Documents & Contracts
Document Management Software
Document management software gives an organisation a single, secure place to store, search, version and govern its documents — contracts, invoices, policies, drawings and records — instead of scattering them across email, shared drives and desktops. A modern document management system adds metadata, full-text search, access controls and automated workflows so the right people find the right file fast, and every change is tracked.
This guide compares the leading document management tools on the criteria that actually matter to buyers: capture and indexing, search and retrieval, version control and audit trails, workflow automation, security and compliance, and pricing.
Because documents rarely live in isolation from financial and operational processes, we pay particular attention to how each dms software option integrates with your ERP and accounting systems — the difference between a passive file store and a system that drives real work.
Compare document management software
| Product | Works with | Pricing | Deployment |
|---|---|---|---|
| AlfrescoOpen-source, cloud-native content, process, and governance management platform. | SAP S/4HANA, SAP ECC, Salesforce | Subscription / quote-based; free open-source Community Edition available | Cloud/On-premise/Hybrid |
| BoxCloud content management platform for secure document storage, collaboration, and workflows. | NetSuite, SAP, Salesforce | Per-user subscription (annual/monthly), tiered Business and Enterprise plans; free Individual tier available | Cloud |
| DocuWareCloud and on-premise document management with workflow automation and ERP connectors. | SAP, Microsoft Dynamics, Sage | Subscription, quote-based (per user, tiered by user count); on-premise licensing also available | Cloud/On-premise/Hybrid |
| Dropbox BusinessCloud file storage, sync, and sharing platform for teams. | Microsoft 365, Google Workspace, Salesforce | $18/user/month (Standard, billed annually) | Cloud |
| EgnyteCloud content management, governance, and collaboration platform for regulated and file-heavy teams | NetSuite, Microsoft Dynamics 365, Salesforce | $22/user/month (Business plan, billed annually) | Cloud/Hybrid |
| Epicor ECM (DocStar)Enterprise content management and business process automation for documents and approvals. | Epicor Kinetic, Epicor Prophet 21, Epicor Eclipse | Subscription and perpetual licensing; quote-based | Cloud/On-premise/Hybrid |
| FileHoldDocument and records management with workflow, available on-premise or in the cloud. | SAP, JD Edwards, Microsoft Dynamics GP | Pay-per-user subscription, with optional/custom add-on features priced separately | Cloud/On-premise/Hybrid |
| LaserficheEnterprise content management and process automation platform with AI-powered data capture. | SAP, Microsoft Dynamics 365, NetSuite | $50/user/month (Cloud Starter) | Cloud/On-premise/Hybrid |
| M-FilesMetadata-driven document management that organizes content by context, not folders. | Microsoft 365, Salesforce, SAP | $65/seat/month (Essentials) | Cloud/On-premise/Hybrid |
| OnBaseEnterprise content services platform for document capture, workflow and records management | SAP, Oracle, Workday | Custom quote / contact sales | Cloud/On-premise/Hybrid |
| OpenText Content Suite PlatformEnterprise document and records management deeply integrated with SAP and other business apps | SAP S/4HANA, SAP SuccessFactors, Salesforce | Tiered subscription licensing based on number of users, content volume, and features; pricing quoted on request. | Cloud/On-premise/Hybrid |
| Revver (eFileCabinet)Document management and workflow automation with AI-powered data extraction. | Microsoft 365, Salesforce, NetSuite | Subscription / quote-based (contact sales) | Cloud |
What is document management software?
Document management software is a system for capturing, storing, organising and controlling an organisation's electronic documents and scanned paper throughout their lifecycle. Rather than relying on folder hierarchies on a shared drive, it tags each document with metadata (type, owner, date, status, related record) and indexes its full text so users can retrieve files by what they are, not where someone happened to save them. Core capabilities include version control so edits never overwrite the previous copy, granular permissions that restrict who can view or change each document, audit trails that log every action for compliance, and workflow automation that routes documents for review, approval or archival. Enterprise document management platforms extend this with records retention policies, e-signature, OCR-based classification and integrations into the business applications — ERP, CRM and accounting — where documents are created and consumed.
How to choose document management software
Search & metadata-driven retrieval
Look for full-text search plus configurable metadata and tagging so users find documents by attributes (vendor, contract number, status) rather than navigating folders.
Capture, OCR & auto-classification
Evaluate how the system ingests scans, emails and PDFs, and whether OCR and AI classification can read and index documents and route them without manual filing.
Version control & audit trails
Every edit should create a tracked version, and the system should log who viewed, changed or approved each document — essential for SOX, ISO and other compliance regimes.
Workflow automation & approvals
Check that you can build review, approval and retention workflows so documents move through the business automatically instead of sitting in inboxes.
Security, permissions & retention
Assess encryption, granular role-based access, legal holds and records-retention scheduling that enforces how long each document class is kept and when it is purged.
ERP & accounting integration
Confirm the platform links documents to the corresponding ERP records — POs, invoices, journals, customers — so files surface in context and data flows without re-keying.
Document Management that works with your ERP
ERP integration is the wedge that separates a true document management system from a generic file-sharing tool. Most of the documents a business stores — purchase orders, supplier invoices, contracts, delivery notes, customer records — are tied directly to transactions in the ERP. When the DMS connects to systems like NetSuite, SAP, Microsoft Dynamics 365, Sage or Acumatica, those documents are linked to the matching record, so an AP clerk can open an invoice straight from the ERP, three-way matching can reference the scanned PO, and auditors can trace any journal back to its supporting paperwork. Without that link, staff re-key data, hunt across two systems and lose the audit trail; with it, the document store becomes part of the transactional workflow rather than a passive archive.
Frequently asked questions
What is the best document management software?
There is no single best tool — the right choice depends on your size, compliance needs and existing systems. Widely used options include SharePoint and Box for Microsoft- and cloud-centric teams, M-Files and DocuWare for metadata-driven and workflow-heavy use, and OpenText or Hyland OnBase for regulated enterprises with deep records-management requirements. Shortlist on how well each handles your document volumes, compliance obligations and ERP integration.
How much does document management software cost?
Pricing varies widely by deployment and depth. Cloud, per-user subscriptions commonly run from roughly $10 to $200 per user per month, with entry plans starting around $100 per month for small teams and enterprise tiers reaching several hundred to over a thousand dollars per month. On-premise systems carry larger upfront licence costs plus annual maintenance of about 20–25% of the licence. Always factor in implementation, storage and integration when comparing.
Does document management software integrate with my ERP?
Most established platforms offer integrations or connectors for major ERPs such as NetSuite, SAP, Dynamics 365, Sage and Acumatica, letting documents attach to the related transaction or master record. Depth varies — some provide native, pre-built connectors while others rely on APIs or middleware — so confirm that your specific ERP and the documents you care about (invoices, POs, contracts) are supported before you buy.
What features should document management software have?
At minimum, look for centralised secure storage, full-text and metadata search, version control, granular permissions, and audit trails for compliance. Stronger systems add OCR and automated document capture, workflow and approval automation, records-retention and legal-hold policies, e-signature, and integrations with the ERP, CRM and accounting tools where your documents originate.