# 5 Top-Rated Document Management Software for Small Businesses | Capterra > Searching document management software for small businesses? Check out these five top-rated document management tools catering to small businesses. Source: https://www.capterra.com/resources/document-management-software-for-small-business --- Administrative # 5 Top-Rated Document Management Software for Small Businesses By Preksha Buttan Preksha Buttan Writer Experience I am a writer at Capterra, where I've been providing expert insights to help small businesses find the right software solutions since Janua... [See bio & all articles](https://www.capterra.com/resources/author/pbuttan/) Published July 3, 2023 8 min read The shift from paper-based documentation to digitalization allowed small businesses to simplify various processes. However, managers handling larger teams often feel lost within hundreds or thousands of digital documents. Luckily, you can pass on that burden to [document management software](https://www.capterra.com/document-management-software/). Document management software offer various features, including document categorization and labeling for quick retrieval, that can simplify document management. However, you still need to ensure that the tool you pick meets your small business requirements. To help you make the right decision, this article highlights, in alphabetical order, the five top-rated document management software for small businesses based on user reviews. For each product, we include overall user ratings along with the highest-rated parameter, review excerpts from industry professionals, and product pricing. [Read more](#methodology). ## 1\. [DropBox Business](https://www.capterra.com/p/143068/Dropbox-Business/) #### Trial/Free Version - Free Trial - Free Version #### Highest-rated parameter Ease of use - 4.56 #### Commonly used by Professionals who work in information technology and services (6.3%), marketing and advertising (6.3%), computer software (4.6%) #### Starting price $9.99 per user per month (billed annually) #### Device Compatibilty \* Analysis Accurate as of May 2023 **Here are some review excerpts from small business professionals who have used Dropbox Business for document management:** "In general, my experience these months with DropBox Business is rewarding. Thanks to this software I have solved the need to keep my files safe, and at the same time it is easy for me to share them with whoever I want." "I love DropBox. I have been using it for years, and I always recommend it to my friends and family. It is a great cloud storage service that you can use on all your devices, including phones, tablets, PCs, Macs, and more! You can easily access your files from anywhere, anytime, as long as you have an internet connection. Dropbox Business makes sharing documents between different accounts simple with the integration of apps like Google Docs or Microsoft Office 365." "I used DropBox to share business documents, and I found it very useful, especially in the case of small files, which can be processed by any type of computer. My experience didn't go on for long as I was then asked to use another software by the work coordinator, but I would happily go back to using DropBox for its convenience of use." [Read all Dropbox Business reviews here](https://www.capterra.com/p/143068/Dropbox-Business/reviews/). ## 2\. [FileCloud](https://www.capterra.com/p/166916/FileCloud/) #### Trial/Free Version - Free Trial - Free Version #### Highest-rated parameter Functionality - 4.07 #### Commonly used by Professionals who work in information technology and services (23.4%), construction (10.8%), education management (6.3%) #### Starting price $12.50 per user per month (billed annually) #### Device Compatibilty \* Analysis Accurate as of May 2023 **Here are some review excerpts from small business professionals who have used FileCloud for document management:** "FileCloud's on-prem option was exactly what we needed to get into an intuitive "cloud" style file sharing and collaboration platform while still retaining full control of our data and keeping it onsite. Can't say enough good things about this product, it's very mature, well thought out and executed, and everything just works!" "FileCloud is a solid solution that, in most cases, doesn't cause problems for users and doesn't need a lot of work for support. I like the flexibility of the product to be implemented in most existing environments. I also appreciate the high support standards." "Integration over an existing file management system is easy, and the growth that we can provide a customer to extend access to their file system outside their office is exciting. The ability to provide a managed system that provides our customers/users to share large files/folders, provide collaboration solutions, and secure access to their own company shares has proven invaluable." [Read all FileCloud reviews here](https://www.capterra.com/p/166916/FileCloud/reviews/). ## 3\. [Firmex Virtual Data Room](https://www.capterra.com/p/131320/Firmex-Virtual-Data-Rooms/) #### Trial/Free Version - Free Trial - Free Version #### Highest-rated parameter Customer support - 4.93 #### Commonly used by Professionals in financial services (17.8%), law practice (11.1%), investment banking (9.6%) #### Starting price Available upon request from the vendor #### Device Compatibilty \* Analysis Accurate as of May 2023 **Here are some review excerpts from small business professionals who have used Firmex Virtual Data Room for document management:** "It is a very impactful tool. It is the best software to store all the important