Best document management software

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TL;DR

• Document management software gives teams a secure, searchable home for files, replacing the all-or-nothing sharing of a shared drive or spreadsheet.
• Softr stands out for pairing a native Softr Database with granular permissions, AI agents that can classify and extract data from uploaded files, and an AI Co-Builder that can generate the whole system from a plain-language description.
• SharePoint, Notion, and ClickUp are solid alternatives depending on whether you need deep Microsoft 365 integration, a flexible team workspace, or an all-in-one project hub.
• Quip is being retired by Salesforce and is no longer worth starting a new document workflow on. We flag it below with details. [.blog-callout]

Distributed teams. Paperless offices. Operational security. There are plenty of reasons why you might consider document management software to streamline the way you store and access important files in the workplace. In this article, I'll walk you through my favorite document management software platforms and highlight what I think makes each of them great.

Softr

Softr is an AI app builder for creating real business software without code, and document management is one of its most common use cases. Instead of a static folder structure, you get a proper Softr Database behind your files: one where documents can be categorized, tagged, linked to other records (like a client or a project), and secured with the same user groups and permissions that power the rest of the app.

As a long-time Softr user, what I like most is that document management isn't bolted onto the platform as an afterthought. You can describe the app you need to the AI Co-Builder and get a working database, interface, and permission structure in minutes, start from the Document Management System template, or build it manually field by field. All three paths land on the same fully editable app, so picking the fast route with AI doesn't lock you out of fine-tuning things by hand later.

Features

• A relational database built for documents: Rather than dumping every file into one flat table, Softr Databases let you split things out logically. For example, keeping a Documents table separate from an Invoices table, since invoices need numerical fields (currency, amount) for calculations that a standard contract doesn't. You can then link documents to the clients, vendors, or projects they belong to;
• Database AI agents that read and classify files: You can attach an AI agent directly to an attachment field so it reads an uploaded document and automatically classifies it (an NDA, a W-9, a certificate of insurance) or extracts structured data like invoice dates, vendor names, and totals into their own fields. That removes the manual review step most file storage tools still require;
• Granular, backend-enforced permissions: User groups and global data restrictions decide exactly who can view, edit, or delete each document. This is enforced on the backend, not just hidden in the interface, so a client logging in can only ever reach their own files, never anyone else's;
• Softr Workflows for what happens next: Once a document is uploaded, Softr Workflows can trigger notifications, route the file for approval, or move it into a different folder or status automatically. Softr partner Kateryna Kryvenda used exactly this setup to build a document collection portal that now handles document requests for 80+ accounting clients without back-and-forth emails;
• The Vibe Coding block for anything custom: Pre-built blocks (tables, lists, kanbans) cover most document management needs out of the box. For the rare custom view or interaction they don't cover, the Vibe Coding block generates it from a plain-language prompt and connects it directly to your data with permissions already applied.

Ease of Use

Softr is designed so people without a technical background can build and maintain their own tools. I found the interface builder clean and straightforward, with clear labeling and drag-and-drop customization.

You're never limited to one way of working. Ask the AI Co-Builder to add a kanban view, set up action buttons, or configure a new page, or make those same changes manually in the visual editor. Both approaches produce a fully editable result, so teams can move fast with AI and still have complete control when they want to adjust something by hand.

"I find Softr very intuitive and easy to navigate, which is great for someone who is not a programmer by nature. It integrates very nicely with Airtable and other databases we are already using... I also love the ability to control access globally, which is really important for data security and privacy." - Natalie S., Director of Operations, G2 review

Security

Document management systems often house sensitive and confidential information, making security a priority rather than an afterthought. Softr is SOC 2 Type II compliant, with all user data stored and hosted in Europe (Germany), which helps with GDPR compliance for teams handling EU data.

All traffic between a user's device and Softr's servers is encrypted with 256-bit TLS. On top of that, permissions and data restrictions are enforced server-side: hiding a button or a page in the interface isn't the only line of defense, since restricted data and actions can't be reached even if someone tries to bypass the UI.

