15 Best Cloud-Based Document Management Systems for 2023

Effective document management is the foundation of how businesses get things done. Through the decades, document management software has been empowering organizations, and in the midst of the proliferation of new technologies, the best cloud-based document management systems remain a key technology for businesses of all types and sizes.

In this article, we have compiled a list of document management systems that can help you in organizing and streamlining your document workflows. The key features of each product are included to assist you in determining which software solution would best enhance your current business processes. Information on pricing and integrations are also provided.

Investments in document management systems among enterprises are still substantial, which means that the growing sophistication of the platform still plays a crucial role in organizations. In fact, the global market for enterprise documents management systems is forecast to reach $16.42 billion in 2029.

Driven by the need for increased efficiency, organizations understand how automated and digitized document workflows pave the way for an improved bottom line. Dynamic document creation that facilitates real-time editing and collaboration not only increases productivity but promotes a better employee experience.

Document management statistics show that future-ready systems in the industry are now mostly web-based with mobile-friendly interfaces. They are built on a scalable architecture, and have open communication standards. The following list of the best cloud-based document management systems aims to help you make a wise investment that will make your team ready for the future.

Best Cloud-Based Document Management Systems for 2023

1. PandaDoc

PandaDoc is a cloud-based document management solution that lets users to edit and sign proposals, quotes, contracts, forms, and other documents. It is an all-in-one app that manages the approval of official, legally-binding documents by providing a library of custom templates. Moreover, it has a built-in editor, which also allows you to create documents from scratch.

By providing a powerful workflow that streamlines document creation, approval, negotiation, and signing, PandaDoc facilitates faster completion of documents. It enables efficient collaboration as reviewers can comment and resolve issues within the document, keeping all teams in sync.

PandaDoc also has electronic signature support that is secure, allowing clients to sign documents with ease. It has an open API and integrates with other business solutions like HubSpot, Salesforce, Pipedrive, and Zoho, among others.

Price Range: Billed annually, the monthly subscription for PandaDoc starts at $19 per user for the Essentials plan and $49 per user for the Business plan. For the Enterprise plan, the vendor provides a custom quote. PandaDoc also offers a free plan with limited features.

What is unique about PandaDoc?

1. Automated approval workflows. Teams can collaborate by making comments and responding right from within the document. PandaDoc streamlines your document workflow by defining roles and enabling collaboration.
2. Tracks document engagement. The analytics feature of PandaDoc provides real-time updates on the status of every document. This data also provides insights into the improvement of workflows.
3. Locks legal content. Documents created in PandaDoc are compliant with related legal requirements. The platform ensures that legal content is locked in every document.

2. Wrike

Wrike is an online project management software that gives you full visibility and control over your tasks. The intuitively designed system lets you set priorities and align your team to work faster and smarter across your organization. Wrike helps modern businesses collaborate more, move faster, and hire more remote workers. It allows real-time planning and adjustments from the office or on the go.

Wrike offers a system that is easy to get around while offering flexibility that enables multifunctional groups to collaborate and get things done effectively from a single location. Part of the thrust to simplify the use of the software is a feature that allows a three-pane project view that provides easy access to important data at a glance.

Tags and folders, meanwhile, allow you to put an item in different folders, organize data by tasks, projects, or other categories, name folders according to data sorting, and group tasks in many folders. More importantly, Wrike’s task tool helps you track individual and overall progress easily. You can identify project bottlenecks and prioritize important tasks with the task timeline.

Price Range: Wrike offers a free plan, making it ideal for freelance marketing teams and small businesses. For more robust features, you can choose among three paid plans starting at $9.80 per user per month. For enterprise pricing, contact the vendor.

What is unique about Wrike?

1. 3-Pane Project View. On the left pane, you see the project hierarchy, allowing you to switch tasks or projects. The middle pane shows you the list of tasks for the project. The right pane shows task details. From this view, you can ask team members for updates, prioritize tasks, talk to them, and track work progress.
2. Tags and Folders. Wrike lets you organize data by tasks, projects, or other categories. Name folders according to data sorting. Place tasks in many folders without duplication.
3. Audit Reports. Enterprise users can start an audit report to protect data and operations from internal and external threats. These reports are most useful for keeping track of and making sense of changes to a group’s lifecycle, making it easy to determine accountability even when tasks are done in different places.

