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The move towards remote working has turned document collaboration on its head.

You’re no longer all in the office sitting next to each other — your teams are in different locations and time zones. Remote teams have mentioned that communication tools (74%), remote work tools (74%), and collaboration tools (67%) become the most important prerequisites for them to be efficient.

That’s why choosing the right document collaboration software can be the difference between hitting your targets on time or not.

Some businesses might want to just make basic edits in a live document. When it comes to something like legal document collaboration, though, you’ll need advanced features including user rights, e-signature, and pre-lawyered templates.

With various options out there, picking a document collaboration tool can be challenging.

In this article, you’ll find everything you need to know to choose the right document collaboration software for your team along with the top 10 best tools for document collaboration on the market.

But first things first…

What Is Document Collaboration Software?

In a nutshell, document collaboration software is a central tool or platform where your teams can collaborate in real-time on a single document or file to achieve a single final version.

Say goodbye to never-ending email chains — collaboration software lets colleagues edit, suggest, and comment simultaneously for maximum efficiency.

As we’ll come to see in our list, tools vary in their functionality. Some offer basic text editing between colleagues, while others include advanced collaboration features.

Legal documents, for example, require specialized legal tools due to the specific workflows involved:

edits to documents need to be made systematically

approvals are collected in a particular order

and eSignatures should be legally binding

In such cases, legal document software like Avokaado’s CLM tool lets you edit templates with other collaborators, negotiate, and add legal eSignatures to a document — all from one shared environment.

Try modern Avokaado for 7 days for free.Draft, sign and download documents. No credit card required.

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7 Essential Features For Document Collaboration Software

Here are 7 essential features to look out for when you’re looking for the best way to collaborate on documents online.

Notifications

With document activity notifications, your teams get a comprehensive oversight of what is happening and when. There’s no need to wait for an email confirmation after each completed step. You can get an immediate notification that an item is finished so you can move on to the next task.

Autosave

The whole point of investing in real-time document collaboration is to increase internal efficiencies and save time. With multiple colleagues working on a document, you need autosave functionality that cuts out the need to save manually — because, who has time for that?

Activity log/history

With today’s documents and contracts passing through so many stakeholders, you often need to know who made changes and when. An activity log gives you exactly that and provides document transparency across your organization.

Mobile friendly

Particularly with the advance of remote work, your employees are working from phones more than ever. So when you’re choosing secure document collaboration software, be sure to opt for a vendor that offers proven mobile functionality. Without this, you’ll simply alienate those colleagues that are often on the move.

Intuitive UX

Similar to mobile functionality, the platform has to be easy-to-use and intuitive. To get all your employees onboard with the new system, it should be a pleasure to use — not a chore. Look for platforms with a clean, minimal design that’s intuitive for first-time users.

Storage space

This is relatively obvious, but keep in mind that you’ll want a platform that can scale with your business and keep up with the increased numbers of documents.

User rights

With so many documents flying around, security should be top of mind for all growing organizations. With user rights, you can guarantee data integrity and be sure that only those who should see a document can.

Top 10 Document Collaboration Tools

Avokaado

Best for legal document collaboration and workflow management

Overview

Avokaado’s document collaboration software lets businesses easily collaborate on legal documents in one single place, improving productivity and workflow efficiency in the process.

Pros

Workflow collaboration, dynamic contract approval process, and audit trails — say goodbye to long email chains;

Share legal documents with clients for unlimited external collaboration and negotiations via public link, or enable self-serve with automated contract templates;

Assign editing permissions and user groups for your team and external collaborators.

Cons

You need to use in-doc discussion to request changes, but tracked changes will be introduced shortly;

You’ll need to upgrade from the Freemium version to access certain features. See the full list here.

Pricing

Freemium

Starter

Standard

Premium

Custom

€0

€29 user/month

€49 user/month

€60 user/month

Contact

Access to 100+ free pre-lawyered templates (+ in-app purchases)

For solo users to draft, sign and manage documents

Team collaboration for dynamic workflows

Automation and personalization for teams with a legal department

Fully customizable for large teams and API users

Google Docs

Best for collaborating on standard text in real time

Overview

With Google Docs, you can access, create, and edit your documents wherever you are — from any mobile device, tablet, or computer — even when offline.

Pros

Edit together in real-time with comments, suggestions, and action items to keep things moving;

Connect to other Google apps (Gmail, Google Sheets, Google Meet) to save you time;

Easily edit Microsoft Word files online without converting them and import PDFs, making them instantly editable.

