20 Best Cloud Document Management Systems Reviewed in 2025
Best Cloud Document Management Systems Shortlist
Here's my pick of the 10 best software from the 20 tools reviewed.
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Managing documents shouldn’t slow your team down. But when files are scattered across email threads, local drives, and outdated servers, finding what you need can feel like a full-time job. A cloud document management system keeps everything in one place, making it easier to access, organize, and share documents—wherever you are.
I test and review project management software independently, so I know just how important it is to choose the right tool. The best cloud document management systems do more than just store files. They help you control versions, manage permissions, and keep your team on the same page.
In this article, I’ll walk you through my top picks for cloud document management systems. I’ll break down each tool’s strengths, who they’re best for, and how they help you stay organized without hassle.
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Compare Specs Side-By-Side
This comparison chart summarizes pricing details for my top cloud document management system selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 |  Fluix Fluix streamlines workflows, automates tasks, and enhances fieldwork collaboration | Best for fieldwork automation | Free trial and free demo available | From $10/user/month (minimum 10 users) | Website |
| 2 |  DocuWare DocuWare offers secure document storage, retrieval, and workflow automation tools | Best for secure archiving | 30-day free trial + free demo | Pricing upon request | Website |
| 3 |  Egnyte Egnyte provides secure file sharing and collaboration with cloud and on-premise storage | Best for hybrid cloud solution | Free trial available | From $20 /user/month | Website |
| 4 |  LogicalDOC LogicalDOC enhances document organization, compliance, and collaboration for teams | Best for multilingual support | Free demo available | Pricing upon request | Website |
| 5 |  Alfresco Alfresco enhances document control and collaboration with open-source solutions | Best for open-source flexibility | 14 days free trial of the cloud-based platform | Pricing upon request | Website |
| 6 |  Nextcloud Nextcloud offers secure file storage, sharing, and collaboration for data control | Best for self-hosting options | Free trial available | Pricing upon request | Website |
| 7 |  MFiles M-Files simplifies document organization, management, and tracking with metadata | Best for metadata management | 30-day free trial | Pricing upon request | Website |
| 8 |  ProtonDocs ProtonDocs ensures secure document storage, sharing, and collaboration with privacy | Best for privacy-focused users | Free plan available | From $3.99/user/month | Website |
| 9 |  Pairsoft PairSoft automates invoice processing and improves procurement and purchase orders | Best for procurement integration | Free demo available | Pricing upon request | Website |
| 10 |  OnlyOffice ONLYOFFICE boosts productivity with document management, collaboration, and tools | Best for team collaboration | Free plan available | From $20/user/month | Website |
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Wrike
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Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.4 -
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Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6
Best Cloud Document Management System Reviews
Below are my detailed summaries of the best cloud document management systems that made it onto my shortlist. My reviews offer a clear look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
Fluix is a cloud-based document management solution tailored for industries requiring fieldwork, such as construction and energy. It helps streamline document workflows, automate tasks, and enhance team collaboration.
Why I picked Fluix: Fluix offers features tailored to automate and simplify on-site processes. With its mobile-friendly interface, your team can complete and submit digital forms directly from the field, reducing paperwork and manual data entry. The platform's workflow automation also ensures that completed documents are automatically routed to the right personnel for review or approval, speeding up decision-making.
Standout Features & Integrations:
Features include digital forms that your team can fill out on mobile devices, even when offline. Once back online, the data syncs automatically, ensuring no information is lost. You can also use e-signatures to quickly authorize documents. Furthermore, the platform’s analytics feature helps you track document flow and improve workflow efficiency.
Integrations include Salesforce, Google Drive, Dropbox, Box, OneDrive, SharePoint, Procore, Egnyte, Slack, and Zapier.
Pros and cons
Pros:
- Real-time data collection features
- Supports offline document access
- Optimized for mobile fieldwork
Cons:
- Not ideal for small teams
- Limited document editing capabilities
DocuWare is a cloud-based document management solution tailored for businesses that require secure storage and retrieval of documents. It serves industries like healthcare and finance by providing tools for digital archiving and workflow automation.
Why I picked DocuWare: DocuWare offers encrypted data transmission and easy-to-manage permissions to protect sensitive information. This ensures that only authorized personnel can access specific documents, enhancing security. Additionally, DocuWare provides centralized storage, allowing your team to capture, share, review, approve, archive, and delete documents efficiently. This centralization ensures that all your important files are stored securely and can be retrieved quickly when needed.