3. Xodo

Xodo is a versatile PDF reader, editor, and annotator designed to streamline document management across various platforms. It caters to a wide spectrum of users, from students and professionals to anyone dealing with PDFs regularly. Offering a comprehensive range of tools, Xodo excels in its intuitive interface, making it accessible to both casual users and those requiring more advanced functionalities.

At its core, Xodo’s standout feature lies in its ability to seamlessly handle PDFs, allowing users to read, annotate, edit, and collaborate on documents effortlessly. It offers a diverse toolkit, including annotation options like highlighting, underlining, and adding comments, making it a handy tool for students marking up study materials or professionals reviewing documents. Furthermore, Xodo supports various file types, enabling users to merge, split, and organize PDFs as needed.

Among its key features, Xodo shines in its its ability to handle various file types and perform tasks like merging, splitting, and organizing PDFs, making it a one-stop solution for managing documents. Its adaptability to different user needs, whether for academic, professional, or personal use, further underscores its uniqueness in the realm of PDF management tools.

With its cloud integration capabilities, users can access documents from cloud storage services like Google Drive, Dropbox, and OneDrive. This functionality ensures easy access to files across devices, fostering a more efficient workflow. Moreover, Xodo’s collaborative features enable multiple users to annotate and comment on documents simultaneously, fostering teamwork and enhancing productivity.

What is unique about Xodo?

• Powerful Annotation Tools. Xodo offers a diverse range of annotation tools, including highlighting, freehand drawing, adding text, shapes, stamps, and even signature support for comprehensive document markup.
• Sync and Collaboration. The platform enables real-time collaboration on documents, allowing multiple users to view and edit the same PDF simultaneously. Its syncing capability across devices ensures updated versions are accessible everywhere.
• PDF Form Filling. It allows users to fill out PDF forms directly within the application, making it convenient for completing forms electronically without the need for printing.

4. Juro Contract Automation

Juro Contract Automation is an all-in-one contract automation software for business and in-house legal teams. It helps users to create, approve, sign, and manage contacts in one unified workspace. This software provides solutions to legal teams, sales, HR, finance, operations, and other workgroups that need an automated contract creation and approval system.

The smart fields of Juro Contract Automation templates have an intuitive UI that helps in streamlining contract creation processes. It allows users to put routine contracts on autopilot through the self-serve automation feature. The multi-player editing feature also allows for efficient collaboration.

You can also embed contracts in your CRM platform, and empower your sales teams to have more time for closing deals. Juro Contract Automation has a REST API and integrates with more than 400 business tools, including Slack, Zapier, Google Drive, and Salesforce.

Price Range: Juro offers three pricing tiers but the price for each is provided upon request from the vendor. The Lite plan is for five users while the Team plan is for 10 users. The Scale plan is for an unlimited number of users.

What is unique about Juro Contract Automation?

1. Template Editor. Juro has a flexible, browser-native editor with dynamic templates that lets users create complex documents without writing a single line of code. It also has drag-and-drop fields and a mobile-responsive layout.
2. Negotiate and collaborate on one platform. Instead of switching between several systems, Juro facilitates the negotiation of contracts on one platform. You can also manage both internal and external versions of a contract, including user access.
3. Native eSignature. With Juro, you can embed signatures directly in contracts with its binding eSignature feature. The Advanced Electronic Signatures of Juro comply with provisions of the eIDAS, E-SIGN, and UETA acts.

5. Oneflow

Oneflow is a digital contract platform that enables teams to process contracts by seamlessly importing or exporting data across different systems. Through its dynamic contract workflow, Oneflow provides an easier and smarter way to manage important documents, from sales proposals to employee contracts and NDAs.

Compared to other electronic signature providers that only add a layer of data fields on top of a PDF document, Oneflow creates digital contracts that are dynamic, searchable, and can integrate with other data systems. Oneflow ensures that all teams are on the same page and iterating the same document version at any given time.

