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What is the best document management software for Mac?
The best document management software for Mac is PandaDoc. PandaDoc is perfectly compatible with various document formats, plus it can support legally binding e-signatures. The platform also offers a vast library of free templates for business documents like receipts, proposals, and invoices.
We’ve all been there: unable to find the document when you need it most. As such, tasks can’t be completed, workflows are derailed, productivity takes a hit, collaboration suffers, and projects are stalled. These translate to lost time, money, and effort. You need document management software (DMS) to put a stop to document and information chaos.
With a document management system, you get a centralized location of organized information, secure access to your physical and digital content, history and audit trail, version control, support for multiple file formats, search tools and filters, document backup and recovery, and scalability.
But not all solutions have these features. That’s why we came up with this list of 12 best document management software for Mac to help fast track your research. Your choices are a mixture of cloud-hosted platforms, while some are Mac-dedicated on-premise solutions. We highlighted the key features, so it’s easy for you to compare the value propositions of each solution.
What are the 12 best document management software solutions for Mac?
Almost all the information that you and your employees access and work come in some form of a document. Did you know that it takes a professional 18 minutes just to search for a document? Adding them all up racks up to half the total time on the job. It has been found out that an average office loses one out of 20 documents and shells out $250 recreating each lost document.
While it only takes three minutes for employees to actually use the information they’ve searched, it takes them 3X longer to find, retrieve, and re-file the document. Document challenges take their toll on businesses, accounting for 21% in productivity loss. Below are the top four challenges encountered by employees when searching for information.
Most Common Challenges in Searching for Information
survey answers from employees
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Source: M-Files
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Document management solutions are often included as part of collaboration tools or project management platforms. This is because DMS facilitates document creation, sharing, and organization, which is an important function when you manage projects and do collaborative work with your team.
However, there are also document management software solutions that have specialized functions such as handling PDF (a global document standard) and managing emails (a still widely used tool for document exchange). How document management software is priced also varies greatly across solutions. You’ll come across these features and other capabilities in this list of top 12 document management software for Mac.
12 Best Document Management Software for Mac
Document Management System Software For Mac Windows 10
1. PandaDoc
PandaDoc is a popular web-based DMS solution for creating, delivering, and sharing documents online. It facilitates fast paperless processes with its ability to work with various document formats like Docs and PDF, support for legally binding e-signatures, and management of digital documents such as contracts, quotes, and invoices.
The software is ideal for use by organizations and departments where document creation, sharing, and delivery are important daily activities. Finance, marketing, sales, legal, operations, and HR teams can utilize the solution not only for building and organizing documents but also for controlling access by role and setting security mechanisms.
PandaDoc
Try out PandaDoc with their free trial
PandaDoc’s cloud platform is built to help you easily create and manage all kinds of documents. It provides a vast library of free templates for quick generation of receipts, invoices, quotes, proposals, agreements, and other types of business documents. You can customize your chosen template to use language and currency, and add corporate branding elements. Being an online solution, PandaDoc enables fast document approval with its built-in electronic signature function and supports anytime, anywhere collaboration by simply logging in and commenting on shareable files.
The software is offered in three plans – individuals, SMBs, and enterprises – starting at $15/user per month.
Highlights:
Real-time document tracking
Online document builder with a drag-and-drop editor
End-to-end DMS solution that integrates with existing storage, payment, and CRM apps
2. PinPoint
PinPoint works as a document management system with advanced features that can help you organize your files and your workflow. The platform’s features also go a long way in improving communication and collaboration between users.
The software comes with a built-in Automated Robot Integration Explorer (ARIE), which makes it easier for users to locate and access the files they need. Managers can also set access levels per user or group to improve security for sensitive files. For added convenience, ARIE can also automatically file and name documents based on their content.
PinPoint
Try out PinPoint with their free trial
In addition to ensuring file security, the software also helps you remain compliant with various data security standards. By using PinPoint, you can rest assured that your file storage system is compliant with standards such as HIPAA, ADA, FERPA, SOX, and OSHA, among others. An audit log feature helps you track system activity and provides accurate timestamps for each activity.
