DocuWare’s costs spiraling out of control?
You’re likely wrestling with rising subscription costs and workflows that just don’t fit your company’s evolving needs anymore.
The pressure is on to find a replacement, but choosing the wrong tool risks workflow disruption and even more wasted budget.
You’re not alone in this search. FileCenter reports that 77% of businesses are scaling their document solutions to fix these exact operational challenges. This shows your problem is widespread.
But you don’t have to sort through the noise alone. I’m here to help you pinpoint a cost-effective replacement that boosts efficiency.
In this guide, I’ve reviewed the best DocuWare alternatives to help you compare your options confidently. We’ll look at features, pricing, and who each tool is for.
You’ll get a clear path to reducing operational costs and implementing a system your team can actually adopt without major disruptions.
Let’s dive in.
Quick Summary:
| # | Software | Target Users |
|---|---|---|
| 1 | FileCenter → | Mid-sized companies needing affordable document management |
| 2 | Laserfiche → | Companies needing flexible, efficient document management |
| 3 | M-Files → | Companies seeking customizable workflows and better efficiency |
| 4 | Square 9 → | Mid-sized businesses needing customizable workflow automation |
| 5 | OnBase → | Organizations needing configurable workflow and strong case management |
1. FileCenter
Struggling to manage your growing document workload?
FileCenter offers PDF scanning, editing, and organized digital filing designed to cut down time spent searching and managing paperwork.
By turning your Windows desktop into a centralized hub, it helps you convert paper into searchable PDFs and store files in consistent, reusable folder structures. This means less frustration and more time focusing on important tasks without the usual document chaos.
Here’s how it helps.
FileCenter streamlines your document workflow by combining scanning, PDF editing, and file management in one easy-to-use tool.
You can create customized folder templates for your entire team, ensuring files are always stored in the right place. Plus, it works with popular cloud services like Google Drive, OneDrive, and Dropbox, letting you access documents wherever you are, while keeping all files secure and organized. This integration with leading cloud platforms makes collaboration easy and flexible for your business.
In addition, its PDF editor lets you scan, edit, and manage files without switching to another app. With support for top-rated scanners and expert setup assistance, your document processes become both reliable and hassle-free. These features combine to deliver smoother workflow adoption and fewer technical headaches.
FileCenter is built to save you time and lower document handling costs.
It offers affordable, stable, and user-friendly document management that fits easily into your existing operations.
Key features:
- Comprehensive PDF management and editing built directly into the software for seamless document creation and updates without extra tools.
- Customizable and reusable folder templates keep your team’s filing consistent and organized across projects or departments.
- Cloud service compatibility with Google Drive, OneDrive, and Dropbox ensures easy access and sharing, no matter where your files are stored.
Verdict: FileCenter combines essential document scanning, editing, and filing features with cloud integration and simple setup to address common pain points, making it one of the best DocuWare alternatives for mid-sized companies seeking cost-effective, stable document management solutions.
2. Laserfiche
Looking for smarter ways to manage documents?
Laserfiche offers AI-driven document management that centralizes and secures your content while automating workflows to improve efficiency and compliance. Its intelligent data capture automates extracting data from invoices, contracts, and forms.
If you’re struggling with complex processes and scattered information, Laserfiche helps by streamlining operations and boosting team productivity. Its AI-driven automation handles manual tasks, reducing errors and delays. This platform ensures consistent, accurate data capture across varied document types to ease your workload and accelerate decision-making.
Here’s how Laserfiche tackles these issues.
Laserfiche simplifies document management by turning piles of files into actionable insights, so you can focus on what matters most.
With features like low-code process automation and a wide array of solution templates, it helps you build workflows without coding. The platform’s ability to connect hundreds of applications through centralized integrations lets your team access all relevant files in one place, minimizing lost time and frustration.