Cons

Users report formatting issues when importing Microsoft Word documents and when using visual elements within the text;

Setting up automated workflows requires Google Apps Scripts which need additional code and custom development.

Pricing

Personal

Business

Standard

Enterprise

$0

$12 user/month

Contact

For personal users to create content in Google Docs, Sheets, Slides, and Forms with 15 GB secure cloud storage

Shared drives and up to 2 TB storage per user for small to mid-sized teams

Custom functionality for multiple large teams across an organization

Microsoft Word

Best for visually appealing documents

Overview

Microsoft Word’s document sharing and collaboration software lets you create, edit and share documents no matter where you are.

Pros

Translate documents in your non-native language with just a click;

Editor version history lets you revert to view earlier drafts to edit docs;

Insert 3D models directly in your reports, presentations, or any document.

Cons

Users note that the more complex features of Word are obscure and hidden behind menus, so training is needed to use them fully;

When multiple parties are editing at the same time, you’ll need the additional Microsoft Teams product to allow for real-time document collaboration.

Pricing

Microsoft 365 Business Basic

Microsoft 365 Business Standard

Microsoft 365 Business Premium

Microsoft 365 Apps for business

$5.00 user/month

$12.50 user/month

$20.00 user/month

$8.25 user/month

Chat, call, and meet up to 300 attendees with 1 TB of cloud storage

Desktop versions of Office apps with premium features

Advanced security, access and data control and cyberthreat protection

Desktop versions of Office apps, 1 TB of cloud storage and standard security

Zoho WorkDrive

Best for teams of any size to work together securely

Overview

Zoho WorkDrive is an online file storage and document collaboration tool that lets you store, organize, and manage all your files in a single place and access them from any device.

Pros

Create Team Folders, add members, and assign role-based access to them;

External share links for those people outside your organization;

Enable notifications to see when changes are made to a specific file or a folder.

Cons

Zoho doesn’t offer zero-knowledge encryption, which could put your files at risk;

Users note that the desktop app often downloads all files locally instead of directly to the cloud, which can take time and space.

Pricing

Starter

Team

Business

€2.50 user/month

€4.50 user/month

€9.00 user/month

Small teams can collaborate with Team folders, sub-folder level sharing and external file sharing

File locking, file activity and access stats, and team folder activity timeline for greater transparency

Audit trail functionality, full content visibility and advanced admin controls for larger businesses

Dropbox

Best for a simple, intuitive interface to create and share documents

Overview

Dropbox Paper offers a collaborative workspace that helps teams create and share early ideas, from video and images to code and sound—all in a single place.

Pros

You can access PDFs, Google Docs, and JPEGs plus connected tools like Slack and Zoom without leaving Dropbox;

Send automatic reminders to contributors so that everyone is on the same page and can track tasks;

Leave comments on specific document sections and tag team members who will be notified that you’ve left feedback.

Cons

Users have commented that Dropbox Paper isn’t as user-friendly as other products on the market;

You cannot create and save different versions of your content, so you’re unable to refer back to previous versions.

Pricing

Professional

Standard

Advanced

€19.99/month

€12/user/month

€18/user/month

For individuals including file locking, branded content sharing and file requests

For smaller teams, featuring full-text search, company-managed groups and multi-team admin login

For larger teams that require tiered admin roles, audit logs with file event tracking and SSO integrations

SharePoint

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Best for sharing documents internally and externally, across devices

Overview

With Microsoft Sharepoint, you can share and manage content, knowledge, and applications to empower teamwork, quickly find information, and seamlessly collaborate across your organization.

Pros

Document edits are saved directly to OneDrive or SharePoint and updated across all synced devices;

Configure how you share files with third parties (sharing only to authenticated users, setting expiration periods for anonymous access, or using groups to manage who can share documents externally);

With the Microsoft Flow integration, you can create and implement workflows between different platforms.

Cons

The number of tools, features, and integrations can be daunting for teams new to document collaboration tools;

The platform can require implementation by Microsoft, which represents additional cost before you get started;

No free trial option when just purchasing SharePoint.

Pricing

SharePoint Online (plan 1)

SharePoint Online (plan 2)

Office 365 E3

$5.00 user/month

$10.00 user/month

$20.00 user/month

Includes the collaboration features that small and mid-sized businesses need to succeed

Full-featured SharePoint Online with capabilities for the enterprise and unlimited personal cloud storage

For businesses that need the power of Office with advanced services for messaging, document sharing, compliance and IT management features

Confluence

Best for providing a single source of truth for all parts of your organization

Overview

Confluence is a remote-friendly team workspace that makes it easy for you to jot down ideas as they come to you, create and edit pages, and collaborate with your team from virtually anywhere.