Oneflow also delivers key metrics, including monthly contract values and signing lead times. Oneflow integrates with Microsoft Dynamics 365, Pipedrive, Sympa, and other sales, HR, CRM, and ATS business tools.

Price Range: Monthly subscription for Oneflow starts at $34 per user for the Essentials plan and $46 per user for the Business plan. The Enterprise plan is provided upon request from the vendor. Oneflow offers a free plan, which is limited to PDF contracts and audit trails.

What is unique about Oneflow?

1. Automates the entire contract cycle. The truly digital contracts of Oneflow are responsive and dynamic, paperless, and automated from start to finish. Real-time insights are also provided by the platform.
2. Built for scale. For any type of agreement—sales quotes and proposals, employee contracts, HR policies —Oneflow automates and controls all workflows. You can also manage permissions and automate data retention policies.
3. Smart workflows. The Oneflow platform automatically deletes expired and rejected contracts. This helps in managing compliance issues, which also means that you will never have to worry about neglecting General Data Protection Regulation (GDPR).

6. Pairsoft

Pairsoft, formerly known as Papersave is a platform that offers a state-of-the-art document management system. It is now a part of the Pairsoft suite. It streamlines business processes by efficiently capturing documents, validating data, and extracting information. It features an innovative document capturing system from multiple document sources.

Aside from its document management system, Pairsoft offers seamless ERP integrations, intuitive workflows, and insightful analytics and reporting. Pairsoft document management platform reduces the need for manual entry. By converting documents to electronic formats, and putting all information in a central repository, Pairsoft increases productivity and saves office space.

Aside from providing flexible document capture, Pairsoft offers dynamic search and a fully digital workflow. You can perform audits anytime as all documents are kept on a central platform. Lastly, Pairsoft document management solution integrates with Microsoft Dynamics, Microsoft 365, Blackbaud, Sage Intacct, and NetSuite platforms.

Price Range: Pairsoft provides pricing upon request. For the document management solution, pricing is based on the number of documents or transactions. Unlimited users and storage are allowed across the platform, and ERP integration is free.

What is unique about Pairsoft?

1. Smartlist Integration. This feature of Pairsoft DMS pulls all documents relating to Smartlist results. The results are then accessed in batches, thus eliminating the need to pull supporting documents individually.
2. Automated matching. Whenever you open a sales order or a purchase order, Pairsoft DMS automatically pulls all associated documents. This efficient document management system gives you more time to focus on other aspects of your business.
3. Structured and unstructured search. Easily search for your documents by using keywords or advanced queries. The search functionality of Pairsoft DMS consistently promotes efficiency in every area of document management.

7. Vitrium Security

Vitrium Security is a software solution that provides document security as part of its suite of security solutions. Its platform ensures the safe distribution of secured PDFs, and secured weblinks. Vitrium Security also provides users with the option of publishing documents to a customizable user portal that audiences can access, for which they have permission.

Premium content protection and access are at the core of Vitrium Security, by securing files using 256-bit AES encryption. You can also assign specific levels of access to users through DRM policies. The military-grade encryption that Vitrium provides is embedded in each document. This means that even as each document is passed from one user to another, it remains protected.

This platform accepts a wide variety of file types, whether it is a document, video, or image. Meanwhile, for integrations, Vitrium Security can connect with ecommerce applications, content management systems, CRM platforms., LMS, AMS, and various document management systems.

Price Range: Vitrium Security provides pricing upon request. There are two pricing tiers, the Professional Edition, which covers access permission, document control, and tracking. Meanwhile, the Enterprise edition automates workflow with REST APIs and provides more advanced security protocols.

What is unique about Vitrium Security?

1. Robust authorization features. You can block printing and copying, apply user-specific and time-stamped watermarks, and set device and browser limits. You can also revoke access to specific documents at any time as needed.
2. Real-time analytics. Vitrium Security allows you to track your documents and gather insights on how users are interacting with your documents. Your access to a variety of detailed analytical reports allows you to monitor how documents are being accessed.
3. Protects all types of documents. Vitrium Security secures all types of documents and office files. These include ebooks, training materials, research reports, board materials, financial documents, legal files, manuscripts, and more.