Another advantage is its wide industry and departmental focus—whether it’s finance, HR, IT, or supply chain, Laserfiche tailors solutions to your needs. Its secure platform also supports audits and records management, helping you stay compliant while saving time. Companies like DHL credit it with streamlining operations and enabling growth in complex environments.
Enjoy effortless workflow customization and strong data governance.
Key features:
AI-powered intelligent data capture automates extracting information from multiple document types, reducing manual entry errors and accelerating business processes.
Low-code process automation and prebuilt templates let your team create custom workflows quickly without needing deep technical skills, increasing operational efficiency.
Robust integrations across hundreds of applications let users access all necessary documents from a single platform, cutting down on time wasted searching across systems.
Verdict: Laserfiche stands out with its AI-driven data capture, customizable low-code automation, and extensive integrations, making it one of the best DocuWare alternatives for companies needing flexible, efficient document management and compliance. Its success with clients like DHL shows its ability to boost productivity and adapt to complex workflows.
3. M-Files
Struggling to find documents quickly enough?
M-Files uses metadata-driven document management and AI-powered search to help you easily locate and use information without digging through folders.
This approach eliminates the need to remember where files are stored, enabling your team to work faster and smarter with automated workflows that boost efficiency and reduce errors in document-centric processes.
Here’s how M-Files makes a difference.
The platform enhances information management by automating workflows across creation, collaboration, and approval stages to streamline everyday tasks.
Its key capabilities include intelligent document organization based on content, underlined by AI-powered automation that fits naturally into how your team works, reducing time spent searching or managing files.
Beyond just managing documents, M-Files strengthens security and compliance by automatically enforcing access controls, securely sharing files externally, and creating detailed audit trails so you reduce business risk while maintaining easy collaboration. Further, its industry-specific solutions, from accounting to manufacturing, tailor automation and information control to your specific needs, ensuring you get measurable gains.
Experience improved productivity and control with a system designed to adapt and simplify your document workflows.
Key features:
- Metadata-driven document management organizes files by content and context, eliminating missed information and ease document retrieval across your company.
- Workflow automation streamlines document creation, collaboration, review, and approval processes, reducing errors and saving your team hours each week.
- Built-in security and compliance tools automate access permissions and maintain audit trails to minimize risks without blocking user productivity.
Verdict: M-Files offers adaptable automation, intelligent search, and robust compliance, making it one of the best DocuWare alternatives for companies seeking customizable workflows, reduced costs, and improved efficiency. Over 5,000 customers report significant workflow improvements using M-Files.
4. Square 9
Looking for smarter ways to manage your documents?
Square 9 offers AI-powered capture, secure storage, and configurable workflows to tackle manual processes and improve efficiency.
By turning paper and digital files into searchable archives, it solves the headache of lost information and slow approvals with intuitive digital workflows that match your existing processes.
Here’s how the solution can help.
Square 9’s platform reduces paper clutter and boosts productivity with automated document capture and smart indexing.
With Enterprise Content Management, Web Forms Management, and Business Process Automation, you’ll easily capture, route, and store information across departments, cutting down on manual work and errors.
It also features advanced OCR with generative AI, ensuring data extraction is both fast and accurate. This means fewer bottlenecks during approvals and improved data reliability for finance, HR, legal, and more.
The software supports flexible integration with tools like QuickBooks and PowerSchool and is used across industries including education, agriculture, and manufacturing. Clients report saving hundreds of administrative hours and reducing paper use by over 50%, improving visibility and collaboration between teams.
This makes it ideal for growing companies needing to customize workflows without disruption.
Square 9 fits your organization by automating tedious tasks and making information instantly accessible when needed.
Key features:
AI-powered document capture and indexing: Fast, accurate data extraction converts paper and PDFs into searchable business information, reducing manual errors significantly.
Configurable workflow automation: Flexible routing and approvals adapt to your unique business processes, improving communication and speeding up task completion.
Robust integration options: Connects smoothly with accounting, education, and industry-specific systems to maintain continuity without costly IT changes.