Pricing

Softr's plans scale with the number of app users and database records you need, not with how many people help build the app:

• Free ($0/month): 10 app users, 5,000 database records, 500 workflow actions, and 5 AI credits per month, with unlimited apps, forms, and collaborators. Good for testing a document management setup before rolling it out;
• Basic ($49/month): 20 app users, 50,000 database records, 2,500 workflow actions, and 10 AI credits per month. Suited to small teams building a simple internal document library;
• Professional ($139/month): 100 app users (expandable), 500,000 database records, 10,000 workflow actions, 50 AI credits per month, and custom user groups. This is the tier most internal document management tools and client-facing portals land on;
• Business ($269/month): 500 app users, 1 million database records, 25,000 workflow actions, 100 AI credits, and advanced integrations like HubSpot, SQL databases, and REST APIs;
• Custom (contact sales): Everything in Business plus custom limits, SSO, advanced security, SLAs, and dedicated support for larger organizations.

SharePoint

SharePoint, developed by Microsoft Corporation, is a web-based collaborative platform that seamlessly integrates with Microsoft 365. Launched in 2001, SharePoint has evolved to become a cornerstone for many organizations, primarily serving as a document management and storage system.

SharePoint's capabilities extend far beyond just document management. It facilitates sharing information through intranets, implementing internal applications, and orchestrating business processes. I found one of its standout features to be its ability to centralize access to enterprise information and applications. This makes it an invaluable tool for managing internal communications, applications, and information at larger orgs.

SharePoint stands out to me as a robust and versatile platform, especially for businesses seeking a comprehensive document management solution that pairs well with Microsoft 365. Its integration with Microsoft Windows and Office ensures collaborative real-time editing and encrypted information rights managed synchronization. This capability can even replace existing corporate file servers and is meant to be paired with an enterprise content management policy.

Features

• Integrated document libraries: SharePoint's Document Libraries provide a centralized location to store, organize, share, and access documents. These libraries support versioning, allowing users to track changes to documents and revert to previous versions if necessary. Metadata, custom views, and permissions can be set for each document, ensuring that the right information is accessible to the right people;
• Advanced search capabilities: SharePoint's search functionality is robust and intuitive. Users can quickly locate documents based on content, metadata, or even the document's location. The search also supports refining results using filters and facets, ensuring that users can find the exact document they're looking for, even in vast repositories;
• Collaborative real-time editing: SharePoint seamlessly integrates with Microsoft Office applications, allowing multiple users to edit a document simultaneously. This real-time collaboration ensures that teams can work together efficiently, with changes being reflected instantly. The platform also supports comments, annotations, and task assignments within documents, facilitating clear communication among collaborators;
• Content approval workflows: SharePoint allows businesses to set up custom workflows for document approval. This ensures that any document, before being published or shared, goes through a predefined approval process. Workflows can be as simple as a single approval or as complex as multi-stage processes with conditions. This feature ensures that only vetted and approved content reaches the intended audience.

Ease of Use

SharePoint, being a product by Microsoft, benefits from the company's extensive experience in designing user-friendly software. As someone accustomed to the Microsoft ecosystem, SharePoint's interface felt extremely familiar and intuitive to me.

However, it's worth noting that opinions on the platform's ease of use are somewhat divided among users. Some users, especially those new to the Microsoft ecosystem or those using SharePoint's more advanced features, might find there's a learning curve. I personally felt that the platform's vast array of features and tools can be overwhelming for newcomers.

Luckily, SharePoint offers customizable dashboards, allowing users to tailor their workspace to their needs. This customization can make daily tasks more straightforward and efficient, as we can prioritize the tools and documents that are accessed most frequently.

Security

Microsoft has always been at the forefront of implementing cutting-edge cybersecurity measures, and SharePoint is no exception. Here's an overview of its security features:

• SharePoint ensures that data is encrypted both at rest and in transit using Advanced Encryption Standard (AES) 256-bit encryption;
• It regularly undergoes third-party audits to ensure its security measures are up to the mark;
• Data Loss Prevention (DLP) feature ensures that sensitive information, such as startup credit card numbers or social security numbers, is not inadvertently shared or leaked;
• SharePoint provides granular access controls, allowing administrators to specify who can access specific documents and what actions they can perform on them;
• It's equipped with built-in threat management features that monitor and neutralize potential threats like DDOS attacks;

Overall, SharePoint is easily one of the most secure and compliant document management tools that I've tested, with state-of-the-art cybersecurity measures to prevent data leaks and unauthorized access. It also integrates seamlessly with a host of other Microsoft security tools and platforms, enabling you to pile on more powerful security features as needed.