Standout Features & Integrations:
Features include automated data capture, which extracts key information from your documents and stores it in a structured manner. This automation reduces manual data entry and minimizes errors. DocuWare also offers workflow automation, which allows your team to set up processes for document approvals and reviews to ensure tasks are completed efficiently.
Integrations include Microsoft Office, Microsoft Outlook, SAP, Sage, QuickBooks, Oracle, Salesforce, Google Workspace, Dropbox, and Box.
Pros and cons
Pros:
- Mobile access for document management
- An electronic signature feature included
- Strong archiving and retrieval system
Cons:
- Not ideal for very small businesses
- Complexity in customizing workflows
Egnyte is a cloud document management system designed for businesses that require both cloud and on-premise file storage. It serves industries like construction, media, and finance, offering secure file sharing and collaboration tools.
Why I picked Egnyte: Egnyte offers a hybrid cloud solution, which combines cloud and on-premises storage to give your team flexibility in managing data. Its platform includes granular access controls, so you can define who sees and edits specific documents, enhancing security. Egnyte also provides AI-powered content classification, helping your team quickly identify and organize sensitive information.
Standout Features & Integrations:
Features include ransomware detection and recovery, which protects your data from cyber threats. Egnyte's content lifecycle management also helps your team automate document retention and deletion policies. Additionally, the platform offers large file collaboration, which allows you to work efficiently on sizable documents even with limited bandwidth.
Integrations include Microsoft 365, Google Workspace, Salesforce, Slack, DocuSign, Adobe Sign, Smartsheet, Autodesk, Okta, and Box.
Pros and cons
Pros:
- Flexible file access permissions
- Advanced data governance policies
- Hybrid cloud and on-premises storage
Cons:
- May require ongoing technical support
- Complexity in initial configuration
LogicalDOC is a document management system designed for mid-sized and large organizations. It supports document organization, compliance, and collaboration across various platforms, providing cloud access for remote work.
Why I picked LogicalDOC: LogicalDOC offers an intuitive interface that supports multiple languages, ensuring smooth collaboration among diverse teams. Features like automated document classification and records retention schedules help keep your files organized and compliant with regulations. Additionally, the system's web-based access ensures that your team can work from anywhere without the need for extensive training.
Standout Features & Integrations:
Features include document organization, compliance management, and a workflow engine for automation. You can also benefit from collaboration tools that support version control and event notifications. LogicalDOC additionally offers various options for uploading, organizing, and distributing your documents.
Integrations include Microsoft Office, Google Drive, Dropbox, OneDrive, Box, SharePoint, Outlook, Thunderbird, and Salesforce.
Pros and cons
Pros:
- Customizable workflow engine
- Open-source Community Edition available
- Multilingual support for global teams
Cons:
- Features may overwhelm small teams
- May require technical knowledge for setup
Alfresco is an enterprise content management platform for organizations needing document control and collaboration. It serves industries like government, healthcare, and finance with open-source solutions to improve content management and business processes.
Why I picked Alfresco: Alfresco provides open-source flexibility that allows your team to customize and extend the platform according to your needs. This adaptability makes it suitable for unique business requirements and integrations. You can also manage documents efficiently with its advanced search and retrieval capabilities. Alfresco additionally supports compliance with industry regulations, ensuring your documents meet necessary standards.
Standout Features & Integrations:
Features include AI-powered content recognition, which helps your team classify and tag documents automatically based on their content. Additionally, its federated search function lets you find and retrieve documents across multiple repositories, reducing time spent searching for files.
Integrations include Microsoft Office, Google Workspace, Salesforce, SAP, Amazon Web Services, IBM, Oracle, Microsoft Dynamics, Box, and Dropbox.
Pros and cons
Pros:
- Flexible for unique business needs
- Effective version control for documents
- Highly customizable open-source platform
Cons:
- May need additional resources for integration
- Limited support for non-technical users
Nextcloud is a self-hosted platform designed for businesses and individuals seeking control over their data. It offers file storage, sharing, and collaboration tools for teams that prioritize data privacy and security.
Why I picked Nextcloud: Nextcloud provides self-hosting options that let you deploy the platform on your own servers. This approach ensures that your sensitive information remains within your infrastructure, enhancing security and compliance. Nextcloud's open-source nature additionally allows for extensive customization, so you can tailor the system to fit your organization's specific needs.
Standout Features & Integrations:
Features include file access and sharing, which allows you to manage your documents with ease. You can also use collaborative editing tools to work on documents with your team. Furthermore, Nextcloud provides end-to-end encryption to ensure that your data is protected both during transmission and at rest.