Aside from secure, automated document management, PinPoint also provides features for contact management. Through the platform, you can easily keep track of contacts, accounts, and campaigns. The system also lets you log appointments to ensure that nothing falls through the cracks.
PinPoint comes at just one paid plan, priced at $14 per month, per user. You can also contact the vendor to schedule a meeting with a dedicated project manager and receive one-on-one training for your team.
Highlights:
Automatic naming and filing of documents through ARIE
Store and edit a wide variety of file types, without leaving the software
Log appointments and store contacts in the system for easier contact management
3. Backlog
Backlog is a project management platform intended for developers. As such, it is built to support collaboration, communication, and coordination among technical and non-tech teams, helping them track projects, monitor issues, and manage tasks from one place.
The software is a project, task, and bug tracker, as well as a version control tool. It offers features such as charts, graphs, and milestones for keeping tabs on tasks and issues. It lets you break down tasks into manageable subtasks and checklists and set due dates to keep projects on schedule.
Backlog’s version control feature keeps track of code changes and allows you to discuss work and organize files from one platform. You’ll be able to keep all your files in a central location, have them always updated to the latest version, add files and comments directly to tasks, and invite clients and guests to view files and collaborate on projects. Files are kept in private repositories and can be set with role-based access and security.
Backlog is available as a cloud-hosted or on-premise solution and comes with Android and iOS apps. It offers a free plan for up to 10 users, one project, and 100 MB storage, and three paid plans that start at $20/month.
Highlights:
Built for tracking tasks and managing files for software developers
Robust version control for tracking, reporting, and updating changes
Keeps all project files in a centralized workspace
4. eFileCabinet
eFileCabinet gives you one powerful yet cost-effective DMS that is deployable via cloud or on-premise and accessible from your Mac computer. The software boasts of being one of the most advanced and secure document management solutions on the market.
It can automate and streamline capturing, organizing, securing, digitizing, tagging, and approving of files and business documents. As such, it enables you to simplify task workflows, speed up business processes, eliminate time-consuming paper works, and maximize the use of resources.
The vendor offers a comprehensive free trial to get you up to speed with the features.
This one-stop-shop DMS comes with a user-friendly interface, scalable platform, out-of-the-box security features, sophisticated business process automation, workflow designer, automation library, auto file naming/storage, and compliance and onboarding tools, among others. It provides a Zonal OCR tool that recognizes recently used files, routes them to the right recipients, and saves them to the assigned digital cabinet.
The whole process is done automatically. The software can integrate with popular CRM, accounting, and office applications and is optimized for both desktop and mobile devices.
Three plans are offered, priced from $15 to $55/user per month, and one with custom pricing for enterprises.
Free Document Management System
Highlights:
Scalable DMS solution for SMBs and enterprises of whatever industry
Large 5TB+ storage for enterprise requirements
Workflow automation for real-time document organizing, sharing, and approvals
5. Zoho Forms
Zoho Forms is a document builder software that makes it easy for you to share and create online forms, customize email alerts, and efficiently manage data. The online solution can create and gather forms from various sources and can work on a variety of systems and platforms.
The software specializes in building forms and automating workflows. It offers over 40 templates and themes so you can quickly create and customize forms for your business needs. Forms are embeddable and can be published on websites or shared publicly or privately. You can also fill forms offline with Zoho Forms’ mobile apps.
The software allows you to personalize your emails, send PDF copies of replies, or use form data to build contracts, event tickets, and other documents. You can tap the system’s smart engine and use conditional logic to trigger different actions based on responses you receive, such as assigning tasks, sending out emails, or displaying thank you pages, among others. Zoho Forms likewise enable collaborative data and document management so you can bring your team onboard to edit and review work.
The software is available in four paid plans starting at $10/month for one user.
Highlights:
Integrates with more than half a dozen other Zoho business apps
Feature-rich mobile apps for creating forms on the go
Up to 20 GB file storage for the top plan and unlimited forms and reporting on all plans
6. PDFelement
PDFelement is an on-premise editing program that lets you create, organize, and secure your PDF files. It is an easy to use but powerful PDF editor that can edit and annotate PDFs quickly, create and convert PDFs from other file formats, and fill forms and sign contracts. The software is built to be as simple and customizable as possible to give you total control over your PDF content. It harnesses intelligent technology, which allows you to perform modifications and conversions without affecting the style or formatting of your documents.
