Lost in a sea of business documents?
As a small business owner, keeping your files organized is probably one of your biggest headaches, especially when things get busy. Between chasing down the latest contract version and worrying about data security, it is easy for your document workflows to spiral out of control.
Not only does this create daily frustration for you, but it can also slow down your team and lead to costly mistakes if you misplace a critical file. Disorganization and inefficient storage can even put your business at risk for compliance breaches.
According to research shared by IDC, employees spend nearly 30% of their workday searching for information, which hits small business owners like you right in the pocket. When every minute and dollar counts, this inefficiency adds up fast.
Finding the right document management software is key to running an organized, efficient business.
That is why I have created this guide to the best M-Files alternatives for 2025.
You will find solutions here that help with secure storage, easy retrieval, and streamlined operations.
Let’s dive right in.
Quick Summary:
1. FileCenter – Best for organizing, scanning, and managing business documents with intelligent OCR and cloud integration.
2. Laserfiche – Ideal for AI-driven document management, powerful data capture, and low-code workflow automation for productivity.
3. Revver – Top choice for automating document workflows and team collaboration with bank-grade security and AI capabilities.
4. Box – Excellent for secure content management with AI insights, enterprise-grade security, and integrated collaboration tools.
5. DocStar – Best for robust automation of data capture, flexible deployments, and streamlined document management processes.
1. FileCenter
Is lost paperwork wasting your time and energy?
FileCenter offers an easy, powerful way to organize, scan, and manage your business documents. By turning your Windows desktop into a centralized document hub, it helps you stop struggling with chaotic filing systems or lost files.
Its intelligent OCR scanning and PDF editing convert paper or image documents into searchable, editable files, making retrieval a breeze. You can create and apply consistent folder templates across your team so documents always stay organized the way you want.
You’ll spend less time hunting for files.
Plus, FileCenter integrates seamlessly with Google Drive, OneDrive, and Dropbox, so your cloud documents work just as smoothly as local files.
It also comes with a secure client portal that makes exchanging files with customers easy and safe.
What impresses me is how FileCenter combines scanning, editing, and file management into one simple interface—for small business owners who want both power and ease of use.
FileCenter eliminates paper clutter and chaotic digital files, so your office runs more efficiently and securely.
Key features:
- Smart OCR and PDF editing tools let you easily convert paper documents into searchable PDFs and edit them without extra software, cutting down your document handling time.
- Reusable folder templates keep your file organization consistent across your team, reducing mistakes and making finding files quick and painless.
- Cloud integration with top services like Google Drive, OneDrive, and Dropbox helps you access and manage documents securely whether in the office or on the go.
Verdict:
FileCenter is one of the best m-files alternatives for small business owners who need a straightforward, effective way to control their documents without complexity. It streamlines scanning, editing, and organizing, helping hundreds of users avoid lost paperwork and boost efficiency. Its affordable pricing and smooth cloud integrations make it especially appealing.
Start a free trial of FileCenter
2. Laserfiche
Need better document organization and efficiency?
Laserfiche uses AI-driven document management to centralize your content and streamline workflows, so you save time and boost productivity.
With its intelligent data capture, Laserfiche quickly extracts valuable information from any document type like invoices, contracts, and handwritten forms. This helps you stop wasting time on manual data entry and instead focus on growing your business.
It’s designed to make compliance easier by maintaining detailed audit trails and simplifying records management.
Laserfiche’s process automation uses low-code tools and prebuilt templates to handle repetitive tasks. This lets your team focus on higher priority work instead of getting bogged down by administrative headaches.
Integrations connect your existing systems, so you access all your documents in one place without hopping between platforms. You won’t lose track or waste time searching scattered files.
Laserfiche AI goes beyond basic document storage by helping you gain insights from your data and automating complex workflows with security and privacy in mind.
Centralizing your documents while automating routine processes means more productivity and less risk of compliance issues. This platform supports departments from finance to HR, legal, and supply chain, making it versatile for many industries.
Key features:
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AI-powered intelligent data extraction rapidly processes various documents, reducing manual input and improving operational efficiency for your business.
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Low-code process automation and templates free your team from repetitive tasks and help focus on strategic priorities that drive growth.
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Robust integrations with hundreds of apps unify your content in one centralized hub, eliminating time lost searching across multiple platforms.
Verdict:
Laserfiche stands out as one of the best m-files alternatives for business owners looking to organize documents while automating workflows. It helped DHL Aviation streamline and automate operations in Latin America. Customers appreciate its ease of use, strong compliance tools, and AI-powered capabilities that boost productivity and insight generation.