Pros

The open, connected structure allows information to flow freely across the whole organization;

Its social features allow employees at every level to contribute, share, and receive feedback;

@ mention members and assign tasks to move projects forward.

Cons

A common issue faced by users is the quality of the search functionality, which often returns no, or inadequate results;

Formatting text can be challenging for new users and isn’t as intuitive as other document sharing and collaboration software options;

Not able to export to parties outside of the organization without setting up a Confluence account.

Pricing

Free

Standard

Premium

Enterprise

$0

$5.50 user/month

$10.50 user/month

Contact

For small teams to document project information and decisions

For growing teams to collaborate and share knowledge

For organizations to scale with advanced content controls

For enterprises with global scale, security, and governance needs

Bit.ai

Best for businesses that frequently collaborate with editors outside of their organization.

Overview

Bit.ai is built for teams and individuals to create, collaborate, and organize all your knowledge in one place from anywhere in the world.

Pros

Colleagues can edit workspaces with documents, notes, links, and other resources without the need for complex permission controls;

A minimalist smart editor that lets you collaborate with your clients in real time;

Keep your work organized by creating workspaces around projects, teams, clients, etc.

Cons

Users have said that ​​they’ve been unable to change the font style to match internal branding;

No native e-signature functionality;

Lacking OCR search.

Pricing

Free Plan

Pro Plan

Business Plan

Enterprise

$0 user/month

$8.00 user/month

$15.00 user/month

Contact

Real-time collaboration for individuals or very small teams and up to 50 docs

Unlimited documents, members and version history for larger teams

Document tracking functionality for businesses that need greater collaboration automation.

Personalized plans for

large team deployments

Notion

Best for small business basic task management

Overview

Notion is an all-in-one workspace that lets you write, plan, collaborate, and get organized — it allows you to take notes, add tasks, and manage projects.

Pros

Follow specific pages to receive instant notifications of changes to the page;

Automate user provisioning and management;

The flexible, infinitely configurable sidebar helps structure the information teams need, in context.

Cons

Lacking key features such as OCR search and email forwarding;

Doesn’t support annotation for uploaded PDFs and images;

Formatting gets lost when importing/exporting.

Pricing

Personal

Personal Pro

Team

Enterprise

Free for individuals

$4.00 per month

$8.00 user/month

Contact

For solo users to organise their personal documents and share with up to 5 guests

For solo users who need that little something more with unlimited guests and 30-day version history

For teams to collaborate in one place and with permission controls

Designed to support and control entire organizations with a collaborative workspace

Clickup

Best for teams that want to visualize day-to-day work capacity and commitments

Overview

ClickUp is a cloud-based work platform that combines important business applications and centralizes company information into a single online solution.

Pros

Highly customizable views help project management efficiency and collaboration;

Work with your team in real-time with chat and notifications;

The LineUp TM functionality offers a prioritized order of tasks for each person so that you see colleagues’ main focus areas and priorities.

Cons

Currently lacking customized reports;

A number of users have reported that the sheer number of features can be a barrier for new users who just want to start collaborating;

Users have also noted that integrations with other systems can be complicated and slow.

Pricing

Free forever

Unlimited

Business

Business Plus

Enterprise

$0

$5.00 user/month

$9.00 user/month

$19.00 user/month

Contact

For personal users who want to create, edit and track documents

For smaller teams that want to visualise workflows and document progress

For mid-sized teams, featuring advanced time tracking, workload management and dashboard features

Best for multiple teams that require custom permissions, custom role creation and  team sharing

Designed for multiple large teams and includes access to managed services and a dedicated success manager

What is the main advantage of document collaboration?

Although different document collaboration tools vary by feature, it’s clear that real-time collaboration is essential for all businesses.

Ultimately, the stand-out advantages of document collaboration software are that they save your business time and improve internal communication.

These advantages then have knock-on effects across your business:

By automating tasks and simplifying processes, you can re-allocate resources across your business to increase productivity;

As discussed previously, with remote work increasing, online document collaboration lets your teams work as if they were sitting next to each other;

Increased productivity and flexibility lead to improved team morale as colleagues can see the newfound efficiency gains.

Wrapping up the top 10 document collaboration tools

In today’s business world — where remote work is the new norm and collaboration drives success — choosing software that can scale with your business is crucial.

Investing in document collaboration software isn’t just about colleagues making simple edits to a text document. As we’ve seen today, it goes well beyond that. From automating processes to eliminating manual tasks, the right software can transform how your teams work.

