Is your team drowning in documents?
When you’re managing projects with shared drives and email attachments, it’s easy for critical information to get lost or fall out of date.
The real issue is that manual document handling creates bottlenecks, delaying approvals and frustrating clients who expect quick answers from your team.
According to research from Act!, 45% of SMBs rely on paper records for vital data. This reliance on outdated methods creates unnecessary risks and inefficiency.
A modern cloud-based system solves this by providing a single source of truth for all your files, ensuring everyone has the latest version.
In this article, I’ll review the 8+ best cloud-based document management software for SMBs to help you find the right fit for your team.
You’ll discover solutions that streamline workflows, enhance security, and scale with your business, so you can stop worrying about document chaos.
Let’s find your solution.
Quick Summary:
| # | Software | Target Users |
|---|---|---|
| 1 | FileCenter → | SMBs overwhelmed by paperwork needing simple file organization |
| 2 | Box → | Growing teams seeking secure collaboration and workflow automation |
| 3 | Revver Digital → | Sales-focused SMBs needing faster lead generation and deal closure |
| 4 | Laserfiche → | SMBs wanting automated workflows and compliance-focused management |
| 5 | DocuSign → | Businesses needing fast, secure electronic signatures and contract workflows |
1. FileCenter
Struggling to keep documents organized and accessible?
FileCenter offers user-friendly document management with built-in PDF scanning and editing, plus OCR to automate conversion and routing of files.
For SMBs overwhelmed by paperwork, it delivers consistent folder structures with reusable templates that make file organization simple and scalable across teams. This cuts downtime spent searching for documents and avoids lost files.
Here’s how FileCenter addresses these hurdles.
It transforms your desktop into a powerful document hub.
You can scan paper into searchable PDFs, edit and organize them in familiar folder setups, and retrieve anything instantly. FileCenter also integrates with popular Cloud providers like Google Drive, OneDrive, and Dropbox, giving your team flexible access both locally and remotely via Windows Remote Access.
Beyond organizing docs, its Client Portal securely exchanges files with clients, boosting collaboration without confusing workflows. Implementation help and training videos ease deployment for non-tech users, reducing adoption headaches. Its affordable pricing options suit small offices mindful of budgets.
FileCenter turns paperwork chaos into order.
While considering FileCenter for your document needs, you might also be interested in exploring other document management software for Windows PC options.
Key features:
- Built-in OCR and bulk automation: Convert scanned images into searchable PDFs and route documents automatically based on content, saving manual sorting hours.
- “E-file cabinets” with folder templates: Organize and store files with consistent, deeply nested folder structures reusable across teams for easy document retrieval.
- Seamless Cloud compatibility: Work directly with Microsoft OneDrive, Google Drive, and Dropbox files locally or in the cloud, plus secure Windows Remote Access options.
Verdict: FileCenter stands out as the best cloud-based document management software for SMBs by combining simple PDF editing, powerful OCR automation, and secure cloud integrations. Its ease of use and affordable pricing help growing teams organize files without disruption or complexity.
2. Box
Struggling to manage documents across your growing team?
Box offers intelligent content management with features like secure collaboration, automated workflows, and AI-powered tools to help handle your documents effortlessly.
By tackling scattered files and inefficient processes, Box ensures your content stays protected and organized with enterprise-grade security and compliance tools that keep sensitive data safe while allowing smooth teamwork anywhere.
Let’s dig into how it works.
Box simplifies document chaos by combining cloud storage with AI-driven insights.
It helps your team access, share, and co-edit files efficiently while maintaining control. With intelligent workflow automation, you can streamline approvals and repetitive tasks, saving time and reducing errors.
Plus, Box AI Agents automate data extraction and business processes, giving you smart workflows such as routing contracts or onboarding vendors without manual work.
Security is solid with AI-driven threat detection, granular access controls, and compliance with GDPR, HIPAA, and more, so your data stays safe at scale.