documents in one place with keeping the transaction process smooth. I really liked that you have the option to add users without them being able to see who all is in the data room. Overall, it is a great product." "The software is so user-friendly and easy to navigate, especially as an administrator. I have worked with other VDR in the past and find Firmex to be quite straightforward and much more pleasant to manage." "Administrative tools and controls make it super easy to manage diverse user groups. Setting up the data room from a well-organized internal file share is easy and efficient. Interface is relatively intuitive, and most users are able to navigate with ease." [Read all Firmex Virtual Data Room reviews here](https://www.capterra.com/p/131320/Firmex-Virtual-Data-Rooms/reviews/). ## 4\. [Google Drive](https://www.capterra.com/p/161425/Drive/) #### Trial/Free Version - Free Trial - Free Version #### Highest-rated parameter Ease of use - 4.73 #### Commonly used by Professionals in information technology and services (7.0%), computer software (6.4%), education management (5.7%) #### Starting price $1.99 per month (billed monthly) #### Device Compatibilty \* Analysis Accurate as of May 2023 **Here are some review excerpts from small business professionals who have used Google Drive for document management:** "Google Drive is very easy to use and organize, and can be accessed anywhere via login. It is so convenient to be able to hop on any computer and grab the files I need. Google's security is excellent, and they have a wide variety of permissions for files—viewer, commenter, and editor.  It is super easy to share documents and collaborate in real time." "Google Drive has been an important part of our organization as we have all our documents and data repository on Google Drive. The tool is not only easy to use but is also accessible remotely from anywhere. As our HR department and marketing department requires a lot of internal team collaborations and file sharing, Google Drive comes in handy with all the essential features and is free for up to 15 GB, which is great." "The main function of this software is to keep music and other crucial documents; we receive everything really quickly, so I like it. The ability to save a large amount of data, access my critical documents, and use it when I have vital job helped me enjoy working quickly. Google Drive is a program that has grown to be a necessary tool in everyone's life. I am grateful to Google for developing this program, which has greatly increased the safety of everyone's work." [Read all Google Drive reviews here](https://www.capterra.com/p/161425/Drive/reviews/). ## 5\. [Tresorit](https://www.capterra.com/p/150689/Tresorit/) #### Trial/Free Version - Free Trial - Free Version #### Highest-rated parameter Ease of use - 4.75 #### Commonly used by Professionals in information technology and services (14.8%), graphic design (4.9%), mechanical or industrial engineering (4.9%) #### Starting price $14.50 per user per month (billed annually) #### Device Compatibilty \* Analysis Accurate as of May 2023 **Here are some review excerpts from small business professionals who have used Tresorit for document management:** "As a private user, my #1 requirement was secure storage accessible from multiple devices and operating systems, which Tresorit implements excellently (Including Linux!). It is one of the only providers with file history, thus making the product excellent not only as storage but as a backup option as well. Customer service reacts quickly and provides helpful answers. I fully recommend Tresorit." "Tresorit is an excellent tool for securely storing and sharing files. Its security features are unparalleled, as Tresorit uses end-to-end encryption to protect data. I also appreciate the user management feature, which makes it easy to control who has access to each folder and file." "Providing hassle-free secure backups, automatic sync on different workstations—an easy means of providing download links for customers (for patches, demos, etc.)As an additional bonus (not the main reason for use), it is convenient to access copies of all important data from all over the world (copies of passport, id, insurance and tax documents...)" [Read all Tresorit reviews here](https://www.capterra.com/p/150689/Tresorit/reviews/). ## What features do document management tools offer? Document management software solutions offer core features such as: **Document capturing:** Convert paper-based documents to electronic files using scanning or image-capturing methods. This enables the storage, organization, and management of files within a document management system. **Document storage:** Upload, store, and manage documents in a centralized location within the document management solution for easy access. **Full-text search:** Find your documents by using specific keywords or phrases. The tool searches for those terms within the documents’ content and shows the best matches. All products listed in this report include the features mentioned above. Besides these core features, document management software commonly tends to offer: - Access controls and permissions - Activity tracking - Archiving and retention - Collaboration tools - Compliance tracking - Customizable templates - Document classification - Electronic signature - File conversion - File sharing - Search and filter - Version control - Workflow management ## How to choose the right document management software for small businesses Here are some factors to consider while you look for the best document management software for small businesses: - **Assess collaboration