Don’t get left behind — reward your business with a modern-day collaboration solution that provides the infrastructure to succeed.

Accelerating FinTech transactions with Contract Automation

When you’re scaling your business, automating operations is the key.

If you want to hire more people, get budgets approved quickly, and negotiate terms and conditions to close deals faster, you have more paperwork to handle. Contracts are needed to legally bind each transaction and agreement — they’re practically required at every stage of your business process

Contracts shouldn’t stop your business from scaling.

That’s why most companies build systems for processing documents and contracts to minimize time spent on manual tasks — 48% of companies to be exact.

So where can you start on optimizing your paperwork?

A good solution is to use document approval software that can speed up the reviewing and approval of documents.

In this article, we’ll guide you through the list of the best document approval software options and help you choose what tool to use and how to start.

What is document approval software?

Document approval software lets you get reviews and approvals automatically. It streamlines the forwarding of a document to who will review and approve or reject it while tracking the entire process. It shows a clear trail of all document workflow actions taken. This activity log includes the date, time, original author, and last editor.

However, some documents are complex and intensive. They’re not like proposals and invoices that have a standard format.

Legal documents like contracts need a more sophisticated system to manage the contract approval process. Their terms are varied, need to be up-to-date, and contain duties once signed. If this is the case, you’ll need contract approval software instead.

Isn’t it the same with document approval software?

Though they are capable of completing few, similar tasks such as document storage and process approvals, contract approval software is especially dedicated to legal documents. Unlike document approval software, they can also take care of the contract lifecycle including post-signing monitoring.

So what tools are available?

11 document approval software options

Whether you’re handling general or legal documents, here are the best solutions to automate your approval process:

Avokaado ― best for legal document approvals

Avokaado is a contract approval workflow software that specializes in legal documents like contracts. It allows businesses to manage the entire contract lifecycle and related workflows in one place ― from storing documents, creating, collaborating, approving, executing to monitoring post-signing milestones.

Key features:

Pre-lawyered templates in a central library

Assigns different user groups and grants permission levels to internal team and external collaborators

Metadata-based reminders for tracking key approval milestones

Nintex Process Platform ― best for non-coders

Nintex Process Platform is an easy-to-use document approval workflow software with a drag-and-drop interface for constructing complicated workflows. Automating a multi-stage approval process is simplified, so manual labor is less needed.

Key features:

Drag-and-drop design tools to visualize complex processes

Bots to automate routine work for reviewing and approving quickly and efficiently

Pre-built dashboard to monitor workflow performance

DocuWare ― best for the mobile workforce

DocuWare is an on-premise platform that offers mobile document management and workflow automation for workers who are always on the go. Sales agents in the field, travelling managers, and even employees working from home can easily access archived contracts, emails, quotes, proposals, and presentations on the road.

Key features:

Centralized, instant access to documents and workflow even without VPNs

Stamps and data fields to initiate the next steps for approving and adding context to a document via mobile

Invoice processing, proposal editing, and secure document archiving

HighQ ― best for corporations

HighQ is a contract review and approval policy software that increases transparency and efficiency in big companies. It can manage contract lifecycles, documents, services requests, and legal matters in bulk. Its enterprise-grade features combine document workflows, social collaboration, and secure file storage.

Key features:

Real-time collaborative work with customizable project dashboards for quick status tracking and data visualization for all departments

Document templating to create repeatable, portable solutions

Agile task management, timelines, and calendaring, including legal management capabilitie

Document Locator ― best for Microsoft users

Document Locator is built into Microsoft Windows Explorer and Microsoft Office. This makes document management like electronic filing, routing, reviews, and approvals seamless. It also has built-in document workflow software that can automate the team’s review and approval processes.

Key features:

Deep integration with the Microsoft architecture

Workflow security based on roles restricts access to documents

Electronic notifications alert those involved during the review and approval steps

Filestage ― best for external collaboration

Filestage is a document review and approval software for managing projects with external collaborators. Email requests can get lost in the shuffle, but being able to comment on a document gives you clearer, better, and faster communication with co-editors. Also, the timestamp approvals keep things organized and traceable.

Key features:

Documents are organized into projects and folders for easy sharing and for checking approvals with team and external collaborators

Integrations to your favorite tools that save you time on approvals

Automated reminders on due dates in the reviewing process

Integrify ― best for novice to experienced programmers

Integrify is a flexible document approval system. It requires basic technical knowledge to fully implement its features, but is intuitive enough for new users to create simple business workflows. It’s easy to set up a custom workflow for handling document approvals, streamline routing and tracking progress.