Book a free demo of Laserfiche
3. Revver
Frustrated by lost business documents and wasted time?
Revver automates and organizes your documents with AI-enabled workflows and automated folder templates to save you effort while boosting efficiency.
This platform tackles document chaos head-on by handling all your files in one centralized place. It manages documents throughout their entire lifecycle—from creation and storage to sharing and archiving. Revver instantly finds the right files when you need them, saving up to 20% of labor hours usually spent searching. It’s like giving you more time in your day without adding extra work.
It also makes team collaboration simple.
You can share files, send document requests, and even use integrated eSignatures, so everything flows smoothly. Revver removes tedious manual work by automating repetitive workflows like client onboarding or employee management. For even more ways to streamline your workflows, check out my roundup of best pdf document management software to simplify your files even further. This means fewer errors and faster results.
The platform secures your documents with bank-grade protection and fine-tuned access controls, helping you stay compliant without stress.
Plus, it adapts well across industries like healthcare, accounting, insurance, and manufacturing, making it a versatile choice regardless of your business type. If you’re in a specialized field like healthcare or research, you might also want to learn how to manage clinical trial documents electronically, which can boost compliance and cut down admin headaches.
Key features:
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AI-powered document organization: Automates folder structures and naming conventions to eliminate lost files and reduce wasted searching time.
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Workflow automation for repetitive tasks: Saves time and cuts human errors by automating document-driven processes like onboarding and claims handling.
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Secure collaboration tools: Enables seamless document sharing, eSignature, and communication, keeping your team productive and compliant.
Verdict:
Revver is a solid pick for the best m-files alternatives, especially if you want to automate document workflows and improve team collaboration. It helped thousands of customers save significant labor hours and accelerate business processes with workflow automation and instant document findability. Its strong security and versatility also make it a top option for business owners focused on compliance and efficiency.
4. Box
Struggling to manage your growing content efficiently?
Box offers an intelligent content management platform that helps you organize, secure, and collaborate on business documents seamlessly.
With Box, you’re not just storing files. You get AI-powered insights and automation that turn your unstructured data into useful knowledge. This means less time searching and more time making decisions.
Your sensitive business content stays protected.
Box provides enterprise-grade security with AI-driven threat detection, automated classification, and compliance tools. So, you can share and collaborate without worrying about data leaks or regulatory issues.
Collaboration is made simple.
You can co-edit, share, and approve files from anywhere, using AI automation to streamline workflows like contract approvals or employee onboarding. If your business handles high-volume HR documentation, you might benefit from discovering document management benefits for HR departments as well.
Box’s AI Agents extract key data and automate tasks, reducing manual work and speeding up processes.
Plus, its e-signature feature lets you get documents signed right where your files live. No switching apps, no missed deadlines.
Key features:
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AI-powered content insights and automation enable you to instantly summarize, analyze, and extract key data, helping you save hours and make informed decisions faster.
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Enterprise-grade security and compliance with real-time AI threat detection, granular access controls, and automated policies to keep your sensitive documents safe and compliant. If managing compliance is a concern, be sure to check out important documents for financial advisors to keep your firm protected and efficient.
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Integrated collaboration and e-signatures let you co-create, approve, and sign documents within Box, cutting down delays and improving team productivity effortlessly.
Verdict:
Box is a top contender among the best m-files alternatives for professionals who need secure, scalable, and intelligent document management. Its AI-driven automation and strong security helped Morgan Stanley Wealth Management create a more efficient and protected content workflow.
5. DocStar
Struggling to keep your business documents organized and efficient?
DocStar tackles this by offering robust data capture and extraction to reduce manual entry and boost accuracy.
Its platform automates workflows that help you streamline complex processes, saving time and minimizing errors. By centralizing content management, you can securely store, version, and easily retrieve documents whenever you need them. This means no more lost files or confusion over document versions.
You get greater control.
DocStar also puts a strong emphasis on security and compliance. You’ll benefit from features like access controls, encryption, and audit trails which protect sensitive info and keep your business aligned with regulations.
Another major plus is its flexibility—whether you prefer an on-premise setup or a cloud deployment, DocStar adapts to your needs, making scaling painless as your business grows.
The platform supports seamless integration with existing ERP systems and business apps you already use, so you won’t have to change your entire IT infrastructure.
Collaboration is smoother too.
DocStar enables easy sharing, commenting, and versioning among teams, keeping everyone on the same page. On top of that, you can work on the go with mobile accessibility, ensuring documents can be accessed and approved from anywhere.
This combination of intelligent automation, security, and flexible deployment makes DocStar an ideal choice for business owners looking to organize documents efficiently and improve productivity.