E-signature is also built in, allowing you to sign and track documents within Box, eliminating the hassle of juggling multiple apps and giving you unlimited free e-signatures.
All this combines into a single platform that integrates with over 1,500 apps, enabling your team to work efficiently and securely without switching tools.
Your document management headaches get much easier with Box.
Key features:
AI-driven intelligent workflows automate repetitive tasks and approvals, allowing your team to focus on what matters most without manual bottlenecks.
Enterprise-grade security and compliance protect sensitive content with real-time threat detection, granular permissions, and certifications like GDPR and HIPAA.
Built-in e-signature functionality enables seamless signing, approval, and tracking directly within your content ecosystem, streamlining transactions with unlimited free e-signatures.
Verdict: Box stands out as the best cloud-based document management software for SMBs by combining secure collaboration, AI-powered automation, and robust e-signature workflows. Its scalable platform and deep integrations help your team work smarter while keeping data safe and compliant.
3. Revver Digital
Struggling to manage documents efficiently in your business?
This software connects your sales and marketing processes with tools like SMS/MMS marketing and inventory management, specifically designed to speed up lead generation and sales.
By focusing on a comprehensive sales management system that links buyers, sellers, and brokers, it tackles the common issue of scattered workflows and delayed deal closures. This leads to faster deal completions and increased lead engagement, helping your team stay ahead.
Let’s explore how it helps you work smarter.
Revver Digital helps streamline operations by providing a suite of web-based sales management and marketing tools tailored to your industry’s needs.
Its modern web platform and mobile app ensure your sales team can connect and manage deals anytime, giving an edge to you and your business to close sales quickly and more efficiently.
Additionally, the integrated inventory management feature keeps your product data up to date, while the SMS/MMS marketing tools help you reach potential clients directly, boosting both engagement and conversion rates. These features combine to improve productivity and sales effectiveness for your team.
This is how you speed up business growth today.
While optimizing your operations, it’s also crucial to consider data protection. For insights, my guide on GDPR compliance in document management covers key steps.
Key features:
- Comprehensive sales management system that links buyers, sellers, and brokers to streamline deal flow and accelerate closing times.
- Integrated SMS/MMS marketing tools to boost lead engagement through direct, targeted communication with your audience.
- Inventory management functionality to keep product listings accurate and up to date, reducing errors and improving sales readiness.
Verdict: Revver Digital’s tailored sales management platform, combined with marketing and inventory tools, makes it a strong contender as the best cloud-based document management software for SMBs, especially focused on speeding up lead generation and deal closure for growing teams.
4. Laserfiche
Struggling to manage documents and workflows efficiently?
Laserfiche’s intelligent data capture and process automation help reduce manual tasks and centralize your content for better collaboration.
If you’re facing challenges with scattered files and slow approvals, Laserfiche’s platform keeps everything organized and accessible while ensuring compliance with audit trails and security standards.
Here’s how Laserfiche aids your team.
Laserfiche streamlines document management and workflow automation so your team can focus on what matters most.
Its AI-powered platform quickly processes invoices, contracts, and handwritten forms, giving you more time to drive business growth while underlining key data extraction and processing capabilities. This helps your sales, finance, and HR teams work smarter every day.
Beyond document capture, Laserfiche offers low-code automation with prebuilt solution templates that simplify creating custom workflows, saving your team hours. Integrations connect your essential apps, providing a single source of truth to access all documents without jumping between platforms.
Laserfiche’s comprehensive platform supports departments from accounting to customer service and legal compliance, helping SMBs improve productivity, secure content, and ensure governance.
It’s designed to fit your growing business needs.
While discussing document management solutions, my article on document management solutions for government agencies provides further insights.
Key features:
AI-powered intelligent data capture automatically extracts and processes complex documents such as invoices and contracts, reducing manual entry and accelerating workflows.
Low-code process automation with prebuilt templates lets your team create custom workflows easily, freeing up time for strategic priorities.
