- What should you look for in document management software?
- Document management software compared
- The best document management software for business
- 1. Microsoft SharePoint
- 2. Google Drive
- 3. Box
- 4. Dropbox
- 5. M-Files
- 6. DocuWare
- 7. Laserfiche
- 8. Zoho WorkDrive
- How to choose the right document management software
- Frequently asked questions
The best document management software depends on how your business works. SharePoint suits Microsoft 365 businesses, Google Drive suits Google Workspace teams, Box and Dropbox suit file sharing with clients, M-Files suits businesses that want to find files by what they are, DocuWare and Laserfiche suit paper-heavy processes such as invoices and forms, and Zoho WorkDrive suits businesses already using Zoho.
Most small businesses don't have a document problem until the day someone can't find the signed contract, the latest version of a proposal or the invoice a client is asking about. Then it's a very long afternoon. Document management software is the fix: one place for files, clear versions, sensible permissions and search that works.
The tools below are well known and widely used. Some are general file platforms with strong document features, and others are dedicated document management systems built around capture, metadata and approval workflows. I've focused on what each one is known for, so use this as a shortlist and move one real folder into two of them before you decide.
What should you look for in document management software?
- Search. You should be able to find a file by its name, its contents or details such as client, date or document type.
- Version control. Everyone should be working on the latest version, with older versions kept in case you need them.
- Permissions. Decide who can view, edit and share each folder, and remove access quickly when someone leaves.
- Capture and scanning. If you still handle paper, look for scanning and text recognition so scanned files become searchable.
- Workflows. Approval steps for invoices, contracts and HR forms save a lot of chasing.
- Integrations. Your documents should connect to the email, accounting and e-signature tools you already use.
Document management software compared
| Tool | Best for | Stand-out feature |
|---|---|---|
| Microsoft SharePoint | Microsoft 365 businesses | Document libraries and team sites |
| Google Drive | Google Workspace teams | Real-time editing in Docs and Sheets |
| Box | Secure sharing with clients | Strong admin and sharing controls |
| Dropbox | File sharing and creative teams | Reliable file sync |
| M-Files | Finding files by what they are | Metadata-driven organisation |
| DocuWare | Invoices and paper processes | Capture plus approval workflows |
| Laserfiche | Forms and regulated processes | Document management with process automation |
| Zoho WorkDrive | Zoho users | Team folders inside the Zoho suite |
Plans and features change often, so check each vendor's current plans before you commit.
The best document management software for business
1. Microsoft SharePoint
SharePoint is Microsoft's platform for document libraries, intranets and team sites, and it sits behind file storage in Microsoft Teams. It includes version history, check-in and check-out, metadata columns and detailed permissions.
Who it suits: businesses that already run on Microsoft 365 and want documents organised around teams and projects.
What stands out: depth. Libraries, metadata, retention policies and Teams integration cover most document needs in one place.
Watch out for: it rewards planning. Without a clear structure of sites and libraries it can become as messy as a shared drive.
2. Google Drive
Google Drive is the file storage behind Google Workspace. Shared drives let a team own files together, and Docs, Sheets and Slides keep everyone editing the same live version.
Who it suits: teams that already use Google Workspace and want simple, shared document storage.
What stands out: collaboration. Several people can edit one document at the same time with no attachments flying around.
Watch out for: it's a file platform rather than a dedicated document management system, so approval workflows need extra tools.
3. Box
Box is a cloud content management platform used by businesses that care about security and control. It offers detailed sharing settings, version history, admin controls and its own e-signature feature, Box Sign.
Who it suits: professional services firms and businesses that share sensitive files with clients.
What stands out: control. Admins can see and manage how files are shared across the whole business.
Watch out for: smaller teams may find more settings than they need, so start with a simple folder structure.
4. Dropbox
Dropbox made file sync mainstream and is still known for it. It keeps files in step across computers and phones, offers version history and file recovery, and includes Dropbox Sign for e-signatures.
Who it suits: creative teams, agencies and anyone sharing large files with clients and freelancers.
What stands out: reliability. Files sync quickly and sharing a folder with someone outside the business is simple.
Watch out for: like Google Drive, it's a file platform first, so check its search and permissions against your document needs.
5. M-Files
M-Files is a dedicated document management system that organises files by metadata rather than folders. You tag a document as a contract, for a client, with a status, and it appears wherever that information is relevant.
Who it suits: businesses with lots of document types, such as consultancies, engineering firms and professional services.
What stands out: the idea of finding files by what they are, not where someone happened to save them.
Want AI doing the heavy lifting in your marketing?
I build the systems that handle the boring 80 percent, so you get your week back. Done properly, with the human kept in.
Watch out for: it's a change in habit for teams used to folders, so plan some time for setup and training.
6. DocuWare
DocuWare focuses on document capture and workflow. It can take in scanned paper, emailed invoices and digital files, pull out key details and route documents through approval steps.
Who it suits: businesses with paper-heavy processes such as accounts payable, HR files and order processing.
What stands out: workflows. Invoices and forms move from inbox to approval to archive without someone chasing them.
Watch out for: it's a full system, so it suits businesses ready to redesign a process rather than just store files.
7. Laserfiche
Laserfiche combines document management with forms and process automation. It's widely used by local government, education and other organisations that handle a lot of records and approvals.
Who it suits: organisations with regulated records and repeatable processes such as applications and approvals.
What stands out: process automation. Forms, documents and workflows live in one system.
Watch out for: it's designed for larger, process-driven organisations, so a small team may find a simpler tool enough.
8. Zoho WorkDrive
Zoho WorkDrive is Zoho's file and document platform, with team folders, version history, permissions and its own document, spreadsheet and presentation editors.
Who it suits: small businesses that already use Zoho tools such as Zoho CRM or Zoho Books.
What stands out: the suite. Files connect to the rest of your Zoho apps without extra setup.
Watch out for: if you're not using other Zoho apps, compare it with the storage that comes with your email platform.
How to choose the right document management software
Start with what you already have. If your business runs on Microsoft 365 or Google Workspace, SharePoint or Google Drive will cover most small teams, as long as you agree a folder structure and naming rules. That alone fixes a lot of lost-file pain.
Move to a dedicated system such as M-Files, DocuWare or Laserfiche when documents drive a process: invoices that need approval, client files you must keep for set periods or forms that pass through several people. That's where capture and workflows earn their place.
If client paperwork is your biggest headache, read my guide on how to collect client documents without email chains. My post on the benefits of OCR document scanning covers going paperless, and why manual file sharing becomes a risk explains what's at stake as you grow.
Building a tool in this space? Here's how tools get considered for my roundups.
Frequently asked questions
What is the best document management software?
It depends on your setup. SharePoint suits Microsoft 365 businesses, Google Drive suits Google Workspace teams, and dedicated systems such as M-Files, DocuWare and Laserfiche suit businesses with document-heavy processes.
What's the difference between cloud storage and document management?
Cloud storage keeps and shares files. Document management adds structure on top, such as metadata, version control, retention rules and approval workflows.
Do small businesses need document management software?
Many small businesses manage well with Google Drive or SharePoint and a clear folder structure. A dedicated system makes sense once paperwork drives a process, such as invoice approvals.
Can document management software make scanned files searchable?
Yes. Many tools, including DocuWare and Laserfiche, use text recognition so the words inside a scanned document can be searched.