Integrations include Collabora Online, OnlyOffice, Microsoft Outlook, Microsoft Teams, Slack, Google Calendar, GitHub, Jira, Twitter, and Dropbox.
Pros and cons
Pros:
- Supports a wide range of storage
- Highly customizable platform
- Full control over data hosting
Cons:
- Not ideal for non-technical users
- Limited customer support options
M-Files is a document management solution designed for businesses that need to organize, manage, and track documents efficiently. It serves industries like legal, finance, and manufacturing by offering advanced metadata-driven document management.
Why I picked M-Files: M-Files uses metadata to categorize and retrieve documents. You can find documents by content rather than location, which makes file management significantly easier. The software also includes version control features to keep your team on the latest version and audit trails to track access and changes, improving compliance and security overall.
Standout Features & Integrations:
Features include AI-powered content analysis that helps your team identify duplicate files and redundant information to reduce clutter in your document repository. Additionally, M-Files offers automated document classification, which applies predefined rules to categorize and tag files, making them easier to retrieve and manage.
Integrations include Microsoft Office, SharePoint, Salesforce, SAP, QuickBooks, AutoCAD, Microsoft Dynamics, Google Workspace, NetSuite, and DocuSign.
Pros and cons
Pros:
- Flexible automated workflows
- Supports compliance with regulations
- Metadata-driven document organization
Cons:
- Complexity in managing extensive metadata
- Limited customization without technical help
ProtonDocs is a cloud-based document management solution tailored for individuals and businesses that prioritize data privacy. It offers secure document storage, sharing, and collaboration functionalities for users who need confidentiality.
Why I picked ProtonDocs: ProtonDocs offers end-to-end encryption, ensuring only you and your intended recipients can access your documents. Furthermore, the platform’s zero-access encryption means that even ProtonDocs can’t decrypt your files, making it ideal for managing sensitive data. Additionally, ProtonDocs doesn't feed your data into AI models, so your information remains solely yours.
Standout Features & Integrations:
Features include secure document sharing, which allows you to control who accesses your files. You can also use collaborative tools to work on documents with your team in real-time. Access controls can further help you manage permissions and ensure only authorized users can view or edit documents.
Integrations include ProtonMail, ProtonCalendar, ProtonDrive, and ProtonVPN.
Pros and cons
Pros:
- Secure document sharing options
- Zero-access encryption feature
- End-to-end encryption for documents
Cons:
- Limited advanced document editing features
- Limited third-party integrations
PairSoft is a document management solution designed for businesses looking to enhance their procurement processes. It serves finance teams and procurement departments by automating invoice processing and enhancing purchase order management.
Why I picked PairSoft: PairSoft integrates procurement with document management, simplifying invoice approvals and purchase order tracking. Additionally, with its streamlined order management, you can capture and fulfill error-free purchase orders without manual intervention. The centralized document repository also allows access to critical information from an encrypted cloud storage system.
Standout Features & Integrations:
Features include automated invoice processing, which reduces manual data entry. You can also track purchase orders efficiently, keeping your procurement cycle smooth. Digital file indexing and archiving additionally let you filter through thousands of documents instantly and pull precise query lists with SmartList integration and metadata search.
Integrations include Microsoft Dynamics GP, Microsoft Dynamics 365, NetSuite, Sage Intacct, QuickBooks, SAP, Oracle, Workday, Acumatica, and Blackbaud.
Pros and cons
Pros:
- Reduces manual errors in invoices
- Enhances compliance with policies
- Automates repetitive procurement tasks
Cons:
- Complexity in the initial configuration
- Limited to procurement-focused features
ONLYOFFICE is a cloud-based office suite designed for businesses of all sizes. It provides document management, collaboration, and communication tools to enhance team productivity.
Why I picked ONLYOFFICE: ONLYOFFICE excels in team collaboration with co-editing features that let multiple users edit the same file at the same time. You can track changes, leave comments, and communicate through the built-in chat, making collaboration straightforward. The platform also supports a wide range of file formats, so you won't have to worry about compatibility issues when sharing documents.
Standout Features & Integrations:
Features include document, spreadsheet, and presentation editors, all of which support collaborative editing. ONLYOFFICE also offers advanced formatting tools that allow you to create professional-looking documents without hassle. You can also use version history to track changes and revert to previous versions if needed.
Integrations include Google Drive, Dropbox, Nextcloud, OneDrive, SharePoint, Box, ownCloud, Alfresco, Confluence, and WordPress.
