Document management systems (DMS) are an innovative tool businesses of every size can benefit from adding to their software stack. These platforms enhance productivity and efficiency while keeping your team organized. A DMS can also improve collaboration initiatives and help your business adhere to the specific regulations for your industry.
Whether you own an HVAC company or a med spa, small business document management systems are a must-have in today’s digital age. In this article, we’ll look at six of the best document management systems you can consider. Each software has different tools and features that you’ll want to review to find the perfect match for your business dynamic.
Here’s everything you need to know.
Why Choose a Document Management System?
Small business document management systems are great for keeping documents in one centralized location for your company. Whether you own a small business or your company is growing, these tools can help your team stay organized, efficient, and productive. A DMS can also:
- Provide enhanced security and protect your client’s data
- Create, track, and send invoices or contracts
- Provide workflow automation tools
- Keep your business compliant with industry standards
- Eliminate the need for paper storage in the office
- Improve collaboration initiatives with coworkers and clients
Every DMS is different. When exploring the options available, it’s important to consider your unique workplace needs and how your team can benefit.
Top 6 Document Management Systems
When exploring the different document management systems, it’s always best to consider the cost, features, and platform capabilities. You also want to ensure the platform has the data security tools necessary for keeping important client information protected from data breaches.
Here are our six best document management system solutions:
1. DocuWare
DocuWare is a cloud-based document storage platform with many features your finance or accounting department can benefit from. You can easily track, process, and capture business documents. You can also automate invoice processing initiatives and create an approval workflow to streamline productivity.
While the platform is relatively user-friendly, it isn’t as accessible from tablets or mobile devices. Which might not be ideal if your team needs to use the platform while meeting with clients or working out in the field.
DocuWare offers a free 30-day trial, but you must call for pricing.
2. Laserfichse
Laserfichse is a content management platform that can accommodate businesses of every size. This platform has built-in automation tools that can help streamline workplace productivity and improve efficiency. You can also create internal workflows, track signatures, and create a document archive you can reference later.
Laserfichse is relatively affordable and features plans start as low as $50. However, there are some space limitations, which makes this platform not ideal for larger businesses.
3. SharePoint
SharePoint is a small business document management software powered by Microsoft. The platform features all basic necessities, such as external file sharing, content library, and business automation tools. SharePoint charges by the user and can get expensive for larger companies. There are also some storage limits, and the platform is not as user-friendly as other options. SharePoint is a better option for smaller teams and companies that use Microsoft in the workplace.
4. Box
Box is a cloud-based file-sharing platform that has a suite of features that allow you to share, edit, create, and archive business documents. Employees can share folders and files with coworkers and customers. You can also gather e-signatures, manage projects, and create task management workflows.
Box is one of the most popular document management system solutions available. The platform offers a free plan, giving individual users 10GB of storage for free. If you’d like to upgrade to unlimited storage or share the software with your team, you can expect to pay around $15 per user per month.
5. SignNow
If your team is out in the field, collecting signatures from clients after services, SignNow is a highly ranked document management system solution to consider. This platform allows users to gather signatures from any device, including phones, tablets, or laptops. The platform also has an enhanced focus on security and industry-focused compliance.
While the platform might be great for your sales team, the platform functionality is somewhat limited. You can create or share contracts and agreements but can’t accept payments. There are also some cloud storage limitations. You may also need to store documents on a drive.
The platform has various affordable pricing plans, including a basic level plan and a volume discount plan. SignNow also integrates with other tools and is a user-friendly choice.
6. PandaDoc
PandaDoc makes sending, creating, and tracking documents or invoices easy. This platform is great for small businesses or sales teams that need an easier way to track documents, gather e-signatures, and engage with leads.
PandaDoc has three different plans available:
- Starter: $35/Month
- Business: $65/Month
- Enterprise: Call for pricing
A free plan is available if you’d like to test the features before committing to a monthly or annual plan. With either paid plan, you’ll get unlimited document uploads and a suite of features your team can use to create customer quotes, agreements, or contracts.
While the platform is user-friendly and easy to use, there are some limitations to the personalization of documents. Some users also struggle with PandaDoc’s CRM integrations.
Get Setup With Townsquare Interactive Today
While small business document management system solutions are an innovative tool your business can benefit from, they aren’t the only tool on the market. Many software tools and solutions offer the same benefits but can do more for your business.
Townsquare Interactive is an all-in-one customer relationship management tool. With our business management platform, you can track client communication, send invoices, schedule appointments, and more, all in one place. Our platform is designed with small business owners in mind and can be adjusted to align with your unique needs. We also offer affordable SEO, email marketing, and web design services.
Contact us today for a free demo.