Verdict: Square 9 stands out among the best DocuWare alternatives by combining AI-driven capture, scalable workflow automation, and proven integrations. It helps mid-sized businesses slash costs, save hundreds of hours, and enhance team efficiency with minimal disruption.
5. OnBase
Struggling to manage complex document workflows effectively?
OnBase offers intelligent capture and process automation to tackle manual tasks and disorganized information flows.
By using features like automated multichannel capture and configurable workflows, it helps you reduce errors and delays. This means you get real-time visibility into content and process efficiency without disrupting current operations.
Let’s explore how it handles these issues.
OnBase streamlines your work by organizing and optimizing content, processes, and cases into one platform. It intelligently captures data from multiple channels with automatic classification for immediate accessibility.
Its process automation tools include customizable forms, rules, and workflows that route documents and handle exceptions, helping your team focus on higher-value tasks instead of repetitive ones.
Additionally, the platform supports comprehensive case management by managing all related content—documents, emails, tasks—and ensuring compliance through approvals and verifications. With collaboration features like version control, notifications, and secure sharing, your team stays aligned and efficient. Integrations keep your data consistent, allowing OnBase processes to be accessible from key applications, boosting productivity even further.
OnBase aligns with your goals for smoother workflows and cost control.
Key features:
- Automated multichannel capture enables immediate data use by classifying and verifying content from various sources, reducing manual input and errors.
- Configurable process automation routes tasks and exceptions through customizable forms and built-in rules, enhancing efficiency and workflow consistency.
- Comprehensive case management integrates documents, emails, and approvals to streamline case-related workflows while maintaining compliance and security.
Verdict: OnBase stands out among the best DocuWare alternatives by offering configurable workflows, powerful automation, and strong case management that ease operational pain points and improve efficiency. Real-world users report streamlined onboarding and financial operations with visible ROI.
6. OpenKM
Looking for a better document management system?
OpenKM offers comprehensive tools to manage digital content and simplify your workload with features like document security, workflows, and automatic tasks that directly address operational bottlenecks.
If you’re struggling with inefficient processes or limited customization, OpenKM provides a flexible platform to tailor workflows and integrate easily, giving your team the ability to reduce manual work and boost productivity through powerful customization and automated document handling.
Let’s explore what this means for your operation.
OpenKM helps you organize documents and records with a unified system that improves access and control while reducing errors and delays.
With user collaboration and advanced search functionalities, it makes finding information quicker and supports smooth teamwork, which means less wasted time and frustration for your staff.
The platform’s modular nature lets you add exactly what you need, from records management to knowledge sharing, while its developer tools enable you to build custom applications tailored to your business needs.
OpenKM’s security features include document-level controls and audit trails to protect sensitive data, giving you peace of mind.
By streamlining processes, automating validation rules, and offering extensive integration options, OpenKM helps you increase efficiency and lower costs.
You get a system that fits your workflows perfectly.
Key features:
Powerful workflow automation and task management: Automate document validation and tasks to reduce operational time and improve accuracy across departments.
Flexible integration and customization options: Adapt the platform to your existing systems through various integration methods and build apps with developer tools.
Comprehensive security and audit capabilities: Define user roles, enforce document-level security, and track all activities to protect your information and maintain compliance.
Verdict: OpenKM stands out as one of the best DocuWare alternatives by offering adaptable workflows, strong automation, and seamless integration that help your team reduce costs and improve process efficiency, making transitions smoother and boosting productivity.
7. Dokmee
Looking for better document management options?
Dokmee offers powerful automated data capture and enterprise content management features designed to reduce manual work and cut costs. Its wide file support and unlimited scanning help your team stay organized.
Many companies wrestle with complex workflows and rising expenses, but Dokmee tackles this with fully automated data capture and flexible workflow design that fits your exact needs. You can avoid annoying per-scan fees and shape processes without being locked into preset solutions.
Here’s how Dokmee takes control of your document chaos.