Key features:

AWS Lambda Integration to execute code in response to actions like publishing documents

Drag-and-drop tools to build automated workflows

A dedicated approval management system takes care of managing approval workflow on the backend

PandaDoc ― best for sales proposals

PandaDoc is a document approval software for creating professional proposals that the sales team needs for closing deals. Its approval workflows and proposal templates speed up the sales process, so you multiply productivity where profit comes in.

Key features:

Templates that replicate your master document copy workflow including the approval process

Custom themes to keep your documents on-brand

Real-time analytics of when and how long your document was viewed or completed

Smartsheet ― best for internal teams

Smartsheet is an enterprise-centric platform that assists teams in managing projects and automating workflows that lead to the approval of documents. You can use it to leave comments on your current tasks to communicate with your coworkers faster. No more phone calls, texts or emails to notify them about changes to a project.

Key features:

Expedite approval from the right team members and stakeholders using comments or @mentions

Customizable Gantt capabilities to help you visualize your projects

Easily attach files from Google Drive, OneDrive, Dropbox, and other platforms

Kissflow ― best for GSuite users

Kissflow is a document approval workflow tool that lets you work directly with the Google Apps Suite. It makes viewing the workflows that need approval easy, if most of your team members use GSuite. With this digital workplace, you can share and collaborate along with a code-less environment that is easy to install.

Key features:

Workflows are accessible inside Google Apps

Smart alerts to get instant, automatic, and relevant notifications

Code-free workflow forms for convenient workflow routing

Wrike ― best for distributed teams

Wrike is a work management platform that promotes collaboration among remote teams dispersed across different locations. Its capabilities are extremely useful for keeping things organized and on track. With this platform, team members are aligned under project tasks and sub-tasks, so details and timeframes such as approvals are kept under control.

Key features:

Automated approval systems to streamline the feedback process even when working remotely

Shared team calendars to easily visualize your team member’s availability

Custom request forms for gathering details, creating tasks, and assigning them appropriately

Benefits of document approval software

You’re probably tired of wasting hours of your day on document approvals. Document approval software can eliminate that for you and bring you more convenience:

Organize your document approval process

Prior to a document being considered ready for sending, it must pass through approval by multiple individuals. Document approval software helps you automate the routing of these steps. You don’t have to bother reminding anyone involved.

Get approvals right away

It’s not productive (or pleasant) to chase down key stakeholders for their review and approval or rejection of a document. Document approval software sends smart alerts to remind them to complete their duties in a timely manner, so they can turn in results as soon as possible.

Bring more transparency

If transparency to your document statuses is your priority, document approval software can give you the visibility you want. Not only can founders, department heads, and managers see whether the team is on track, but it also shows them how the discussion led to the decision.

Ensure that documents comply with all standards

The thing with documents is they have to appear consistent so they make a strong brand impact on your clients. Document approval software can ensure you’re staying with your brand’s identity. They can also check whether each deliverable passes your compliance requirements.

Automate manual, repetitive processes

Most document approval software allows you to automate tasks involved in getting approvals, such as sharing files, versioning, or sending reviewers reminders. This can remove erroneous manual intervention from employees, speed up your approval workflows, and make everyone happier at work.

So yes, when it comes to general documents like invoices and proposals, document approval software is important. Yet when it comes to legal documents, opt for contract approval software instead.

Avokaado is the best contract lifecycle management software to automate the approval of your legal documents, so they don’t cause delays in your business operations.

How do you approve documents in Avokaado?

To further illustrate this, let’s consider a contract after the drafting stage. Given that setting, here’s how you can approve your contracts:

Build your approval & signing workflow

The first step you do to start the approval process is to assign approvers and signers. The distinction between the roles are the following:

the approver needs to approve or reject a document before signing can begin

the signer of a document must sign the document to confirm its legality

The contract approval software sends them invitations to clarify their role-specific details. You also set the queue of approvers and signers so the workflows are in order.

Check the status of your documents

Did your approvers and signers agree or disagree with the changes made? Check the document view to keep tabs on every contract that you have created or received.

If you have questions about the changes, you can leave them in Avokaado’s discussion section. It allows you and your collaborators to make comments so you can decide on the next steps.

Track approvals with the activity log

See what’s going on with your document in the activity log ― view approvals and the status of your document. Is it updated? You’ll know who initiated and approved the edit from here.

For collaborators who haven’t opened the document, send them a reminder by pressing “Notify Undone.”

