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Do you, as a business professional, often find yourself struggling with scattered documents or cluttered digital folders? Imagine the time wasted searching for misplaced files or the frustration of collaborating on outdated documents. This is where affordable document management software comes in. These solutions can help you organize your documents, standardize approval workflows, and improve collaboration, all without breaking the bank.
However, selecting the right tool that aligns with your feature requirements is not always easy. This article lists four top-rated affordable document management software solutions based on verified user reviews and pricing found on vendor websites.
Per our research, we’ve considered products with base plans priced less than $17 per month as affordable software and arranged them in ascending order of their prices. (Read how we shortlisted these products at the end of this article.)
All products listed in the article are dedicated document management solutions, offering document storage, document capture, and full-text search as core features.
A base plan is the most affordable pricing tier offered by a software provider. Besides having the lowest price, base plans provide access to all core software features. However, they may have limitations compared to higher-tier plans in terms of the available functionality, storage capacity, number of user seats, support options, etc.
We selected products for this article based on their average ratings between April 2022 - April 2024, which may differ from their current overall average ratings.
Zoho WorkDrive provides a secure platform for your team to store, share, and collaborate on files. You can organize documents using folders and subfolders, with permission controls to grant access to specific team members. Its universal content search helps locate files by name, keyword, or author’s name. The tool lets you add comments to team files to share feedback on a project and keep your team informed about different project statuses. Documents within the platform can be locked to prevent your teammates from overwriting the changes you make. Zoho lets you create file links to share files with people outside your team and label them by project/client name, document type, and access level.
The base plan supports up to 10 users, 1TB of team storage, and a 10GB upload limit per file. A premium plan can store up to 3TB per team and up to 50GB upload limit per file. Premium plans also give access to custom domains, customized activity reports, and data templates.
Base plan features:*
256-bit encryption: Encrypt and protect your documents from unauthorized access using 256-bit encryption—an encryption standard that uses a complex mathematical algorithm to scramble your data, making it unreadable with a password.
WorkDrive Genie: Use WorkDrive Genie, a desktop application for editing, to access and manage your files even when you're offline. Any offline changes are automatically synced back to the cloud once you reconnect.
File versioning: Track changes to your documents using the file versioning feature. If you accidentally make unwanted changes to a file, you can revert to an earlier version saved by the system. Versioning lets you see how a document has evolved, who made changes, and when.
Starting price: $2.50 per user per month
Cost to upgrade: $4.50 per user per month
Billing cycle: Annual
Customer support options: Call, email, and knowledge base
Individuals and business professionals who prioritize all-time connectivity and anytime access can consider Zoho WorkDrive for its offline editing feature. Its WorkDrive Genie allows users to access and manage their files even when they are offline, ensuring uninterrupted productivity regardless of internet availability. Additionally, the automatic synchronization of offline changes back to the cloud upon reconnection ensures that the latest versions of documents are always available to collaborators and stakeholders, maintaining workflow continuity and efficiency.
As a part of the Google Workspace, Google Drive lets you store, share, and collaborate on documents within the secure cloud storage. It protects against cybersecurity threats by proactively scanning and removing malicious content, such as malware, spam, ransomware, and phishing attempts. Google Drive uses artificial intelligence and machine learning algorithms to predict and surface important content, collaborators, and events based on historical search data. It integrates with Google's suite of collaboration apps, such as Docs, Sheets, and Slides, for real-time collaboration and content creation. It lets you collaborate in Microsoft Office files without requiring file format conversion.
The base plan supports up to 30GB of storage per user and 100 file types. Upgrading to a premium plan gets you up to 2TB of storage per user and access to advanced features, such as shared drives for your teams and security and management controls.
Base plan features:*
Custom business email: Set up custom email addresses using your domain name. Instead of generic email addresses (example@gmail.com), you can create professional ones, such as yourname@yourcompany.com.
Built-in malware protection: Safeguard your documents from malicious threats with built-in malware detection. This feature uses advanced scanning algorithms to detect and neutralize malware, viruses, and other malicious software that may attempt to infiltrate your files stored on the platform.
Data migration: Import your documents and data from another device, local server, or an existing cloud storage solution into your Google Workspace account using the Google Admin Console. Migrated data gets copied, not moved or deleted, so you can still access the data in your source account after a migration.
Starting price: $6 per user per month
Cost to upgrade: $12 per user per month
Billing cycle: Annual
Customer support options: Self-service online and community forums
Individuals and businesses that already use the Google Workspace suite can leverage Google Drive’s document management capabilities. Google Drive integrates with other Google Apps, such as Sheets and Gmail, to allow users to collaborate on documents in real time, manage files securely in the cloud, access files from any device, and simplify communication through shared links and attachments.