It’s all about taking the headache out of document management and letting you focus on growing your business. If your company has strict compliance needs, check out more about important documents for financial advisors that every firm should manage securely.
Managing compliance and workflow complexities is way easier with DocStar.
Key features:
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Advanced data capture and extraction to minimize manual input errors and speed up document processing for your business workflows.
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Customizable workflow automation streamlines document routing and approval, boosting productivity and reducing bottlenecks in your processes.
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Flexible deployment options and integrations ensure DocStar fits your existing IT environment and scales as your business grows without headaches.
Verdict:
DocStar is one of the best m-files alternatives for business owners who want to reduce document chaos and improve operational efficiency. It’s already trusted by over 4,000 customers, delivering up to 40% productivity boosts and 30% cost reductions, as seen in case studies like Franklin Foods. Its automation and compliance capabilities stand out for businesses needing secure, scalable document management.
6. Contentverse
Struggling to keep your documents organized and secure?
Contentverse solves this by letting you upload and organize documents easily into customizable folders, so you find what you need instantly.
You can automate workflows to get repetitive tasks done faster and more efficiently. This means less wasted time and smoother daily operations. The platform also supports real-time collaboration, allowing your team to annotate, comment, and manage tasks together seamlessly.
It ensures your documents stay safe.
With robust security controls and user permissions, you keep sensitive information protected from unauthorized access. If you’re interested in learning more about protecting sensitive information, check out my list of best document redaction software for additional ways to safeguard your data. Plus, Contentverse supports integrated digital signatures, so signing important papers is fast and secure.
The built-in advanced viewer lets you open, review, and highlight documents without switching apps. This minimizes disruptions and speeds up your review process.
I also appreciate the easy version comparison tool. It helps you track changes side-by-side, so you avoid confusion over document updates.
One more thing — Contentverse adapts well across industries like healthcare, legal, manufacturing, and finance, making it flexible for various document challenges.
By bringing all these features together, Contentverse can truly transform how you manage your business documents, helping you save time, reduce errors, and boost productivity.
Key features:
- Customizable folder organization and quick upload that drastically cut down the time spent hunting for files, so your workflow stays uninterrupted.
- Dynamic workflow automation and collaboration tools that allow you to automate mundane tasks while your team works together effortlessly in real time.
- Advanced security and digital signature integration to protect your sensitive information and speed up approval processes securely.
Verdict:
Contentverse stands out as one of the best m-files alternatives for small business owners who want a balance of simplicity and powerful document controls. Customers like Nimans saw immediate ROI by giving auditors instant access and retaining records for seven years. These features make Contentverse a trustworthy choice for securing, managing, and collaborating on documents with confidence.
Book a free demo of Contentverse
7. Mayan EDMS
Frustrated by lost or disorganized business documents?
Mayan EDMS offers a free, open-source solution designed to keep your documents organized, secure, and easy to find.
This platform helps you overcome document chaos with its robust features for scanning, indexing, and full-text searching your files. You no longer waste hours hunting for important paperwork.
Its workflow automation takes the hassle out of document review and approval processes, helping your team stay efficient and on track.
You get a tool that actually improves your document handling.
Thanks to version control, you can track changes and maintain document integrity over time.
Another standout is Mayan EDMS’s granular permission system, letting you control exactly who sees and edits each document, which is crucial for business compliance.
The software’s automatic metadata extraction further speeds up organizing files.
With built-in OCR, paper documents become fully searchable digital files, helping you digitize your office effortlessly.
Key features:
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Open-source & free to use, allowing you to customize the system fully while avoiding pricey licenses and vendor lock-in.
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Powerful document indexing and full-text search that dramatically reduces the time you spend looking for files and ensures nothing important slips through the cracks. You can take your file retrieval to the next level by checking out these steps to faster file access.
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Robust workflow automation and granular permissions that streamline your team’s document review process while keeping sensitive information secure and compliant.
Verdict:
Mayan EDMS is a solid pick if you want one of the best m-files alternatives for a small business owner who needs strong document control without breaking the bank. Its open-source nature combined with features like OCR and workflow automation make document management straightforward. Users have praised its detailed permission settings and ability to reduce document retrieval times significantly. If your business is in an industry where document management is tied closely to compliance and efficiency—like healthcare—you’ll want to explore the benefits of document management system in healthcare for even more insight into how tools like Mayan EDMS can help.
Start a free trial of Mayan EDMS
8. DocuWare
Struggling with lost or disorganized business documents?
DocuWare offers intelligent document processing that automates data extraction using AI-driven OCR and handwriting recognition, cutting down manual entry errors and delays.