PDFelement is equipped with form data extraction and automated form recognition capability, which allows you to create and edit professional-looking forms with only one click using ready-made templates. The software is offered both for Windows and Mac machines, the latter with macOS 10.14.
PDFelement is priced on a per-computer basis, starting at $99.95 for one Mac. You can easily sign up for PDFelement free trial and get to know the features firsthand at no cost and without commitment.
Highlights:
Powerful PDF editing and OCR in over 20 languages
Smooth and user-friendly text editor with integrated spell check feature
Secure DMS with 256-bit AES encryption
7. Cisdem PDF Converter OCR for Mac
Cisdem PDF Converter OCR for Mac is a PDF management solution designed for Apple workstations. It is an all-around PDF creator, converter, compressor, and password remover wrapped up in one unified package. It is equipped with advanced optical character recognition (OCR) technology, which allows you to convert scanned PDFs into editable, searchable, and selectable documents in 27 languages. The OCR tool automatically recognizes all text, images, and elements then transforms scanned PDF files without losing quality, giving you accurate conversions.
Scanned PDFs can be transformed into editable files like Excel, Word, HTML, and other formats. It also allows you to encrypt and decrypt files and create professional-looking PDF from your existing document. With an intuitive drag-and-drop tool, you can merge files into one PDF, make files with other formats into PDFs, set PDF file size, select the quality of PDF output, and then add a password to PDF to safeguard data. The software works on machines with macOS 10.10 or later operating systems.
The on-premise system is offered at $49.99 for a one year license for one Mac and $59.99 for a lifetime license.
Highlights:
All-in-one PDF management tool for Mac
Fast conversion speed with the ability to batch convert 200+ PDF files simultaneously
Easy to use for any kind of business
8. Wrike
Leading online project management software, Wrike leverages speed, and flexibility to give you a smart and efficient document management system. It is multi-platform capable and can be used with your Mac and Windows computers. Wrike’s DMS is designed to help you quickly create, search, and use the right files and the right version to deliver projects on time. Whether you’re looking for an image, a marketing presentation, or a contract, the DMS solution can help you find the right files fast.
It is a simple to use digital asset search and management tool that starts from one thing – a task. From there, the system kicks into high gear – you can attach files from local or cloud storage, organize files and add them to your workflows, include comments on your files, and keep track of all your project documents and tasks from one location.
Wrike
Try out Wrike with their free trial
Being able to manage all your files and tasks from one platform speeds up task and project completion. It gives you visibility over every stage of the project – from creating tasks, attaching files, setting deadlines, discussing details, and monitoring work progress. No more wasting time switching between tools, folders, and browser tabs just to access and search for files. You get Wrike’s integrated search, version tracking, and file management capabilities to help you find files quickly and easily.
Wrike is free for up to five users. It has three low-cost monthly subscription plans for professionals, businesses, and marketers, and a custom-priced package for enterprises.
Highlights:
Live online document editing that supports a variety of files and formats
Automatic tracking of files changes with the latest version reflected instantly
Collaborative solution for discussing project tasks, managing documents, and sharing files
9. Templafy
Templafy is cloud-hosted document creation and management system designed to give you a simple to use platform that you can access anywhere from any device. Templafy is intended to solve document anarchy utilizing the latest company standards, meaning you get centralized governance to document creation workflow, document asset control, instant content delivery and distribution, and real-time document software updates. All these give you a smart way to manage, organize, and share business documents and content throughout your organization.
Templafy has a modular architecture that allows you to build the software according to the features you need. There are modules for templates and assets for document creation, for automating document management, keeping tabs on presentations, auto-deploying fonts based on user profiles, and managing email signatures, among others. Intelligent automation is applied to templates that are automatically loaded with up-to-date employee details and company details information, which speed up document creation processes.
Templafy’s pricing is by quote, based on modules and features that you need.