Pros and cons
Pros:
- Customizable access permissions
- Supports multiple document formats
- Real-time collaboration on documents
Cons:
- Limited advanced spreadsheet functions
- Can be resource-heavy on systems
Other Cloud Document Management Systems
Here are some additional cloud document management system options that didn’t make it onto my shortlist, but are still worth checking out:
- Smartsheet
For spreadsheet familiarity
- Wrike
For project management integration
- Box
For cloud storage flexibility
- Citrix ShareFile
For secure client file sharing
- Adobe Document Cloud
For e-signature integration
- Microsoft SharePoint
For intranet and team sites
- Zoho WorkDrive
For small business collaboration
- Notion
For team knowledge sharing
- Google Workspace
For integrated productivity tools
- OpenText Documentum
For enterprise content management
Cloud Document Management System Selection Criteria
When selecting the best cloud document management systems to include on this list, I considered common buyer needs and pain points like data security and collaboration efficiency. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion on this list, each solution had to fulfill these common use cases:
- Storing and organizing digital documents
- Controlling access and permissions for users
- Enabling document search and retrieval
- Tracking version history and maintaining audit trails
- Supporting file sharing and collaboration
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Integration with third-party applications
- Advanced search and indexing capabilities
- Customizable workflows and automation
- Mobile access and offline functionality
- AI-powered insights and analytics
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- An intuitive user interface
- Ease of navigation
- A minimal learning curve
- Customization options
- Consistency across platforms
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Interactive product tours
- Ready-to-use templates
- Access to webinars and tutorials
- Supportive chatbots and help centers
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 support availability
- Multiple support channels
- Responsiveness to inquiries
- Access to a knowledge base
- Availability of dedicated account managers
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- A competitive pricing structure
- The range of features offered
- The scalability of pricing plans
- Transparency in pricing
- Discounts for annual billing
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall satisfaction ratings
- Commonly mentioned pain points
- Frequency of feature updates
- Feedback on customer support
- Recommendations by existing users
How to Choose Cloud Document Management Systems
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
| Scalability | Ensure the system can grow with your business. Look for features that accommodate increased storage needs and additional users without compromising performance |
| Integrations | Check if the software integrates with other tools your team uses daily, like CRM or project management software, to streamline workflows and improve productivity |
| Customizability | Consider how well you can tailor the software to fit your team's processes. Custom workflows and dashboards can enhance efficiency and user adoption |
| Ease of Use | Evaluate the system’s interface and user experience. Your team should be able to navigate the software without extensive training or support, ensuring quick adaptation. |
| Budget | Align the cost of the software with your financial constraints. Look for transparent pricing models and consider long-term costs, including upgrades and additional features |
| Security Safeguards | Prioritize solutions with strong security measures, like encryption and user access controls, to protect sensitive data and comply with regulations |
| Mobile Access | If your team works remotely or on-the-go, ensure the system offers solid mobile access and offline capabilities to maintain productivity anywhere |
| Support Services | Assess the availability and quality of customer support. Quick and helpful support can resolve issues promptly and prevent workflow disruptions |
Trends in Cloud Document Management Systems
In my research, I sourced countless product updates, press releases, and release logs from different cloud document management system vendors. Here are some of the emerging trends I’m keeping an eye on:
- AI-Driven Insights: Vendors are incorporating AI to provide intelligent document analysis and insights. This helps users quickly find relevant information and make data-driven decisions. For example, some systems offer AI-powered search that improves over time with usage patterns.
- Blockchain for Security: Blockchain technology is being used to enhance document security and integrity. This helps ensure that documents are tamper-proof and verifiable, which is particularly useful for legal and financial sectors.
- Voice Recognition: The integration of voice recognition allows users to manage documents hands-free. This feature is becoming more common in systems where quick access and multitasking are essential, such as in healthcare.
- Collaborative Editing: Real-time collaborative editing is becoming a must-have, enabling teams to work on documents simultaneously. This feature is crucial for remote teams that need to maintain productivity and cohesion across different locations.
- Sustainability Focus: More vendors are highlighting eco-friendly practices, such as reducing paper usage and energy-efficient data centers. This trend appeals to businesses looking to improve their environmental impact while managing documents digitally.
What is a Cloud Document Management System?
A cloud document management system is a digital solution for storing, organizing, and accessing documents online. Professionals like project managers, legal teams, and HR departments use these tools to improve collaboration and efficiency.
Search, version control, and access permissions help with managing large volumes of documents securely and efficiently. Overall, these tools save time and reduce the hassle of handling paper documents.