Pricing

Microsoft retired the standalone SharePoint Online Plan 1 and Plan 2 subscriptions as of May 31, 2026 (existing standalone subscribers keep service until December 2029). New customers now get SharePoint bundled into a Microsoft 365 plan instead:

• Microsoft 365 Business Basic: Around $7 per user per month, this bundles SharePoint with Teams, Exchange email, and the web versions of Office apps. It covers core document storage and collaboration for small teams;
• Microsoft 365 Business Standard: Around $14 per user per month, adding the desktop Office apps on top of everything in Business Basic;
• Microsoft 365 E3: Around $36 per user per month, aimed at larger organizations that need advanced compliance features and unlimited storage;
• Microsoft 365 E5: Around $57 per user per month, the top tier, adding advanced security, compliance, and analytics on top of E3.

Check Microsoft's current pricing page before committing, since these numbers shift with regional pricing and periodic increases.

Quip

[.blog-callout] Quip is being retired. Salesforce stopped offering new Quip signups on February 17, 2026, and existing accounts lose access after March 31, 2027. Salesforce is pointing Quip use cases toward Slack and Agentforce instead. We're keeping this entry for context (and because plenty of teams are still migrating off it), but don't start a new document management workflow on Quip. [.blog-callout]

Quip was a productivity platform designed to help enterprises collaborate. As part of the Salesforce ecosystem, Quip integrated with Salesforce processes, such as Account Planning, Mutual Close Plans, and Qualification Notes, letting users embed real-time, collaborative documents directly within Salesforce records.

At its core, Quip aims to foster a culture of action. I love how it unites a team's work and communication within a single platform, ensuring that tasks, discussions, and decisions are all documented in one place. Quip's documents feel like they are designed to be more than just static text; they are dynamic tools that facilitate teamwork and decision-making.

Beyond documents, Quip offers spreadsheets that are designed to be more than just data repositories. It also supports in-app chat, which isn't just a separate tool but is integrated into every document and spreadsheet. This unique approach ensures that data isn't isolated but is instead a part of the broader narrative.

Features

• Integration with Salesforce: Quip is deeply integrated with Salesforce, allowing users to embed real-time, collaborative documents directly within Salesforce records. This seamless integration ensures that teams can access and work on documents without leaving the Salesforce environment, making processes like Account Planning, Mutual Close Plans, and Qualification Notes more efficient;
• Dynamic spreadsheet management: Unlike traditional spreadsheets, Quip's spreadsheets are designed to be dynamic and contextually integrated. They can be embedded directly within documents, turning raw data into a narrative that aids decision-making. This unique approach ensures that data isn't just presented in isolation but is woven into the broader context of the document;
• Built-in chat functionality: Quip's built-in chat is an integral part of its platform. Every document and spreadsheet in Quip has an associated chat, allowing teams to discuss, provide feedback, and make decisions right within the document itself. This real-time collaboration ensures that all discussions are captured in context, reducing information silos and ensuring clarity;
• Advanced security and compliance: Quip places a strong emphasis on data protection, privacy, and compliance. With options like deploying to a single-tenant virtual private cluster managed by Salesforce, businesses have granular control over their data. Quip's commitment to transparency, compliance, and governance ensures that it meets the stringent requirements of even the most security-conscious organizations.

Ease of Use

Quip is often lauded for its straightforward user interface, real-time collaboration features, and seamless integration with Salesforce. That third feature is particularly useful for sales teams, because they can now manage files and documents directly within their CRM.

At first glance, Quip feels very straightforward, perhaps even a bit barebones. But this helps to focus on the task at hand without being overwhelmed by unnecessary features. All the important tools and solutions, such as project and task management, dynamic spreadsheets, as well as in-app chat, are still very present and do exactly what they advertise.

Quip's real-time collaboration capabilities are yet another icing on that proverbial cake. Not only can I leave comments and chat with my team, but it's also possible to edit the document with my fellow workers in real-time and see any changes pop up immediately.

Security

With the increasing amount of sensitive data being stored and managed in the cloud, the need for robust security measures has become paramount. Quip addresses this by bringing Salesforce-level trust and security to enterprise productivity. It provides the necessary security to protect sensitive data, while still allowing teams to work quickly and collaboratively.

Quip is fully encrypted and secure out-of-the-box, offering secure infrastructure services, granular permissions, and external sharing controls. These features are all easily customizable to cater to specific security and compliance needs of businesses.

For companies in highly regulated industries like financial services, manufacturing, healthcare, and the public sector, Quip has introduced Quip Shield. This is an advanced set of security measures designed to enhance trust, compliance, and governance without hindering work. It includes features like enterprise key management, event monitoring, and malware scanning.