8. ContractZen

ContractZen is a comprehensive governance software with an AI-powered contract management functionality. This modern metadata-driven cloud service provides an enterprise-grade cloud service that uses AI-powered OCR and built-in data rooms. With ContractZen, you can have your contracts signed electronically.

ContractZen allows you to securely store your contacts in the cloud and retrieve them as needed using metadata-driven search. This ready-to-use and fully scalable solution does not require technical implementation and costly IT support. You can easily deploy ContractZen upon subscription.

The intelligent document generation of ContractZen that integrates with DocFusion allows you to create intuitive templates from scratch. Other integrations include DocuSign, AdobeSign, Assently, Visma Sign, and SignHero.

Price Range: ContractZen monthly pricing starts at $9.50 per user for the Standard plan, which includes all the essential tools. For larger organizations, ContractZen provides a custom plan depending on the advanced feature requirements. You can also try the ContractZen platform for free for 30 days.

What is unique about ContractZen?

1. Automated email reminders. ContractZen ensures that your team never misses out on an important date. The automated email reminders send alerts and notifications based on contract details.
2. Secure data rooms. ContractZen allows you to share documents securely and easily with external customers. These can be during financial and tax audits, joint venture situations, and due diligence processes.
3. Smart contract import. You can simultaneously drag and drop multiple files in the ContractZen platform. It also allows you to import hundreds of documents in one click.

9. Filecamp

Filecamp is a cloud-based DAM platform that allows users to access, share, and collaborate on files from any device at any time. It saves time when searching for files, updating file versions, managing security and access, and other tasks, making it a valuable productivity tool. It is an excellent technological investment for any business, particularly creative businesses.

Filecamp makes it simple to create folders, upload and download files in the format of your choice, and assign access permissions to specific files on your system. The platform’s cutting-edge security features allow your team to concentrate on critical projects.

This software also allows DAM platform customization. It includes a plethora of white labeling tools so you can customize color themes, images, and brand logos. Besides, this software makes collaboration a breeze. Send files to coworkers or clients for online proofreading and collaboration. Control file access with just a few mouse clicks.

Price range: Filecamp is available in three SMB and enterprise pricing plans starting at $29 per month. Its basic plan is available for unlimited users and includes 10GB storage, free bandwidth, and custom branding.

What is unique about Filecamp?

1. Find files more quickly. The intuitive interface of Filecamp, as well as its powerful search and collaboration tools, help you save time searching through files to download the correct format. Auto-tagging makes it easier for collaborators to find and share documents, photos, and files.
2. DAM customization. Filecamp can be tailored to any industry. To create a unified look, brand elements can be added to the digital asset file portal. Make a unique URL to transition from your company’s website to the Filecamp platform.
3. Device security. The HTTPS platform of Filecamp allows users to access various files from any location with an internet connection. Filecamp does not require installation and is simple to use, but log-ins and usage are restricted.

10. Encyro

Encyro is a multipurpose tool offering email encryption, esignature collection, and secure sending of electronic documents. It provides 16 security layers without the need to set up client portals and shared folders. At the same time, the secure platform offers branding opportunities that will give your business a big boost.

Without leaving your preferred email application such as Microsoft Outlook and Gmail, Encyro allows you to send and receive secure messages and files. You can also access Encyro from any Internet-enabled mobile device. With Encyro, you need not save any encryption keys, install special software, or configure security settings.

Encyro offers unlimited storage for all your files, with multi-location encrypted backup. It integrates with Rackspace, Zoho Mail, and Google Workspace. Encyro also offers an Outlook add-in.

Price Range: Billed annually, the Pro plan costs $9.99 per month. The Essential plan, which includes five electronic signature requests per month is free of charge.

What is unique about Encyro?

