.

    Monthly Price

    10 employees:

    $39

    20 employees:

    $39

    50 employees:

    $39

    Free Trial

    14-day

    Start Trial

    Free Plan

    Yes, for the first 50 users

    Summary

    Hightail allows managers to share large documents, keep teams on track, collect feedback, assign tasks and keep content secure on one device.

     

    Monthly Price

    10 employees:
    $240

    20 employees:
    $480

    50 employees (business plan):
    $1800

    Free Trial

    14-day

    Free Plan

    Yes

    Summary

    KnowledgeOwl helps managers create PDFs, FAQs and build knowledge bases for workers. It’s easy to customize and integrates well with other apps.

     

    Monthly Price

    10 employees:

    $259

    20 employees:

    $459

    50 employees:

    $1059

    Free Trial

    30-day

    Free Plan

    No

    Summary

    ClickUp is a completely customizable cloud-based software that makes collaborating and task management easy. Managers can also schedule projects, share documents and set reminders.

     

    Monthly Price

    10 employees:
    $50

    20 employees:
    $100

    50 employees:
    $250

    Free Trial

    30-day

    Free Plan

    Yes

    Summary

    Confluence is useful for remote working and on-site employees too. This cloud-based app helps employees collaborate without manual methods like pen and paper.

     

    Monthly Price

    10 employees:

    $55

    20 employees:

    $110

    50 employees:

    $275

    Free Trial

    7-day

    Free Plan

    Yes

    Summary

    Quip boasts a wide range of features, including internal chat to boost communication. Managers can create, upload and share documents with the entire workforce.

     

    Monthly Price

    10 employees:

    $100

    20 employees:

    $200

    50 employees:

    $500

    Free Trial

    14-day

    Free Plan

    Yes

    Summary

    Box helps managers eliminate data risks and maximize productivity. Users can collaborate on documents and generally improve business processes through content lifecycles.

     

    Monthly Price

    10 employees:

    $200

    20 employees:

    $400

    50 employees:

    $1000

    Free Trial

    14-day

    Free Plan

    Yes

    Summary

    PandaDoc lets managers create and share documents with employees, as well as eSign quotes, contracts and proposals.

     

    Monthly Price

    10 employees:

    $190

    20 employees:

    $380

    50 employees:

    $950

    Free Trial

    14-day

    Free Plan

    Yes

    Summary

    With Docebo, managers can easily customize training programs. This cloud-based option grants remote workers easy access to document libraries.

    Monthly Price

    Contact a sales representative for pricing.

    Free Trial

    14-day

    Free Plan

    No

    Frequently Asked Questions On Document Management Systems

    What are the main functions of a document management system?

    After much research, we have concluded that there are three main functions that every document management system should be able to successfully perform. These are: to upload, manage and share all kinds of documents.

    With apps like Connecteam, it is possible to execute all three of these functions, and more. You can use this all-in-one app to upload files of all sizes. You can create a knowledge base of documents and files and build libraries so that employees have all the knowledge they need in one platform. And you don’t need to worry about storage limits either. 

    Are all document management systems customizable?

    Unfortunately, not every document management software solution on the market can be customized. With that said, there are specific apps that do this extremely well, like Connecteam. This cloud-based solution knows how important it is for companies to be able to personalize their training features.

    Connecteam's forms feature

    It’s important for employees to understand the language and format that features are being presented in. With Connecteam, admins can edit internally, build unique training structures and even change feature names. 

    Do I really need a document management system for my business?

    Whether you’re an established business owner or just started your own business, you might be comfortable with the way they manage their documents. This could include building documents manually with pen and paper. We respect that.

    But it’s worth mentioning that there are easier ways to do this. Managers should consider checking out document management software solutions, as they could save a lot of time, effort, and even money in the process.

    The Bottom Line on Document Management Systems

    So there you have it, a comprehensive list of the very best document management software solutions out there. By now, we assume you are either looking to go digital for the first time or are looking to trade your current document management system for something better. Maybe you just want something cheaper.

    Whatever the case may be, we can safely agree that a document management system of some kind is going to make your businesses much more efficient, organized and knowledgeable in the long run. 

    But which of the aforementioned solutions are going to do it best for you and your employees? With an app like Connecteam, you are going to benefit in many ways. You’re going to be able to share documents easily with employees, and they’ll be able to access them with just a couple of clicks.

    Moreover, your business is going to save time and money. Not to mention the fact that you can protect your company’s data, minimize storage space on your workforce’s devices and customize your document sharing features easily. 

    One last thing – many of these systems have free trial periods that last either 30 days or less. We highly recommend that you try out some of these free trials. Maybe even ask for a demo, and see what tools suit your business needs the most. 

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