Pricing

Quip previously offered three plans (Starter, Plus, and Advanced, ranging from roughly $10 to $100 per user per month), but since new signups are no longer available, pricing is only relevant to teams already on an active contract. If you're currently on Quip, start planning your migration to Slack or another tool on this list well before the March 2027 access cutoff.

Notion

Notion is a versatile workspace platform that aims to centralize all work-related documents and content, making it easier for teams to find, access, and collaborate on information. The platform's primary goal is to simplify the way teams work by consolidating various tools into one unified space.

It feels like Notion adapts to my needs, allowing me to make it as minimal or as powerful as I need it to be. This adaptability of Notion ensures that teams (whether they're in engineering, design, product, marketing, operations, or HR) can customize the platform to meet their varied document management needs.

To me, Notion feels more than just a document management tool; it's a comprehensive workspace that integrates documentation, project management, and collaboration. It also supports a host of different third-party integrations to further expand upon its core offerings.

Features

• Unified workspace: Notion's primary strength lies in its ability to consolidate various work tools into one unified platform. Whether it's notes, tasks, wikis, or databases, everything can be managed within Notion. This centralization eliminates the need to switch between multiple tools, streamlining workflows and enhancing productivity;
• Dynamic content blocks: Notion operates on a unique block-based system where each piece of content, whether it's a paragraph, a task, an image, or a code snippet, is treated as a block. These blocks can be easily dragged, dropped, and nested within each other, allowing users to structure content in a flexible manner;
• Templates and customization: Notion offers a wide range of templates for various use cases, from simple notes to complex databases. These templates provide a foundation, reducing the time and effort required to set up a document or project. Moreover, every template can be customized, ensuring that teams can mold Notion to fit their specific workflows and processes;
• Collaboration and Real-time Editing: Notion is built for team collaboration. Multiple users can work on a document simultaneously, with real-time updates ensuring everyone is on the same page. Additionally, each document or page has a built-in comment system, allowing for discussions and feedback directly within the context of the content.

Ease of Use

In all the time that I've spent fiddling with Notion during my experience working with various agencies, I found its design to be extremely intuitive and user-centric. It's almost like a fully functional digital notebook, offering a seamless experience for jotting down ideas, creating structured documents, or collaborating on projects.

The platform is designed to be straightforward, eliminating the steep learning curve often associated with other productivity tools. This ease of use is further accentuated by the platform's flexibility, allowing users to customize their workspace to fit their specific needs.

However, like any tool, there might be a slight adjustment period for newcomers, especially those transitioning from other platforms. This is not, in my opinion, anything similar to a traditional document management tool. Notion does a lot more than just store files and documents, so it can take a while to get a hang of the dynamic interface and features.

Security

Notion's infrastructure is designed to offer multiple layers of protection. Standout features include encryption, least privilege access, secure software development practices, and a public bug bounty program to identify potential vulnerabilities. There's also a dedicated information security team implementing new security controls and monitoring the platform for any malicious activities.

I especially love the amount of depth to the in-app data security and admin controls. Notion supports Single Sign-On (SSO) via SAML 2.0, user provisioning through SCIM, and activity tracking with audit log features. Enterprise administrators can also fine-tune permission controls, manage guests, and oversee team organizations. All of this comes together to provide a great degree of control and flexibility over how teams manage their data.

Notion has been attested by independent third-party auditors and holds certifications such as SOC 2 Type 2 and ISO 27001. It's also compliant with the EU General Data Protection Regulation (GDPR).

Pricing

Notion's pricing structure looks like this:

• Free Plan: Good for individuals organizing personal or work tasks. Includes unlimited blocks, a handful of guest invites, and a modest file upload cap;
• Plus Plan: Around $10 per user per month (billed annually), aimed at small teams. Unlocks unlimited file uploads, extends version history to 30 days, and removes the guest limit;
• Business Plan: Around $20 per user per month (billed annually). This is also where Notion's AI features live now (Notion Agent, AI meeting notes, enterprise search), since Notion folded the old separate AI add-on into this tier. It adds an audit log, SAML SSO, and workspace analytics;
• Enterprise Plan: Custom pricing, with advanced security, compliance, and dedicated support for larger organizations.

Check Notion's pricing page for current numbers, since per-seat SaaS pricing tends to shift year over year.