1. Fully-automatic encryption. From your device to Encyro servers, documents are embedded with multiple encryption keys. This means that encryption keys used to send data are different from encryption keys used to store data.
2. Mobile-friendly platform. The UI of Encyro automatically adapts to suit any screen size. You can easily scan documents using your phone, and share securely using Encyro. Its mobile version also uses the same level of security for your peace of mind.
3. Easy to use. Encyro requires zero configuration to set up or send. This means that your recipients can also easily receive files by clicking on a link, and this applies to both Encyro and non-Encyro users. Encyro takes care of total security.

11. eFileCabinet

eFileCabinet is a document management and workflow automation software solution that helps businesses run their teams with more power and efficiency by automating workflows and customizing processes. It has a Rubex smart automation feature that intelligently organizes files based on information contained in each document.

Ongoing workflows can be reviewed in real-time, allowing you to analyze each stage of the work process. You can also create a list of pre-defined documents and create templates for standard folder structure. eFileCabinet also allows you to set governance for entire folders as well as individual documents.

eFileCabinet is easy to use, with folders that are categorized in the traditional folder-based library. It features an open API and easily interconnects with business tools such as DocuSign, Salesforce, MS Office, and Integromat.

Price Range: eFileCabinet provides custom pricing depending on your organization’s document management requirements.

What is unique about eFileCabinet?

1. Dual Screen Previewer. You can compare and view documents side by side. This feature uses advanced tools such as altering user permission, editing profile metadata, and setting automation tools.
2. Robust Search Engine. With eFileCabinet you can easily check multiple drawers and folders and check their contents. You can also run a search and identify which folders do not have the item that is being searched.
3. Instant Sign-In. Providing document access to clients and workers is a breeze with eFileCabinet. You can either create links that you can send through email or any messaging app, or generate a URL.

12. Paylocity

Paylocity is primarily an accounting tool. However, since acquiring Samepage in 2020, it has expanded its suite of modern workforce solutions to become a cloud-based content collaboration software that goes beyond HR and payroll solutions.

Task management, real-time document collaboration, and file sharing are just some of the digital collaboration tools of Paylocity. It combines team chat, video conferencing, task management, screen sharing, and real-time document collaboration.

Using a single cloud-based collaborative workspace, Paylocity offers among its tools an all-in-one collaboration system. With more than 300 integration partners across 20 product categories, Paylocity has an open API and a marketplace of apps, including a notification mechanism for common employee event occurrences.

Price Range: Paylocity offers custom pricing and provides a quote to interested teams upon assessment of requirements.

What is unique about Paylocity?

1. Mobile solutions. The mobile solutions of Paylocity help in the efficient performance of tasks. Since the mobile phone is the main source of information and tool for connection, Paylocity ensures uninterrupted document workflow.
2. Smart automation. Paylocity helps eliminate unplanned costs by automating processes. Compliance risks are also minimized by using the right tools for scheduling, tracking, and managing time.
3. Secure file access. The document management system of Paylocity has role-based permission settings. You can customize the access settings of each file to ensure that only authorized users are able to access specific files.

13. Filemail

Filemail is a file-sharing platform that facilitates the exchange of large files with the use of email or a secure link. For file sizes of up to 5GB, sending is free of charge. The fast and secure file transfer process uses end-to-end data encryption, two-factor authentication, password protection, and virus scanning.

With Filemail, you can easily track your shared files and receive large files directly on your webpage by integrating Filemail into your website. In addition, Filemail is easy to use and completely configurable. For starters, you can choose the name of your custom subdomain and employ unique branding and customization by uploading your logo, background images, color schemes, and other visual elements. The Filemail Upload Form also supports white labeling.

Last but not least, Filemail is built to play well with your existing business systems. This is because it supports all major platforms, including WordPress, Wix, Squarespace, Google Sites, and Shopify.

Price Range: Billed monthly, pricing for Filemail starts at $12 for individual users, $18 for multiple user accounts, and $48 for the enterprise, which includes managed file transfer. Filemail has a free plan with a maximum transfer size of 5GB with files available for seven days.

What is unique about Filemail?