Highlights:
Extendable and scalable modular platform
Smart and automated document creation capability
Centralized content governance and digital asset management
10. Samepage
Samepage offers an online collaboration platform that allows you and your team to share and sync files, communicate through a built-in chat tool, schedule and assign tasks, and more. It is a comprehensive collaboration solution for organizations looking to empower their teams with easily accessible centralized information and one connected workspace. Samepage can be used by educational and non-profit organizations as well as company sales and marketing units. The software lets you share pages, files, and documents with anyone, with content, always kept updated and in sync.
There are native mobile apps to help teams access the software from anywhere and on any device. Files and documents stored in popular cloud storage services like Dropbox, Google Drive, Box, and OneDrive can all be integrated with Samepage and accessed directly from the app.
Only two plans are offered – a free one and an enterprise package that goes for $7/team member per month.
Highlights:
Feature-laden free plan for any number of team members
File management, sync, and transfer capabilities
Built to organize files, people, projects, activities, and more
11. PDFfiller
PDFfiller is an easy-to-use, online PDF management solution designed to help you edit, sign, and share PDF documents. It provides an array of PDF compression and conversion features as well as tools to view and edit, and split and merge PDF files. It also gives you the ability to e-sign and protect PDF files. The software provides you a simple and straightforward solution to process PDF content. You simply upload your document from your local storage to the PDFfiller website or add documents from the web or online sites by entering the URL, then have the forms filled, signed, and sent.
You can have fillable forms created right from within the online service with its vast library of customizable forms that you can search by name or description. You’ll be able to utilize your custom email address to add documents to your account, request documents via email, and integrate the app with popular tools like Slack, Xero, and Salesforce.
PDFfillers offers three paid plans with prices ranging from $6/month to $15/month.
Highlights:
Extensive library of 10 million fillable forms
No training or steep learning curve required
Introduces and prepares you for a paperless office
12. M-Files
M-Files provides a hybrid content management platform for managing, organizing, and tracking document and information. You can use it online, on-premise, or both, giving you flexible deployment options depending on your organization’s requirements. The software brings with it several features, including version control, e-signature support, mobile optimization, document templates, permission control, offline access, and automated workflows.
M-Files is equipped with a robust search engine for easy and fast finding of documents based on names, keywords, and document type, among others. M-Files gives you the unique ability to search inside the text of documents. The tool integrates seamlessly with popular external solutions like SAP, Salesforce, and NetSuite.
Pricing for M-Files is by quote based on a custom plan crafted to meet your specific company needs.
Highlights:
Smart platform designed to organize content based on what it is
Built-in AI automatically protects and categorizes information
Intelligent metadata layer brings together all disconnected data silos
The Right Document Management Software for Your Mac
So, which one among our top 12 document management software for Mac suits you best? You alone can answer that. Determine your work-use cases and business needs. Do you work with PDFs most of the time? Are you involved with creating, sending, and sharing documents? Is electronic signing and approval of documents one of your main responsibilities? The products we included in this list can address many of the document management situations that you may encounter or deal with.
Simply take stock of what you’ll be using it for and how much of the time you’ll be using it so you that you can get value for your investment. And if you’re into delivering projects, there’s even an all-around project management app with a robust document management solution built into it.
Now, if you’re looking for non-Mac specific solutions, we got you covered. You can head over to our comprehensive list of top document management systems for 2020.
Jan 26,2019 • Filed to: PDF Tips
Document management software allows for the monitoring, management, and storage documents, being a necessity for businesses that have made the transition from paper to electronic documents. It is a tool that helps streamline business operations, and ensuring that information gets to the right people at the right time. The main problem is that not all DMSs are supported by Mac. If you are looking to shop for Mac Document Management Software that allows you to handle digital files, you will want to check out the following document management software for Mac, including PDFelement Pro.
The 10 Best Mac Document Management Software
1. PDFelement Pro
PDFelement Pro is one of the most competitive PDF editors for Mac and Windows, allowing you to edit, convert, create, sign, protect PDF files and update electronic files without any trouble. This Mac document management software supports various formats, including Word, PowerPoint, Excel, HTML, ePub etc.
Key Features of This Mac Document Management Software:
Edit PDF texts, images, links and other elements
Markup and sign documents
Convert and create PDF files
Treat PDF like Word files
Merge multiple documents into a single PDF file
It is important to stress that PDFelement Pro is an easy to use tool, being designed with the Mac user in mind.