ClickUp

Positioned as an all-in-one solution, ClickUp aims to replace a suite of productivity tools by offering functionalities that span task management, document storage, goal tracking, and more. Its versatility is evident in its adaptability to various industries, from software development to marketing, ensuring that teams, regardless of their domain, can harness its capabilities.

I'm particularly fond of ClickUp's customizable workspaces. Users can tailor their environment to fit their specific workflows, ensuring that the platform aligns with their unique requirements. This customization extends to views, statuses, and even the tasks themselves.

ClickUp is not your typical document management tool but a holistic workspace solution. That said, it still offers all the features available in any traditional document management platform, as well as plenty more.

Features

• Building docs for any work type: ClickUp allows users to create versatile documents tailored to suit any kind of work. Whether it's for internal documentation, wikis, or project outlines, users can craft the perfect document. The platform supports nested pages and offers a variety of styling options, ensuring that documents are both functional and aesthetically pleasing;
• Editing and collaborative comments: Collaboration is at the heart of ClickUp's document management. Team members can work on documents simultaneously, making real-time edits and leaving comments. This ensures that ideas are shared, feedback is instantaneous, and documents are always up-to-date;
• Tasks and widgets integration: ClickUp's document management is not isolated but deeply integrated with its task management system. Users can connect their documents directly to workflows, ensuring that documentation and task execution go hand in hand. This integration is further enhanced with widgets, allowing users to embed various elements directly into their documents;
• Organization and secure sharing: Keeping documents organized is crucial, and ClickUp offers features to categorize, tag, and structure documents effectively. Moreover, when it comes to sharing, ClickUp ensures that documents are shared securely. Users can define access levels, ensuring that sensitive information remains confidential, while still allowing for collaborative work.

Ease of Use

ClickUp may be feature-rich, but its learning curve is almost negligible as long as you know your way around any other task management tool. It's multi-layered though, with things getting progressively more complex as you delve into more advanced tools and integrations.

It's also extremely customizable, with multiple options for managing projects, tasks, and even documents. I can easily create your own workflow with ClickUp, one that suits the unique needs of my organization. I can also access this customized workspace on-the-go, using the mobile device and operating system of my preference.

Security

ClickUp is hosted entirely on Amazon Web Services (AWS), ensuring end-to-end security and privacy. AWS is known for its robust security measures, and ClickUp leverages these features to the fullest to provide a secure environment for its users.

The platform has also achieved audit certification for Service Organization Controls (SOC 2) Trust Services Principles, with a focus on security. Moreover, ClickUp has secured ISO 27001:2013, ISO 27017:2015, and ISO 27018:2019 certifications, which are considered some of the highest international standards for information security. All communications within the ClickUp web application are encrypted using TLS 1.2, ensuring a level of encryption akin to what banks and financial institutions use. Data stored in ClickUp is encrypted at rest using AES-256 encryption.

Pricing

• Free Forever Plan: Available at no cost, with a capped amount of storage and an unlimited number of tasks and members. Includes collaborative docs, whiteboards, kanban boards, sprint management, calendar view, and two-factor authentication;
• Unlimited Plan: Around $7 per member per month (billed annually), aimed at small teams. Adds unlimited storage, integrations, and dashboards, plus guests with permissions for controlled external collaboration;
• Business Plan: Around $12 per member per month (billed annually), aimed at mid-sized teams. Adds Google SSO, unlimited teams, custom exporting, advanced automation, and workload management;
• Business Plus Plan: Around $19 per member per month (billed annually), adding team sharing, more automation, and priority support on top of Business;
• Enterprise Plan: Custom pricing, with white labeling, advanced permissions, an enterprise API, SSO, and dedicated support.

ClickUp Brain (its AI layer) is sold as a separate add-on on top of any paid plan, with a lower tier for core AI features and a higher "Everything AI" tier for teams that want AI across every part of the platform. Check ClickUp's current pricing page, since AI add-on pricing in particular has shifted more than once.

Match the tool to how your documents actually move

The right pick depends less on feature checklists and more on how documents flow through your business today. If files mostly move between your own team, a workspace tool like Notion or ClickUp will feel familiar. If they move between your team and outside people (clients, vendors, contractors) and need real permission boundaries, a database-backed tool like Softr is worth the extra setup time, since it treats access control as a core feature rather than a bolt-on.

Whichever you choose, start with the data structure before touching the interface. Decide what a "document" record needs to look like, who should see it, and what should happen after it's uploaded. Everything else, views, dashboards, automations, is easier to get right once that foundation is in place.