This makes it easier for you to digitize, organize, and access important files securely—whether you are working remotely or in the office. Its cloud and on-premises options give you flexibility for where you store and manage documents.
You can trust DocuWare to handle your important files safely.
It supports streamlined invoice and contract management workflows.
Another great feature is its workflow automation that simplifies repetitive tasks like invoice approvals or employee file management so your team can focus on higher-value activities. DocuWare also integrates smoothly with apps like Microsoft Teams, Outlook, and SAP, making document handling a lot less complicated.
The platform’s secure archiving helps ensure you meet compliance requirements while keeping documents easy to find later.
The mobile apps mean you stay productive even when on the go.
Key features:
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AI-powered intelligent document processing: Automates data extraction to reduce errors and save your team valuable time on manual document entry.
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Customizable workflow automation: Simplifies and speeds up business processes such as invoice approval and contract management for greater efficiency.
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Robust security and compliance: Keeps your documents safe with secure archiving and audit-ready management to meet industry regulations and reduce risk.
Verdict:
DocuWare is an excellent choice among the best m-files alternatives for small business owners looking to eliminate paperwork chaos while boosting productivity. Companies like Denver Cold Storage have reported real-time invoice tracking that improved cash flow visibility and efficiency. DocuWare’s AI-driven processing and seamless integrations make managing documents effortless.
9. SKYSITE
https://www.skysite.com
Looking for smoother document management?
SKYSITE helps you manage, markup, and share construction documents from any device, anytime. This means you can keep your projects moving without the usual delays and confusion.
It offers easy access to your files wherever you are, so you won’t waste time hunting through cabinets or losing important papers. With real-time syncing across your team, everyone stays on the same page, reducing errors and boosting productivity. Their syncing feature is so reliable, one customer even said, “It just works really well,” unlike Dropbox’s sync problems.
Everything’s available on mobile too.
This means your site team or remote staff can instantly get updates without waiting for office hours.
SKYSITE’s archive system replaces expensive, messy storage with digital document management that saves you hours searching. You can keep all project details safely stored and easy to find.
Another key capability is the ability to mark up documents directly within the platform. You’ll avoid miscommunication and get approvals faster by sharing precise revisions instantly.
The platform is ISO 27001 certified, which means your documents are stored securely, lowering the risk of costly data breaches.
Key features:
- Mobile-first document access and syncing keeps your construction or project teams connected in real time, reducing delays and improving communication on-site.
- Digital archives to eliminate physical storage costs and wasted time, allowing you to quickly locate and protect your critical project records.
- In-platform markup and collaboration tools that simplify revisions and approvals, helping you avoid costly mistakes and project errors.
Verdict:
SKYSITE proves to be one of the best m-files alternatives for project managers and construction professionals who need reliable, cloud-based document control. Its secure, real-time syncing and digital archive helped NCB improve syncing efficiency over Dropbox, saving time and reducing errors significantly.
10. OPTIMAL SYSTEMS
Struggling to keep your business documents organized?
OPTIMAL SYSTEMS offers tailored digital solutions to centralize and secure your business documents efficiently.
Their platform lets you handle all business documentation from finance to HR with central access to all company-wide data sources and ensures smooth data exchange across applications. This way, you never waste time hunting for files or dealing with fragmented information. It helps you increase productivity by streamlining document handling for your whole organization.
You gain more control.
Improved transparency supports compliance and audit readiness effortlessly.
The software supports secure digital archives to replace paper piles, making it easier to store and retrieve documents anytime, anywhere. This is especially useful if you work in regulated industries or public administration where legal compliance and audit-proof records matter.
OPTIMAL SYSTEMS also offers cloud archive solutions that are scalable and fully integrated, allowing you to store large volumes of data safely over the long term.
You can manage digital personnel files digitally, simplifying HR workflows from recruitment to onboarding. For even more options, you may want to explore best NetDocuments alternatives to find a solution that fits your compliance and security requirements.
Whether you want to automate invoice processing or ensure compliant SAP document archiving, the platform adapts to your business needs.
Key features:
- Centralized access to all business documents so you can find and manage files quickly across departments while avoiding information silos and lost data.
- Secure and compliant digital archiving with audit-proof storage and cloud scalability that safeguards your documents and meets regulatory demands.
- Flexible solutions tailored to departments like HR, finance, and public administration, streamlining workflows and supporting e-invoicing and SAP integration.