Accept eSignatures

Collecting signatures is the last step in your contract approval process. This involves electronic signatures that make the whole process automated. Signers can provide them even when they’re not physically present.

Avokaado integrates with eIDAS compliant signature service providers, Dokobit and SignNow. Please choose SignNow if you’re not sure whether your collaborator will be able to sign with an eIDAS-compliant signature.

Working with document approval software

Imagine if you could make your document approval process faster, more efficient and less prone to errors. A document approval software makes this come true. No emailing documents back and forth nor calling busy colleagues just to get feedback.

Instead, they make the process transparent for everyone involved ― including stakeholders who can monitor the progress at any time. You’ll streamline your workflow, remove bottlenecks, minimize errors, and ensure compliance with organizational or industry standards.

The shift of businesses to digital has the technology industry growing faster more than ever. Most organizations have already started migrating online: 48% of businesses choose to store their confidential and important data in the cloud.

This growth has demanded businesses to move more documents into digital formats, including contracts. While cloud-based documentation enables flexibility and security, businesses have underestimated that digital documents are hard to maintain.

This is why cloud-based document management systems (DMS) exist.

They ensure documents including legal ones have the consistency, structure, and transparency that growing businesses require to operate smoothly.

Let’s show you what cloud-based document management systems are and why they’re valuable. Later, we’ll help you choose the best cloud-based DMS based on the key features and pricing comparison.

Let’s get started.

Why do you need a cloud-based document management system?

You need a cloud-based document management system because it costs too much not to have one.

Here are some statistics that prove the inefficiency of on-premise paper documentation:

Companies spend an average of $25,000 to fill their file cabinets, plus $2,100 a year to maintain them.

59% of more than 1000 managers surveyed say they miss important info daily because they can’t find it because it’s on paper.

A staggering 80% of the information in paper documents is never used again.

Using paper can cost anywhere from 13 to 31 times more than the paper itself ― $1,300 to $3,100 for a $100-paper.

70% of today’s businesses would go down in 3 weeks if they lost their paper records in a fire or flood.

More numbers that show why sloppy documentation (even when it’s online) can still be a cause of losses:

Each lost document takes about 25 hours to recreate.

Redoing documents has cost US companies $1.5 trillion.

A copy-paste error cost a company 10% ($24 million) of its annual profits.

Workers waste 20-30% (12 hours a week) of their time managing documents.

According to the Data Warehouse Institute, businesses lose $600 billion every year because of inaccurate or missing data.

The numbers speak for themselves and they’re alarming. It’s time to make a change and shift to document management in the cloud.

What are the advantages of using cloud-based document management systems?

Here are some benefits that online document management system offers:

1. Cloud DMSs let you access documents from anywhere

Documents stored in the cloud can be accessed remotely for as long as there is an internet connection. This includes easy retrieval of documents since they are sorted by defined criteria, making searching for and retrieving them easy.

2. Cloud DMSs regulate your industry compliance

Most cloud-based document management solutions have greater server capabilities than their on-premises equivalents. State policies like tax laws and IT regulations mandate that you organize documents in a reliable host.

3. Cloud DMSs provide a higher level of security

Many cloud providers take security such as encryption seriously. Among them are digital archiving, automatic backups, role-based user permissions, and multifactor authentication.

4. Cloud DMSs are cost-effective

Monthly (or annual) fees for cloud-based DMSes usually cost less compared to maintenance expenses and upgrades like servers, new computers, disk space, paper, ink, that traditional DMSes require. This solution reduces overall expenses for document processing.

5. Cloud DMSs bring more environmental benefits

If you use less paper, you consume less energy. You help preserve the environment this way.

6. Cloud DMSs are flexible and easy to scale

As your documents increase in volume, the need to upgrade your infrastructure and storage also increases. With cloud-based solutions, you can upgrade the need for physical storage expansion.

7. Cloud DMSs let you work with others in real-time

Collaboration and document sharing is much easier and more accurate with cloud-based DMSes. You can control who to give access to, so negotiating with other team members becomes easy.

8. Cloud DMSs improve your company’s productivity

Automated workflows related to document management free up the time that is otherwise tasked to an employer. It means having more time to focus on decision-heavy tasks that directly impact your company’s growth.

9. Cloud DMSs integrate with other useful applications

A cloud-based solution is typically much more integrated and connected. Integrating your DMS with the daily apps you use makes you work faster and more efficient.

10. Cloud DMSs have better disaster recovery

On-premise systems use manual backups. This is very inefficient when unforeseen circumstances like lockdowns, fires, or system failures happen. A cloud-based disaster recovery solution provides continued operations despite disruptions.