Wide integrations with mission-critical applications provide a centralized document hub, eliminating the need to search across multiple platforms.
Verdict: Laserfiche offers a robust set of features tailored to SMBs, including AI-driven capture, process automation, and tight integrations that help simplify workflows and maintain compliance. Recognized as a leader in Gartner’s Magic Quadrant, it stands out as the best cloud-based document management software for SMBs seeking productivity gains and secure content management.
5. DocuSign
Struggling with slow, manual document workflows?
DocuSign offers electronic signature and intelligent agreement management tools that speed up contract handling and automate complex processes.
This helps you avoid bottlenecks and confusion by providing a central system for sending, signing, and tracking agreements that is accessible on nearly any device, improving coordination within your team.
Let’s explore how it can help.
DocuSign solves these issues by combining easy digital signing with AI-powered workflow automation.
You can send documents to be signed from anywhere, add collaborative comments, and use shared templates while delivering agreements via apps your signers already use, all supported by multi-channel delivery through SMS or WhatsApp. This flexibility suits SMBs needing both efficiency and familiarity.
It also features customizable workflows through a no-code automation platform, so you can speed up contract reviews, approvals, and other agreement steps without tech headaches. With AI-driven insights from a central repository, you’re warned about renewals or risky language before they become problems.
Security is strong, with identity verification options and detailed audit trails to help your company stay compliant and build trust with clients.
It’s designed so your team can focus more on growing business and less on paperwork.
Key features:
- Electronic signature capabilities that allow you to send, sign, and track documents from almost any device, accelerating agreement completion and reducing delays.
- No-code workflow automation lets you build custom approval and contract processes tailored to your business without needing developers.
- AI-powered agreement insights provide reminders, risk detection, and data analysis from a central document repository, helping you manage contracts proactively.
Verdict: DocuSign combines user-friendly eSignatures, customizable workflow automation, and AI agreement management to address SMB pain points like slow contract cycles and compliance needs. With millions of users and proven time savings, it’s a leading choice for the best cloud-based document management software for SMBs seeking scalable, secure solutions.
6. Sanity
Struggling to manage content workflows effectively?
Sanity offers a real-time content workspace with flexible, customizable tools like Sanity Studio and an AI-assisted writing canvas designed to help your team streamline document creation and management.
This platform lets your team build and automate content workflows with full control over content operations. From configuring in TypeScript to deploying serverless functions that trigger on content changes, it addresses key pain points like workflow rigidity, slow updates, and fragmented tools. Sanity removes barriers to scaling content management while preserving content structure and reuse.
Here’s how it works for you.
Sanity powers content workflows end to end through a single content operating system.
It stores content as JSON in Content Lake, optimized for queries and delivery, so you can query anything with GROQ, serving content fast anywhere. Combined with an App SDK, you build custom dashboards and workflows without extra overhead, matching exactly how your team works.
Beyond building tools, automation shines with Compute and Agent Actions—serverless functions that react instantly to changes or use AI to adapt content. This means less manual updating and more dynamic content handling. Security and flexibility meet real-time collaboration and scalability to reduce operational friction.
Your team gets a platform that scales with your business needs.
Key features:
- Real-time, customizable content studio: Sanity Studio offers a feature-rich CMS customizable with TypeScript and React for evolving team workflows and faster collaboration.
- Content Lake database: Stores structured content as JSON, enabling efficient querying and fast content delivery worldwide from a real-time backend.
- Automation with serverless functions: Functions and AI-driven Agent Actions automate and adapt content changes, reducing repetitive tasks and speeding time to market.
Verdict: Sanity’s customizable content operating system lets SMBs manage, automate, and scale document workflows effortlessly. Its combination of real-time editing, content-optimized database, and AI-powered automation positions it as one of the best cloud-based document management software for SMBs aiming for productivity and growth.
7. M-Files
Struggling to organize your growing document chaos?
M-Files uses AI and metadata to help your team find and use documents faster, tackling inefficient searches and manual workflows.