Verdict:
If you are looking for the best m-files alternatives to organize and secure business documents, OPTIMAL SYSTEMS is a solid choice. Its customized digital archiving, cloud flexibility, and specific workflow solutions helped clients like large healthcare organizations and public authorities improve productivity and compliance. If you’re interested in exploring more ways to organize and secure files, take a look at the best Folderit alternatives as well. It’s designed to meet complex document management needs head-on.
Book a free demo of OPTIMAL SYSTEMS
11. Thax Software
Struggling to keep your business documents organized?
Thax Software offers Findentity, a modular system designed to manage documents, customer data, workflows, and more—all tailored to your specific needs.
This software helps you cut down wasted time by providing a flexible, all-in-one office management system that combines document management, CRM, dictation, speech recognition, and inventory tracking via RFID or barcodes. So, you don’t need separate tools cluttering your workflow.
Findentity adapts seamlessly to your industry whether you’re in legal, healthcare, construction, or public administration.
It’s fully customizable to your processes, which means you can streamline tasks and keep all your data secure in one place.
You’ll appreciate its integration features, connecting with common apps like MS Word, Excel, Outlook, SAP, and even legal software including RA-MICRO and beA, improving collaboration without switching platforms.
Another great aspect is its workflow management that automates task assignments and tracks progress, helping you stay on top without digging through endless files.
Plus, with powerful digital dictation and speech recognition support, your team can speed up documentation, reducing manual typing errors and accelerating client service.
This is why law firms using Findentity report saving half their work time, boosting both quality and efficiency significantly.
Key features:
- Modular and customizable system designed to perfectly fit your office demands, enhancing productivity while keeping document handling straightforward and secure.
- Seamless integration with common software like MS Office, SAP, RA-MICRO, and beA, so you can synchronize data and manage workflows without disruption.
- Comprehensive workflow and inventory management that automates processes and tracks physical assets with RFID or barcodes, reducing lost items and errors.
Verdict:
Thax Software’s Findentity stands out among the best m-files alternatives for professionals like legal advisors or healthcare managers, with its customizable modules and powerful integrations. Clients such as Kanzlei Kellner have reduced their workload by 50%, proving its impact on office efficiency.
Book a free demo of Thax Software
12. Humbee
Struggling to make your restaurant sustainable?
Humbee tackles this by measuring and reporting your current sustainability efforts clearly and simply.
It gives you a detailed sustainability report with a score, so you know exactly where your restaurant stands. Alongside this, it offers actionable recommendations to help you improve your green practices. This means you spend less time guessing and more time making effective changes.
Humbee makes sustainability easy.
Their interactive learning content uses engaging videos and quizzes to make crucial sustainability concepts stick for your team.
You can also track your team’s progress with metrics on course completion, quiz scores, and improvements. This helps you keep everyone accountable on the journey to greener operations.
If you’re curious about additional ways to simplify document management, you might want to explore some leading alternatives on the market.
What’s more, the courses are developed by sustainability experts with restaurant experience, so they really speak your language and industry needs.
Staff can even earn sustainability certifications, which is a great way to showcase your restaurant’s green commitment to customers and partners.
Key features:
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Comprehensive sustainability assessment and reporting that identifies your current green efforts and scores them, so you know exactly what to improve.
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Interactive, expert-led training with videos and quizzes designed specifically for restaurant teams, keeping learning effective and engaging.
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Trackable progress and certification that motivates your staff and proves your commitment to sustainability to customers and stakeholders.
If you’re dealing with workflow chaos and need clarity, consider reading up on document control vs management to optimize your team’s approach.
Verdict:
Humbee is a solid choice if you’re a restaurant owner looking to make sustainability a priority. It serves as one of the best m-files alternatives by combining reporting, training, and certification into one platform, helping you achieve measurable green goals. Many clients appreciate how clear reporting and actionable advice drive real improvements.
Conclusion
Overwhelmed by document disarray?
As a small business owner, the struggle to keep your files organized and accessible can be time-consuming and costly. The chaos leads not only to lost productivity but can also jeopardize compliance, creating even bigger headaches down the line.
In fact, IDC estimates that employees spend about 30% of their workday searching for information, which represents a major loss of time—and thus revenue—for your business. This inefficiency is something you can’t afford to ignore if you aim to streamline your operations and stay competitive.
To tackle these challenges effectively, I recommend turning to FileCenter. This powerful tool offers easy organization, robust scanning, and secure document management features that can significantly boost your efficiency. For example, its intelligent OCR technology simplifies your workflow so you can focus on what really matters—growing your business.
If you’re ready to take control of your documents and maximize productivity, I encourage you to start a free trial of FileCenter. Taking action today means better organization, enhanced collaboration, and a stress-free path toward efficiency.
Let’s transform your document management woes into streamlined success!