Now that we have established the advantages of using the cloud for document management, are you ready to start using it?

We’re here to help you so we compiled some of the best tools to collaborate on documents online.

Looking for a cloud-based solution for your legal documents? Take a look at the 12 benefits of contract management software you need to know!

12 best cloud-based document management systems for growing businesses

We have listed a few of our favorite picks for you below:

Avokaado

Avokaado is a cloud-based contract management software that streamlines simple to complex legal documents like contracts and their related workflows. Using Avokaado, businesses can create contracts, collaborate, store and manage all their legal documents on one central platform, enhancing efficiency and productivity.

Key Features

A central cloud-based contract repository to help team members draft standard and internal documents while always keeping them up-to-date

Advanced collaboration tools including document sharing, in-document discussion, or external collaboration and negotiations via a public link

Seamless integration with international electronic signatures such as Dokobit and SignNow

Pricing:

Avokaado offers a variety of pricing options to suit businesses of all sizes. You can choose from monthly or annual plans based on your number of users:

Free 7-day trial for 1 user who gets access to 100+ free pre-lawyer templates

Paid Plans:

Starter: €29/month/user; Works for solo users who draft, sign, and manage documents.

Standard: €49/month/user; Team collaboration for dynamic workflows

Premium: €60/month/user; Automation and personalization for teams with a legal department

Customized plans for large teams or API users. Please contact Avokaado for a custom quote that features reduced rates as you scale.

OnlyOffice

OnlyOffice centralizes document management using a single system. You’ll have version control of any document you create, edit, or collaborate on in the cloud. The easy exporting of files to multiple formats is an advantage to running your entire business.

Key Features:

Compatible with Microsoft document formats so you can work with one of the most widely used formats in your cloud office

Two co-editing modes to share and collaborate seamlessly

Version history to keep track of changes

Pricing:

OnlyOffice offers 3 plans for their cloud service. They can be in monthly, yearly, or 3-year instalments

STARTUP plan is a freemium offer but is limited to 5 users

Paid plans on a yearly basis:

BUSINESS — $5 user/month, starts from 3 users

VIP — $8 user/month, starts from 100 users

DocuWare

DocuWare is a cloud-based solution that indexes and stores documents with advanced functionality. This online document management system helps replace manual, paper-based, and error-prone workflows, so you won’t need to send a document back and forth physically.

Key features:

AI-based technology transforms content into indexed, searchable terms

Automatic document importing from Microsoft Office or any other program to remove manual data entry

Access control to documents and metadata stored, retrieved, edited, exported, or modified

Pricing:

Docuware offers a free demo to discuss your unique business needs. If you’re interested, they can set up a free 30-day cloud trial for you.

LogicalDoc

LogicalDoc is a cloud document management system that provides a secure way to collaborate, create, and share knowledge with people in different locations. Clients and suppliers can access your documents securely from anywhere, without VPNs or complicated infrastructures.

Key features:

A complete view of a user’s document without area restriction

Constantly upgraded security and backup systems

Document search, retrieval, and sharing with familiar controls and navigation for traditional browsers without VPNs

Pricing:

You can book a demo for a pricing quote.

Dokmee

Dokmee is an online document management system that works on the go from anywhere, as long as you have a Wi-Fi connection. It’s easy-to-use and is designed for document capture and storage, search and retrieval, and file sharing.

Key features:

User-friendly workflow builder for visibility of business processes

Check-In/Check-Out to enable optimal document searching and retrieval

Easy viewing of documents in multiple file types like PDF, TIFF, JPG, PNG, BMP, GIF, DWG, DXF, MSG, and EML

Pricing:

Dokmee Capture doesn’t publish pricing for its product. Please contact them for their current pricing.

PandaDoc

PandaDoc is a user-friendly cloud-based document management system that’s perfect for sending documents that you need to get signed. They make the process convenient for complex documents like contracts. It’s more efficient than the old way of manually generating documents and having them signed.

Key features:

Collaboration with internal and external reviewers for faster negotiations

Built-in electronic signature capability to improve the speed of your document flow

Customize templates with the built-in editor

Pricing:

PandaDoc offers 4 pricing plans based on your needs. Monthly or annual payments are available:

Free plan to upload, send for eSignature, and collect payment on any number of documents

Paid plans:

Essentials: $19/month/user; make documents with templates or the editor built-in

Business: $49/month/user; connect your CRM and automate your document workflows

Enterprise: This option is for teams that also need Salesforce and API integrations. Please contact PandaDoc for more details.