Dokmee solves your document management headaches with scalable ECM and capture solutions.
Its suite includes enterprise content management, cloud ECM, and mobile access, offering flexible collaboration and secure file sharing. This makes sharing files and editing versions easy across your team, wherever they work.
The software also supports intelligent document capture with features like Magic Indexing, barcode recognition, and OCR, which speeds up digitization and reduces manual data entry errors. Combining these with rules-based routing and automatic notifications means workflows are smarter and less prone to delays.
Plus, Dokmee’s electronic form software lets you build custom forms quickly, removing developer bottlenecks. Together with audit logs and Active Directory integration, these tools help your organization stay compliant and efficient.
Enjoy a streamlined workflow that matches your business needs.
If your organization operates globally, you might find my guide on implementing multi-language support helpful for boosting collaboration.
Key features:
Unlimited scanning with no per click charges: Reduce operating costs while capturing and indexing documents using advanced AI-powered Magic Indexing.
Flexible workflow automation: Automate multi-user approvals, notifications, and document routing tailored exactly to your processes.
Cloud and mobile ECM access: Collaborate securely from anywhere with real-time file sharing and version control to boost productivity.
Verdict:
With customizable workflows, powerful AI data capture, and versatile cloud access, Dokmee stands out among the best DocuWare alternatives for mid-sized companies needing cost-effective, scalable document management. Users report faster invoice processing and increased user satisfaction.
8. PairSoft
Looking for a smarter way to handle documents?
PairSoft’s AP automation and document management tools reduce manual work and improve workflow accuracy. It captures, validates, and retrieves documents directly inside your ERP system.
This means less time hunting down files or fixing errors. With features that streamline invoice processing and procurement, you get better control of purchase approvals and audit readiness while cutting costly mistakes and delays.
Here’s how PairSoft helps you boost efficiency and cut costs.
PairSoft simplifies routine work with AI-powered automation and integrated document management that fits your existing ERP.
Its intuitive AP Automation lets you capture invoices via multiple channels and automatically extract data with OCR. You can then create transactions in your ERP with a single click, improving accuracy and speed. This uses AI to fill in GL coding and PO matching, saving your finance team time and reducing errors.
Beyond AP, PairSoft offers procurement tools that enhance vendor communication, track budgets, and automate purchase approvals. Everything fits within one platform that boosts collaboration across devices and locations. Plus, you gain a 360° view with analytics and reporting to support smarter decisions.
These features work together to reduce manual data entry, accelerate approvals, and enable stress-free audits, making your workflows smoother and your team more strategic.
Efficiency and cost savings go hand in hand here.
Key features:
- Embedded document management inside your ERP: Capture, validate, and retrieve documents easily to ensure audit readiness and reduce manual filing errors.
- AI-driven AP Automation: Automate invoice capture, PO matching, and GL coding to speed approvals and eliminate costly mistakes.
- Streamlined procurement with vendor management: Automate P2P workflows, budget validation, and approval routing to improve spend control and supplier relationships.
Verdict:
PairSoft stands out by combining AI-powered automation, seamless ERP integration, and procurement workflow tools that eliminate tedious tasks and reduce costs. Its proven results in speeding approvals and saving employee time make it one of the best DocuWare alternatives for mid-sized businesses aiming for efficient, scalable document processes.
9. Folderit
Looking to cut costs while improving document workflows?
Folderit offers robust features like automated approval workflows, granular permission controls, and advanced OCR content indexing to help streamline your operations.
If you’re juggling complex access rights and compliance needs, Folderit builds in custom password policies and two-factor authentication that secure your documents without slowing your team down. Its triple data backups and audit trails also give peace of mind for regulatory standards like GDPR and HIPAA.
Let’s dig deeper into the solution.
Folderit simplifies document management by centralizing storage with secure access levels tailored to your team’s needs.