Outline the document management problems you need to solve. Are you seeking a simple storage solution or need collaboration and automation features? This will guide you towards software with the right functionalities at the right price. After that, look for features that can simplify your document workflows and save you money in the long run, such as optical character recognition (OCR) or automated workflows for document approvals.
Filecloud provides a central repository for storing and organizing all your documents. You can upload and organize files and documents from any device to its cloud storage environment. The tool tracks file versions and maintains detailed audit trails of user activities, providing visibility into who accessed, modified, or shared files and when these actions occurred. You can share files and folders with team members, clients, and partners within and outside your organization. Filecloud helps you generate scannable QR codes to share documents. You can create QR codes for individual files or folders and share them via email, messaging apps, or printed materials. The software lets you choose specific folders or directories to synchronize between devices rather than syncing entire file repositories.
Its base plan requires a minimum of 20 user accounts and offers unlimited storage and file versioning. You can access single sign-on (SSO), incident reporting, and malware protection. Upgrading to a premium version includes advanced features, including two-factor authentication, personally identifiable information (PII) pattern search, and data compliance.
Base plan features:*
Zero-trust file sharing: Minimize the risk of unauthorized access, data breaches, and insider threats by enforcing strict access controls and continuously verifying user and device security. The zero trust file sharing approach assumes that no entity can be trusted inside or outside the network.
Rule-based user management: Define and enforce granular access control policies based on predefined rules and conditions. These rules can include user roles, group memberships, device types, IP addresses, and access time.
Approval workflows: Automate reviewing and approving file-sharing requests or document revisions. You can initiate approval workflows for specific files or folders, specifying designated approvers and criteria for approval. Approvers receive notifications and can review, approve, reject, or request revisions to the shared content.
Starting price: $6 per user per month
Cost to upgrade: Available upon request from the vendor
Billing cycle: Annual
Customer support options: Live chat, call, and knowledge base
Filecloud can be a good option for individuals and business professionals prioritizing information security. Its ‘zero trust’ file sharing and rule-based user management features ensure strict access controls and continuous verification of user and device security. With rigorous authentication, authorization, and encryption protocols, FileCloud enhances security posture and mitigates the risk of data compromise. Administrators can define granular access control policies, specifying user roles, group memberships, and device types to ensure compliance with organizational policies and regulatory requirements.
empower is a software suite designed for Microsoft 365. It helps you create and store Office documents, including Word documents, Sheets, and PowerPoint presentations. It lets you add metadata and tags to documents, enabling a more organized and searchable document structure. You can locate and filter documents based on relevant criteria, synch as category, file type, or creation data. Like other document management software on our list, empower also offers version control functionality. This functionality lets you track changes made to documents, revert to previous versions if necessary, and maintain a history of edits.
Its base plan offers multi-language support and live training options for five users and above. Upgrading to a premium version provides you access to advanced features, such as content enablement, brand control, and a built-in template library.
Base plan features:*
Chart creation: Visualize your data using Waterfall, Gantt, and Marimekko charts. You can use charting tools, such as delta and average links [1] and axis breaks [2] to structure and format the data.
User permissions: Set user permissions for accessing and editing content within the platform. This helps control document access and ensures that only authorized individuals can modify sensitive information.
Collaboration tools: Share documents and files with specific groups, team members, or stakeholders within or outside your organization. You can enable edit access to let others view and co-edit the documents.
Starting price: $11.99 per user per month
Cost to upgrade: $23.99 per user per month
Billing cycle: Monthly
Customer support options: Call, email, and knowledge base
empower primarily functions as an add-in for Microsoft 365, which makes it suitable for business professionals already using the Microsoft 365 suite. empower can be integrated with other Microsoft Apps, such as Word, Excel, PowerPoint, and Outlook, to help users simplify document creation, enhance collaboration, improve productivity, and ensure brand consistency across their documents and presentations.
Read reviews and compare features to get valuable insights into the software's ease of use, customer support, and any hidden costs. Additionally, you can use comparison charts or software review websites to compare features and pricing across different vendors.
All the products listed in this article include the features mentioned below. To identify these, we asked users to rate, on a scale of “low importance” to “critical,” how important different features are for document management software. The features showcased are those that the highest percentage of reviewers rated as “highly important” or “critical” over the past two years (as of April 29, 2024).