1. UDP Transfer Acceleration. This custom-made file transfer protocol of Filemail offers blazing-fast transfer speeds even in high latency environments. It is used both for uploading and downloading files.
2. Custom Subdomain. Every Filemail customer is given an exclusive domain (URL) where files are received. Within this domain, you can also create your own custom form using the WYSIWYG editor.
3. Two-Factor Authentication. Filemail ensures the secure transfer of files through two-factor authentication. The recipient will receive an SMS via mobile phone containing the password to access the files.

14. Synology Drive

Synology Drive is a solution from the Synology Suite for the management of storing, accessing, and sharing files. It encompasses permission management, multi-platform access, and cross-site synchronization. With Synology Drive, files are always accessible, which makes it an ideal sharing solution for small businesses, mid-sized companies, and even large enterprises.

The multi-platform integration of Synology Drive facilitates access and sharing and easily integrates your NAS into any environment. Share files and folders using links and QR codes. For additional data protection, you can also configure security and access options.

You can also work seamlessly across devices while files are automatically synced. The Synology Drive admin console monitors the sharing status of files, including the number of times viewed and downloaded. Using Cloud Sync, you can share and sync files with Amazon Drive, Alibaba Cloud Object Storage Service, Baidu Cloud, Google Cloud Storage, and Microsoft OneDrive, among others.

Price Range: To get custom pricing for your specific business needs, you may contact the vendor for a quote.

What is unique about Synology Drive?

1. Drive ShareSync. This point-to-point sharing method of Synology Drive ensures that employees will have access to up-to-date files on their local NAS using SMB/AFP. This can be monitored from a centralized dashboard.
2. Hybrid Share. This feature lets you host data on the cloud and sync it to local branch offices. This facilitates efficient data synchronization from the cloud and enables global teams to stay in sync with the latest document versions.
3. Real-time collaboration. Work on documents with your team in real-time on the Synology Drive platform. Synology Drive lets multiple users edit a document at the same time, and allows you to share files within and outside your team.

15. Wondershare PDFelement Pro

Wondershare PDFelement Pro is a powerful PDF editing system that allows you to create, organize, and secure files. It allows you to edit PDFs like editing a Word document, convert files to and from PDF in high quality, and even extract and compress PDF files.

For consulting, construction, IT, finance, healthcare, and any type of team, Wondershare PDFelement Pro allows for easy PDF editing. You can annotate and send and request signatures via the document cloud. Access your cloud documents from any device plus, enjoy storage space for up to 100GB.

The robust editing features of Wondershare PDFelement Pro use OCR technology. Using links and email notifications, you can share files with your clients and teams. PDFelement Pro works with Windows, Mac, mobile, and web.

Price Range: PDFelement Pro pricing for individuals starts at $79.99 per year for Windows users and $99.99 per year for individual users that use both Windows and iOS. For teams, annual pricing starts at $109 per user.

What is unique about Wondershare PDFelement Pro?

1. Multi-platform PDF editor. While known for being cloud-based, this software solution can also be downloaded to your desktop and mobile platforms. It works with both Windows and Mac. Moreover, it has native apps for Android and iPhone devices.
2. Organize PDF page. Organize your PDF file into a professional-looking document. PDFelement Pro lets you rearrange PDF pages, split them into separate sections, and remove unnecessary pages.
3. PDF OCR. Convert scanned files to editable documents with PDFelement Pro. Using OCR technology, you can easily convert scanned images and texts to various formats.

A Future-Ready Cloud-Based Document Management System

Organizations use document management systems to increase productivity and eliminate repetitive work processes. In discussing the best cloud-based document management systems, it is clear that for businesses to thrive in the constantly changing business landscape, having the right tools for workflow customization is crucial.

PandaDoc emerged as the top document management software because of its scalable architecture that makes it future-ready. PandaDoc effectively facilitates the digital creation, approval, signing, and sharing of documents. It offers a 14-day free trial as well as a free plan that includes unlimited esignatures and document uploads, payments, and a mobile app. For more information about this product, feel free to check out our take on the pros and cons of PandaDoc.

Choosing a document management system for your team should be easy so long as you have identified your key processes and your workflow is properly mapped out. Always take into account how it would benefit both your internal and external customers. Document management is at the core of every business, choose a robust system that will scale with your organization as you explore new frontiers.