Features of Cloud Document Management Systems
When selecting a cloud document management system, keep an eye out for the following key features:
- Document storage: Provides a centralized location to keep all your file versions, making them easy to retrieve and manage.
- Document version control: Tracks document changes and maintains a history of edits to ensure your team always works with the most current version.
- Access permissions: Allows you to control who can view or edit documents, enhancing security and compliance.
- Search functionality: Offers advanced search options to quickly find documents based on keywords or metadata.
- Real-time collaboration: Enables multiple users to work on the same document simultaneously, improving teamwork and productivity.
- Automated workflows: Streamlines processes by automating repetitive tasks to save time and reduce errors.
- Mobile access: Lets users access and manage documents on-the-go, which is essential for remote teams.
- Compliance support: Helps meet industry regulations by providing tools to manage and protect sensitive information.
- Encryption and security: Protects data with encryption and security protocols that ensure your documents remain confidential.
- Customizable templates: Offers pre-designed templates that can be tailored to fit your specific business needs, speeding up document creation.
Benefits of Cloud Document Management Systems
Implementing a cloud document management system can provide several benefits for your team and your business. Here are a few you can look forward to:
- Improved collaboration: Real-time editing and sharing features help your team members work together efficiently, no matter where they are.
- Enhanced security: Encryption and access controls protect sensitive documents, keeping your data safe from unauthorized access.
- Increased productivity: Automated workflows and quick search capabilities save time and reduce the effort needed to manage documents.
- Cost savings: Reducing paper usage and storage needs cuts down on operational costs, making your business more efficient.
- Better compliance: Compliance tools ensure that your documents meet industry regulatory requirements, minimizing legal risks.
- Scalability: The system grows with your business, accommodating more users and storage as needed without a hitch.
- Remote access: Mobile capabilities let your team access documents from anywhere, supporting flexible work arrangements.
Costs and Pricing of Cloud Document Management Systems
Selecting a cloud document management system requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in cloud document management system solutions:
Plan Comparison Table for Cloud Document Management System
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic storage, limited users, and essential document sharing |
| Personal Plan | $5 - $15/user/month | Enhanced storage, single-user version control, and basic collaboration tools |
| Business Plan | $20 - $50/user/month | Advanced storage, multiple users, access controls, and workflow automation |
| Enterprise Plan | $50 - $100/user/month | Unlimited storage, enterprise-level security, compliance features, and priority support |
Cloud Document Management System FAQs
Here are some answers to common questions about cloud document management systems:
How does cloud document management integrate with other software?
Cloud document version control software often offers integrations with various software like CRM, accounting, and project management tools. This can help you streamline workflows by automatically syncing data across platforms.
Can cloud document management systems be customized?
Yes, many cloud document management systems allow customization to fit your specific business needs. You can often tailor workflows, access permissions, and user interfaces. This flexibility helps ensure the system aligns with your processes and improves user adoption across your team.
What security measures do cloud document management systems offer?
These systems typically include encryption, access controls, and audit trails to protect your documents. Regular updates and compliance with industry standards further safeguard your data from potential threats.
How do cloud document management systems handle large volumes of data?
Document management software is designed to scale with your business, accommodating increasing data volumes. Features like advanced search and indexing can also help you manage and retrieve documents efficiently. This scalability ensures that your system remains effective as your document needs grow.
Are there mobile capabilities in cloud document management systems?
Yes, most modern document control software offers mobile access through apps or web interfaces. This allows your team to access and manage documents from anywhere, which is essential for remote work. Mobile capabilities ensure that your team stays productive, regardless of location.
What kind of support can I expect from cloud document management vendors?
Document version control system vendors usually provide a range of support options, including live chat, email, and phone support. Some also offer extensive online resources like FAQs, tutorials, and webinars. Reliable support helps you resolve issues quickly and maintain smooth operations.
How do cloud document management systems help team collaboration?
Cloud document management systems enable teams to access, edit, and share files in real time. Revision control tracks changes, allowing easy rollbacks. Annotations and comments streamline feedback, while task assignments and approvals ensure structured workflows. Teams can also collaborate from any location with an internet connection.
Why is version control important?
Version control ensures that teams are always working on the most up-to-date version of a document while keeping a history of past changes. It prevents confusion caused by multiple file copies and eliminates the risk of overwriting critical information. Version control tools also help track different versions of files, making it easy to identify changes and maintain an organized workflow.
Furthermore, if mistakes occur, you can revert to an older version without losing important data. When a new version is created, teams can compare it to previous ones to ensure accuracy. This is especially useful for teams that frequently collaborate on documents, ensuring accountability and consistency.
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