If you’re juggling scattered files and slow processes, this platform’s ability to automate document-centric workflows cuts down on time spent creating, collaborating, and approving files, bringing more accuracy and less hassle.
Let’s explore how M-Files streamlines work.
M-Files simplifies document management by automating the way your team works with files and information.
Its smart metadata-driven system means your documents aren’t just stored; they’re instantly classified and searchable by business context, making it easy to access the right info when needed. This underlined feature boosts productivity and reduces errors by removing guesswork.
Plus, workflow automation handles approvals and collaboration, so fewer tasks slip through the cracks. M-Files also strengthens your document security by automating access controls, sharing permissions, and maintaining a complete audit trail, helping protect sensitive data and ensure compliance. These features come together to improve overall process efficiency across industries, including accounting, consulting, manufacturing, and more.
You get a solution that powers your team’s success.
Key features:
- AI-powered metadata system: Automatically organizes documents by business context, enabling quick and precise searches that save your team valuable time.
- Workflow automation: Streamlines document creation, review, and approval, reducing errors and speeding up your everyday processes.
- Security and compliance automation: Controls document access, supports secure external collaboration, and maintains full audit trails for peace of mind.
Verdict: M-Files stands out as the best cloud-based document management software for SMBs by combining AI-driven organization, workflow automation, and strong security. Trusted by over 5,000 companies, it delivers measurable efficiency gains and improved document control.
8. DocuWare
Struggling with manual document handling?
DocuWare offers automated workflows and secure cloud storage to reduce errors and speed up your document processes.
If you’re dealing with piles of paperwork, DocuWare’s platform helps your team eliminate tedious manual tasks. Its automated invoice processing and secure document archiving improve accuracy and reduce risk, helping you keep everything compliant and organized.
Let’s explore how this can work for you.
DocuWare simplifies your document workflows by digitizing and automating key business processes, making your team more efficient.
Its Intelligent Document Processing uses AI-powered OCR and handwriting recognition to automatically extract data, helping you save time and reduce mistakes by streamlining data capture across documents. This automation is perfect for accounts payable, contract management, or employee file handling.
Another big plus is the workflow management system that routes documents, tasks, and approvals according to your rules. Plus, you get secure archiving that keeps your documents safe but accessible when needed. Together, these tools help your team collaborate better and keep control over information flow without worrying about compliance or lost files.
This platform also integrates with tools like Microsoft Teams and Outlook, adapting well to your existing systems to lower the adoption barrier.
With DocuWare, you get a cloud-based solution designed around your needs.
Key features:
AI-driven intelligent document processing automates data extraction using optical character recognition and handwriting recognition, reducing manual input and errors.
Automated workflow management routes documents and tasks efficiently, enabling faster approvals and better team collaboration across departments.
Secure cloud document archiving ensures compliant storage, easy retrieval, and reliable protection of your critical business documents.
Verdict:
DocuWare’s mix of AI-powered automation, workflow management, and secure cloud storage makes it a top contender as the best cloud-based document management software for SMBs, delivering proven ROI and improved operational efficiency for growing teams.
Conclusion
Ready to tame your document chaos?
Choosing the right system is overwhelming. You need a tool that fits your workflows without the enterprise-level complexity or a painful price tag.
HashiCorp research reveals that 89% of organizations with high cloud maturity successfully achieve their business goals. This proves picking the right cloud tool directly fuels your company’s growth and ultimate success.
So, what’s my top recommendation?
After reviewing all these options, FileCenter truly stands out. It solves the organization puzzle without being complicated for a team that needs to move fast.
Its reusable folder templates and powerful OCR bring immediate order to your files. It’s simply the best cloud-based document management software for SMBs looking for practical, real-world results.
For additional insights, my guide on document security in management systems provides valuable perspectives.
I highly recommend you start a free trial of FileCenter to experience how quickly it can transform your document handling process.
You will get your valuable time back.