You can customize metadata fields and link related files, making it easier to organize and retrieve documents based on your unique workflows. This helps reduce time wasted searching and supports detailed filtering practices for busy operations managers.
Additionally, Folderit’s electronic signature workflows integrate with DocuSign and support advanced eID formats. Automated reminders, retention scheduling, and email-driven import improve task follow-ups and compliance adherence, ensuring no document gets overlooked while reducing manual steps.
On top of that, Folderit supports Microsoft 365 integration and offers mobile-friendly access plus a desktop sync app, so you can manage files anywhere without disruption.
Boost your team’s efficiency with Folderit’s user-first approach.
Key features:
- Highly secure document storage with 256-bit encryption, triple backups across multiple locations, and strict compliance for GDPR, HIPAA, and ISO 27001 standards.
- Flexible, granular access controls including preview-only, upload-only, and fully customizable permission levels to protect sensitive content while enabling collaboration.
- Powerful automation tools like approval workflows, electronic signatures, automated numbering, reminders, and retention schedules designed to save time and improve compliance.
Verdict:
Folderit is among the best DocuWare alternatives thanks to its intuitive UI, enterprise-grade security, rich automation features, and deep customization options. Trusted by thousands worldwide, it supports smooth migration and flexible integration that mid-sized operations managers appreciate when seeking cost-effective efficiency gains.
10. Upland Software
Struggling with costly and rigid document management systems?
Upland Software offers AI-driven content lifecycle automation and knowledge management tools that tackle integration challenges and streamline workflows.
By automating document capture, intelligent routing, and AI-enhanced processing, it saves time and cuts operational costs while delivering consistent, accurate results—helping your team handle more with less effort. Its robust knowledge management solutions boost agent productivity and customer self-service, reducing training needs and support tickets. These strengths provide a flexible platform to fit complex business workflows without disruption or surprise expenses.
Here’s how Upland helps solve these issues.
Upland’s suite covers content capture, AI-powered knowledge management, and automated workflows to handle documents smartly and reliably.
Its Content Lifecycle Automation tools use AI for document capture, fax, and delivery, while its AI-enhanced workflow automation helps cut manual processes across departments, allowing your IT and operations teams to focus on higher-value tasks.
Plus, their AI-powered knowledge management products deliver accurate answers across channels, reducing training time by 75% and improving agent efficiency, all backed by proven customer successes demonstrating improved productivity and cost savings.
This combination allows your team to reduce costs and improve efficiency steadily.
While considering improvements, you might find my guide on 10 Must-Have Document Management Software Features helpful for your team.
Key features:
AI-driven document capture and processing: Automates document workflows with intelligent routing and cloud-based fax services to accelerate operations and reduce errors.
Omnichannel AI knowledge management: Delivers fast, accurate answers to improve agent productivity, customer self-service, and compliance in regulated environments.
AI-enhanced workflow automation: Cuts manual tasks across departments, enabling your team to focus on strategic priorities and boost overall efficiency.
Verdict:
Upland Software’s AI-powered document processing, omnichannel knowledge management, and automated workflows make it one of the best DocuWare alternatives for mid-sized companies seeking adaptable, cost-effective software that reduces training time and cuts operational costs while improving productivity.
Conclusion
Time to end your workflow headaches.
Choosing the wrong replacement for DocuWare can seriously disrupt your team and drain your budget. I know the pressure to get this decision right is immense.
Fortune Business Insights reports that the right system delivers a 45% reduction in manual errors and faster decisions. That’s a massive efficiency gain your small business can’t afford to miss.
So what’s my top pick?
After reviewing all the options, FileCenter is my top recommendation. It directly tackles the high costs and complex workflows that frustrate so many DocuWare users.
I love how it combines powerful scanning, PDF editing, and organization into one affordable package. It’s one of the best DocuWare alternatives for easy adoption.
I highly recommend you start a free trial of FileCenter and see how it streamlines everything for your team firsthand.
You’ll slash costs and boost productivity.