features**. Features such as real-time editing, commenting, and live chat allow you and your team to work on documents simultaneously. Smooth collaboration helps you work on projects, share ideas, and make real-time updates. It eliminates the need for back-and-forth file exchanges, speeding up the collaborative process. - **Check document storage capacity**. As a small business owner, your document volume will likely increase over time. Assessing the storage capacity of the document management software helps ensure that it can handle your current document load and accommodate future growth. Sufficient storage capacity will prevent the need for frequent upgrades or migration to a new system when you reach storage limits. - **Opt for a tool with a mobile app**. The mobile app of the document management software you’re considering will allow you to access documents on the go, improving productivity from anywhere, anytime. It may enhance document-related workflows by allowing real-time team collaboration, document sharing, and smooth approval processes. ## Common questions to ask software vendors before purchasing document management software for small businesses Consider asking your vendor the following questions so that you find the best document management system for your small business: Does the software offer a file lock feature? The file lock feature in document management software prevents unwanted file modifications and restricts two people from editing the same document simultaneously. The feature helps small businesses avoid undesirable actions on important files, which may otherwise lead to data loss. Does the software offer version control? Versioning is an important feature to consider in a document management solution. Ensure that the software you select allows you to store, compare and navigate different file versions. It should also track revisions and restore previous versions whenever required. What are the available data security features? Small businesses often deal with internal and external data security threats, including hacking and data breaches. Hence, consider a tool that offers robust security features, such as virus protection, data encryption, version management, and auditing capabilities to secure your data. ## Capterra's 2026 Software Buying Trends Report ### Download our 2026 Software Buying Trends Report to see how successful software adopters avoid disappointment and how your business can, too. * * * **Methodology** To be considered for this list, products had to: - Have at least 20 unique product reviews from document management software users in small businesses, published on Capterra between May 2021-2023. We selected the five products with the highest ratings to feature in this article. - Offer the following core document management features: document management, document storage, and full-text search. To determine which industries each product is "commonly used by," we check if at least 2% of reviewers come from a particular industry, and only then classify the product as having customers from that industry. Small businesses are defined as those with fewer than 200 employees. Review excerpts are passages extracted from longer reviews written by verified reviewers. We obtain these excerpts by applying an algorithm that considers factors including, but not limited to, length, topic coverage, and thematic relevance. Excerpts are evaluated for positive or negative sentiment and receive a sentiment score. Excerpts represent user opinion and do not represent the views of, nor constitute, an endorsement by Capterra or its affiliates. Excerpts are not edited for clarity or grammar. Read more about our editorial independence. * * * Looking for Document Management software?Check out Capterra's list of the [best Document Management software](https://www.capterra.com/document-management-software/) solutions. ### Was this article helpful? * * * ## About the Author [### Preksha Buttan](https://www.capterra.com/resources/author/pbuttan/) Preksha Buttan is a writer at Capterra. She provides insights to help small businesses identify the right software for their needs by analyzing more than 550,000 Capterra user reviews and nearly 48,000 interactions between Capterra software advisors and buyers. ### RELATED READING - [Free CRM Software vs. Paid: Features, Costs, and Comparison](https://www.capterra.com/resources/free-vs-paid-software-for-crm-guide/) - [Accounting Trends in 2026: How AI Is Changing Work, Skills, and Strategy](https://www.capterra.com/resources/accounting-trends-ai-software-changing-work/) - [Bookkeeper vs. Accounts Payable Software: Which One Should You Choose?](https://www.capterra.com/resources/category-compare-bookkeeper-vs-accounts-payable-software/) - [How to Unlock Real AI Benefits in Sales and Marketing](https://www.capterra.com/resources/ai-benefits-sales-marketing-software/) - [How To Build the Right Project Management Tech Stack for Your Business](https://www.capterra.com/resources/project-management-tech-stack/) - [5 Key Help Desk Software Features With Top Products That Offer Them](https://www.capterra.com/resources/help-desk-software-key-features/) - [Why You Need Project Management Software With ADP Integration](https://www.capterra.com/resources/project-management-software-with-adp-integration/) - [Help Desk Software for IT Support: Features and Benefits 1,300+ Users Value](https://www.capterra.com/resources/it-help-desk-software-features-benefits/) - [AI in Talent Management Software: The Bridge Between Recruiting and Retention](https://www.capterra.com/resources/ai-talent-management-software/)