2. Dropbox
Dropbox makes it easy for you to store and find electronic documents in one repository. The cloud-saving service can be used equally on Mac. Dropbox works by creating a folder on your computer that is synchronized with their servers. You can bring documents, photos, and videos. Instead of being stored on the Mac device, the documents are duplicated to the cloud. Dropbox includes the following features:
Efficient syncing to all devices
Offline access
File sharing
Backup and file recovery
Installing Dropbox simplifies document management. What makes the file hosting service stand out is that it only allows authorized people to edit documents that are available in the system. Plus, users are notified of changes made.
3. G Suite
G Suite is yet another cloud-based service for Mac that allows you to store and track electronic documents. With G Suite, you can also:
Create documents, spreadsheets, forms, presentations, sites, and more
Gain access to Google Drive and Google Cloud Search
Connect to Gmail, Calendar, Google+, and Hangouts
Those who are sharing small numbers of documents with their colleagues will find the free version to be enough. For more complex capabilities, it is necessary to get a subscription-based version. Make sure to install the application on your Mac. To have mail messages and calendars synchronized, add your Google account to the Mac account.
4. Google Drive
Google Drive is a document management system that can be used successfully on Mac. The file storage system developed by Google permits writing and editing of documents by numerous people and supports common file formats like PDF and Docx. What you need to keep in mind is that with Google Drive, you can:
Create, share, and collaborate
Sync and retrieve files
Integrate apps
Convert PDF to text
Use research tools
To install Google Drive on Mac, you have to set up a Google account and download that Mac app that lets you use the cloud-based service. Creating Google Drive is not so complicated.
5. KnowledgeOwl
KnowledgeOwl is document management software for Mac that does not require a special learning curve. Simply put, is easy to use, providing a good experience. The online platform is useful for departments like customer service and human resources. These features make KnowledgeOwl truly worthwhile:
File upload
Create content like in Word processor
Auto-save
User permissions
6. Microsoft Office 365
Microsoft Office 365 is nothing like the traditional Office pack in the sense that you do not have to pay a high up-front price. What you do is select the subscription that you want and install it on different Mac computers. When Microsoft launches the new version of Office, you get it as part of your subscription. Microsoft Office 365 offers exclusive features, like:
Access Word, Excel, PowerPoint, Outlook, OneDrive
Administrator control
Insert links to stored files
Edit and convert PDF
Work offline and upload changes at a later time
The best way to get Office for Mac is Microsoft Office 365. This time Microsoft has come out with the best software.
7. M-Files DMS
M-Files DMS is, as the name clearly suggests, a document management system. This DMS lets you access your files from the any Internet-enabled iOS device, including Mac computers. It is simple to install and it brings about many benefits for businesses, including workflow improvement, information reuse enhancement, and avoiding data loss. M-Files DMS’s core capabilities are:
Support for scanned files and email
Version management
PDF conversion
Document check-in/check-out
Multiple Documents Format
The fact is that M-Files DMS is an application that is easy to implement and works well with all kinds of business applications. Attention needs to be paid to the fact that this solution operates through Windows Explorer.
8. PinPoint
PinPoint has an attractive user interface, so you can easily use the document management system daily. The software program was developed by LSSP Corporation, a leading provider of content management tools. This web-based solution is easy to install, maintain and update. Besides the fact that you can quickly get the latest version of the DMS, you can:
Share and export files
Stock unlimited files and folders
Edit and comment documents without altering the native format
Save all versions of a revised file
If you like to work on your Mac computer outside or if you have many monitors, opt for PinPoint.
9. Ademero Content Central
When it comes to document management software for Mac, the name Ademero Content Central naturally comes up. Ademero is a system that allows you to organize and store documents in a fashionable manner. Are you curious to find out what else it can do? Ademero features include:
Document collaboration
Search and retrieval
Convert paper files to MS Word and Excel documents
10. eFileCabinet
eFileCabinet is a Mac document management system that is suitable for business organizations that outsource their work. The DMS has surprising utility, empowering users to: