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.
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 2023
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.
If you don’t have the time to read through our research, jump down to our quick comparison table.
Our Top Picks
-
Best all-in-one document management system.
Learn more -
Best for creative collaboration.
-
Good for creating knowledge bases.
What to Look For in a Document Management System
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.
The 9 Best Document Management Systems of 2023
-
Connecteam — Best all-in-one document management system.
Available on
- Web
- iOS
- Android
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 36,000+ 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
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
Cons
Some longer files aren’t user-friendly on mobile
Pricing
Starts at just $29/month for the first 30 users Free 14-day trial Free plan available
14-day free trial, no credit card required
Start your free trial -
Hightail — Best for creative collaboration.
Available on
- Web
- iOS
- Android
- Windows
- Mac
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.
Learn more about HightailKey Features
- Document sharing
- Creative collaboration
- Project management
- Drag & drop
- Activity Dashboard
- Apps and integration
Pros
- Easy to share documents of all sizes
- Protects all data
Cons
- Poor customer support
- Expensive solution
- Lacks customization
Pricing
Starts at $24/user/month Trial: Yes — 14-day Free Plan: Yes
-
KnowledgeOwl — Good for creating knowledge bases.
Available on
- Web
- Android
- Windows
- Mac
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.
Learn more about KnowledgeOwlKey Features
- Workflow management
- Collaboration tools
- Drag and drop reordering
- Document library
- Customizable templates
- Categorization features
Pros
- Good customer support
- Functional and easy to use
Cons
- Slow loading times
- Difficult to organize documents
- Lack of detailed reporting
Pricing
Starts at $20/author/month Trial: Yes — 30-day Free Plan: No
-
ClickUp — Good for collaborating on document editing.
Available on
- Web
- iOS
- Android
- Windows
- Mac
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.
Learn more about ClickUpKey Features
- Folders and lists
- Customizable Tasks
- Subtasks and checklists
- Customizable features
- Collaboration tools
- Reporting dashboard
Pros
- Very easy to use
- Quick to customize
Cons
- Unattractive user interface
- Poor email notification process
- Poor customer support
Pricing
Starts at $5/user/month Trial: Yes Free Plan: Yes
-
Confluence — Good for creating templates.
Available on
- Web
- iOS
- Android
- Windows
- Mac
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.
Learn more about ConfluenceKey Features
- Advanced search
- Customizable templates
- Real-time editing/commenting
- Reminders/notifications
- Drag and drop
- Status tracking
Pros
- Easy to use
- Great for collaboration
Cons
- Limited exporting integrations
- Flaws in co-editing feature
- Difficult to train employees
Pricing
Starts at $5.50/user/month Trial: Yes — 7-day Free Plan: Yes
-
Quip — Good for embedding spreadsheets into documents.
Available on
- Web
- iOS
- Android
- Windows
- Mac
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.
Learn more about QuipKey Features
- Document storage
- Export, import and protect data
- Customizable templates
- Virtual private cloud
- Collaborative features
- Calendar management
Pros
- Organized and easy to use
- Ideal for collaborating
Cons
- Limited documentation options
- Faulty undo command
- Confusing user interface
Pricing
Starts at $10/user/month Trial: Yes — 14-day Free Plan: Yes
-
Box — Good for collaborating over shared documents.
Available on
- Web
- iOS
- Android
- Windows
- Mac
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.
Learn more about BoxKey Features
- Document collaboration
- Data protection
- Content cloud
- Workflow automation
- App integrations
- E-signature feature
Pros
- Simple to use
- Transfer documents easily
Cons
- Unattractive user interface
- Expensive solution
- Some syncing issues
Pricing
Starts at $20/user/month Trial: Yes — 14-day Free Plan: No
-
PandaDoc — Good for eSigning documents.
Available on
- Web
- iOS
- Android
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.
Learn more about PandaDocKey Features
- Upload documents
- Document analytics
- Drag and drop document editor
- Document storage
- Legally binding eSignatures
- Automated workflows
Pros
- Easy to use and train staff
- Responsive customer support
Cons
- Poor upgrades
- Loading time can be long
- Prone to bugs/crashes
Pricing
Starts at $19/user/month Trial: Yes — 14-day Free Plan: Yes
-
Docebo — Good for managing training content.
Available on
- Web
- iOS
- Android
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.
Learn more about DoceboKey Features
- Automated tasks
- Customization tools
- Tests/assessments
- Learning analytics
- Gamification features
- Virtual classroom
Pros
- Integrates with multiple apps Attractive user interface
- Attractive user interface
Cons
- Lack of pricing transparency
- Some users might find it too complex
- Poor customer support
Pricing
Contact vendor for price Trial: Yes Free Plan: No
Compare the Best Document Management Systems
| Topic |
|
|
|
|
|
|
|
|
|
|---|---|---|---|---|---|---|---|---|---|
| Reviews |
  |
|
|
|
|
|
|
|
|
| Pricing |
Starts at just $29/month for the first 30 users
|
Starts at $24/user/month
|
Starts at $20/author/month
|
Starts at $5/user/month
|
Starts at $5.50/user/month
|
Starts at $10/user/month
|
Starts at $20/user/month
|
Starts at $19/user/month
|
Contact vendor for price
|
| Free Trial |
yes
14-day
|
yes
14-day
|
yes
30-day
|
yes
|
yes
7-day
|
yes
14-day
|
yes
14-day
|
yes
14-day
|
yes
|
| Free Plan |
yes
Up to 30 users
|
yes
|
no
|
yes
|
yes
|
yes
|
no
|
yes
|
no
|
FAQs
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.
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.