Templafy

Templafy allows you to create and manage all business documents with consistency. The software is a central place to update brand materials. It integrates essential business tools like Microsoft Office and Google workspace so that there is brand governance.

Key features:

Integrate with your workplace applications to streamline your content management process

On-brand materials to make staying on your identity easier

Library containing all company document assets and templates in one place

Pricing:

The best possible experience with Templafy requires them to understand your particular needs. You’ll need to get in touch with them to request a quote.

ContractWorks

ContractWorks is a cloud-based contract management software for executing, storing, and tracking corporate agreements easier. Its document management functionality makes it easier for organizations to search and find documents. You also gain control over the signature and storage process of documents.

Key features:

Monitoring revenue, expenses, and obligations of all your contracts in one centralized location with customized reporting and alerts is possible

Built-in electronic signature makes contract execution convenient

Centralized contract repository so you know where all of your agreements are

Pricing:

ContractWorks offers three different pricing levels for businesses of every size. All plans include unlimited users:

ContractWorks offers a free trial

Paid plans:

Standard: $600/month, billed annually; 2,500 documents and 5 electronic signature licenses

Professional: $800/month, billed annually; 10,000 documents and 10 electronic signature licenses

Enterprise: $600/month, billed annually; unlimited documents and 20 electronic signature licenses

Concord

Concord is a cloud-based legal software that manages contracts. The real-time editing makes collaboration with the team and external parties easy. With its automatic renewal and/or due date reminder feature, you’ll never miss an important deadline again.

Key features:

Real-time editing & redlining to approve or reject any suggestions instantly

Dedicated library for pre-approved approval workflows that update automatically by updating the library

Email alerts help you manage terminations and renewals, including early notices, so you know when to act

Pricing:

Each of Concord’s 4 pricing options can be billed monthly or annually. All of them include onboarding within 3 weeks. Below prices are for annual billing:

The free account lets you create, edit, design, and store unlimited documents for up to 3 users

Paid plans:

Standard: $17/user/month; centrally control user access and bulk send documents for eSignature

Pro: $49/user/month; integrates Salesforce and other applications, automates arrivals, and reports

Enterprise: Increase your efficiency with a clause library, subsidiary management, and Single Sign-On. A customized quote is available from Concord Sales.

Contract Logix

Contract Logix is a data-driven online contract management solution for automating and streamlining contract drafting, negotiation, approval, execution, and management. The new cloud-based version is easier to navigate, faster, and has better features. You’ll also enjoy simply dragging and dropping documents.

Key features:

Reports and dashboards provide real-time business insights on any level of contract-related information

Centralize your contracts and information in a secure, easy-to-use cloud repository

Faster contract creation with clause and template libraries

Pricing:

You can get quotes for both of Contract Logix’s data-driven contract lifecycle management products, Premium CLM and Express CMS, by requesting a demo.

Onit

Onit is a cloud-based contract management software that automates the entire contract management process for legal and business teams. Its automated functionality lets you control the whole contract lifecycle, from capturing and creating a deal to negotiating and approvals, to executing and managing it after it’s been signed.

Key features:

Easy and simple check-in and check-out for automatic version control

Remote access for users to update each document status

Track compliance tasks and milestones for obligation management

Pricing:

To obtain current pricing, please contact Onit Contract Lifecycle Management.

ContractSafe

ContractSafe is an online contract management platform that’s suited for you if you have many contracts with key dates you don’t want to miss. Internal and external collaborators both get notifications about the contracts’ statuses. You can also tighten access to a contract to restrict unauthorized views.

Key features:

Intelligent alerts for auto-renewing contracts as well as other important contract dates

Google-like search for all your contracts to help you find what you’re looking for quickly

Full control of sharing and role permission to prevent unauthorized access

Pricing:

All plans include a free trial and are available based on your business size.

Basic: $299/month for up to 500 contracts

Standard: $499/month for up to 1000 contracts

Professional: $699/month for up to 2500 contracts

Enterprise: $899/month for up to 2500 contracts

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cloud-based document management system

Cloud-based document management systems help growing businesses cope with their day-to-day operations so they can scale even faster.

Apart from being the best way to collaborate on documents online, DMS lets you take control over your complex, legal documents without spending hours going through them. They also eliminate the need to worry about not finding the right document when you need it. The best part is that it’s easy to get set up with one of these platforms.

With so many cloud-based contract management systems out there, it’s difficult to choose the best one for your business. We hope our overview of the features and pricing options can help you make an informed decision.