Feature name | Criticality rating (%) | Description |
---|---|---|
Secure data storage | 87.33% | Store documents and files in a safe and protected environment. It includes encryption, regular backups, data redundancy, and compliance with data protection regulations to ensure the integrity and confidentiality of stored documents. |
File sharing | 84.32% | Share documents and files among individuals or groups within an organization or externally with clients, partners, or collaborators. The software facilitates file sharing via link sharing, email attachments, collaboration spaces, or integrations with third-party file-sharing platforms. |
Content management | 84.04% | Organize, categorize, and structure documents and files within the document management system. This includes folder structures, metadata tagging, version control, and document lifecycle management. |
Search/filter | 79.79% | Locate specific documents or files within the document management system. This involves keyword search, advanced search criteria, and filtering options based on attributes, such as file type, date, author, or metadata tags. |
Access controls/permissions | 78.46% | Regulate users' access level to documents and files within the document management system. This involves defining user roles, assigning permissions, and enforcing security policies to restrict unauthorized access and protect sensitive information. |
Document management software solutions can cost as low as $2.50 per month or up to $240+ per month, depending on various factors—features, number of users, infrastructure requirements, business size/type, training availability, deployment options, integrations, and storage. Most document management solutions typically include the following pricing plans:
Free trials: Range from seven to 30 days and give users access to either all or limited features of the software. These no-cost trial plans are ideal for businesses that wish to try out a tool before purchasing it.
Free versions: Offer limited access to basic software features. These free plans are ideal for small-business owners or individuals on a budget.
Entry-level plans: Start at $2.50 per month and offer access to limited features. These are ideal for small businesses with basic document management needs, such as secure data storage, file sharing, and content management.
Mid-tier plans: Range from $11 to $50 per month and offer advanced features such as search/filter capabilities, access controls/permissions, and additional storage options. These are suitable for businesses that have outgrown basic document management tools but don’t require the full range of functionality offered by enterprise-level systems.
High-end plans: Cost more than $240 per month and offer a range of advanced capabilities, including unlimited features from entry-level and mid-tier plans, advanced security features, custom branding options, and dedicated customer support. These are suitable for large businesses with high-volume document management needs.
Besides the software license, additional costs associated with document management tools can include:
Usage-based charges: Certain tools charge based on usage metrics, such as the number of documents stored or generated. If your usage surpasses predefined limits, you may incur additional charges.
Integration fees: Integrating document management software with the existing tech stack may require additional charges. Additionally, certain integrations may require additional plugins or connectors, potentially leading to extra costs.
Training expenses: If the software is complex or requires specific expertise, you may need to invest in training programs or hire external consultants to fully utilize the tool’s capabilities.
Ask the following questions to software vendors to ensure you find the best document management software.
Is there a limit on the number of users or documents?
Base plans often have a reduced set of features compared to premium plans. For instance, a limited number of team members might be able to access the software, or there may be limitations on the document storage capacity. Knowing these limits upfront can help you assess whether the software can accommodate your current needs and potential growth without unexpected costs or restrictions.
What security measures are in place to protect data?
Inquiring about the security measures in the base plan ensures that your documents are protected from unauthorized access, data breaches, or cyber threats. To safeguard your documents, you can look for features such as encryption, access controls, user authentication, audit trails, and compliance with industry standards, e.g., the General Data Protection and Regulation (GDPR) and Health Insurance Portability and Accountability (HIPAA) Act.
Does the software integrate with other tools or platforms?
When evaluating affordable document management software, inquire about the integration capabilities of the base plan for seamless workflow and collaboration. By asking about integration with other tools or platforms, you can assess whether the document management software can work harmoniously with your existing systems, such as customer relationship management (CRM) software, project management tools, or cloud storage services. Integration enhances productivity by eliminating the need for manual data entry or switching between multiple applications.
To be considered for this list, products had to:
Feature in GetApp’s 2024 Category Leaders report for document management software.
Include document storage, document capture, and full-text search as core features.
Meet our market definition for document management software: “Document management software automates the process of creating, uploading, storing, tracking, and archiving files. It helps users share documents, track comments and changes, and store documents in a centralized repository.”
For all the 15 products included in the Category Leaders report, we assessed the monthly subscription price of the base plans and found the average price to be $17—we considered only products with publicly available pricing information. We then shortlisted products with a monthly base price lower than $17 for this article.
*Our research team identified these features from vendor websites (as of April 29, 2024) based on their analysis of what users find valuable in or expect from document management software. This list is not exhaustive. For additional features, refer to the vendor’s website.
Editorial independence: We select and rank products based on an objective methodology developed by our research team. While some vendors may pay us when they receive web traffic or leads, this has no influence on our methodology.
Note: Products evaluated for the pricing calculation were taken from GetApp’s document management software directory. The pricing ranges exclude freemium versions of the products. The features highlighted were identified based on their relevance and the percentage of products in the GetApp directory that offer them. Only products with publicly available pricing information, as of April 29, 2024, were considered for pricing calculation.
[1] Delta and average links highlight changes and trends within your data. Delta links show the difference between consecutive data points, making it easy to identify increases or decreases over time. Average links calculate and display the average value between two data points.
[2] Axis breaks allow you to compress large ranges of data on an axis, focusing on specific, relevant sections while maintaining clarity. This is particularly useful for charts spanning vast numerical ranges or with significant gaps in data.
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