What Is Document Management Software?
Document management software (DMS) is a system that helps businesses store, organise, track, and retrieve digital documents. Rather than relying on scattered folders, email attachments, or physical filing cabinets, a DMS centralises everything in one searchable location.
For professional services firms, from accounting practices to law firms, the right document management software can save hundreds of hours per year, reduce compliance risk, and make collaboration seamless across teams and clients.
But with dozens of platforms on the market, choosing the right one is not straightforward. Each tool is built for different industries, team sizes, and workflows.
Below, we break down seven document management software examples, covering what each does best, who it suits, and how they compare.
What to Look for in Document Management Software
Before diving into specific examples, it helps to know what separates a good DMS from a great one. Here are the core features to evaluate:
- Cloud-based access: The ability to access documents from anywhere, on any device, without VPN or local server dependencies.
- Search and retrieval: Fast, accurate search across file names, metadata, and document content so your team spends less time looking for files.
- Security and permissions: Role-based access controls, encryption, and audit trails to protect sensitive client data.
- Integrations: Compatibility with tools your team already uses, such as Microsoft 365, Xero, QuickBooks, or practice management software.
- Collaboration features: Version control, real-time co-editing, comments, and approval workflows that keep teams aligned.
- Automation: Auto-filing, document templates, and workflow triggers that reduce manual, repetitive tasks.
- E-signatures: Built-in or integrated electronic signing to eliminate printing, scanning, and posting.
- Client portals: Secure, branded spaces for sharing documents with external stakeholders.
The best document management software does not just store files. It fits into your existing workflows and actively reduces the time your team spends on document-related admin.
Top 7 Document Management Software Examples
1. SuiteFiles
Best for: Professional services firms (accounting, legal, engineering, insurance, construction, finance)
SuiteFiles is a document management platform built specifically for professional services teams. Unlike generic cloud storage tools, it combines document management, email filing, templates, e-signatures, client portals, and automation in a single platform.
What sets SuiteFiles apart is its deep integration with the tools professional firms already rely on, including Microsoft 365, Xero, and QuickBooks. Documents are organised automatically using smart folder structures and auto-filing rules, which saves teams an average of 235 hours per year.
Key features:
- Centralised document storage with powerful search
- Email management and filing directly from Outlook
- Unlimited e-signatures included in all plans
- Secure client portals for external document sharing
- Document templates and auto-filing automation
- Built-in integrations with Microsoft 365, Xero, and QuickBooks
Who it suits: SuiteFiles is ideal for small to mid-sized professional services firms that want an all-in-one platform rather than stitching together multiple tools. It is particularly strong for accounting firms, legal practices, and engineering teams.
Start a free trial of SuiteFiles or book a demo to see it in action.
2. Microsoft SharePoint
Best for: Large enterprises already using Microsoft 365
SharePoint is Microsoft’s enterprise content management platform. It functions as both a document management system and an intranet, offering libraries, metadata tagging, version history, and workflow automation through Power Automate.
SharePoint’s strength lies in its deep integration with the Microsoft ecosystem. If your organisation already uses Teams, Outlook, and OneDrive, SharePoint sits at the centre of that infrastructure.
Key features:
- Document libraries with metadata and version control
- Custom workflows via Power Automate
- Integration with Microsoft Teams, Outlook, and OneDrive
- Granular permissions and compliance tools
Limitations: SharePoint is powerful but complex. It often requires IT resources to configure and maintain, and the user experience can be overwhelming for smaller teams. It also lacks built-in e-signatures and client portal functionality without third-party add-ons.
3. DocuWare
Best for: Organisations focused on workflow automation and compliance
DocuWare is a cloud document management and workflow automation platform. It is designed for businesses that need to digitise paper-based processes, automate approvals, and maintain strict audit trails.
DocuWare excels at forms processing, invoice management, and HR document workflows. Its intelligent indexing uses OCR and machine learning to classify and tag documents automatically.
Key features:
- Intelligent document indexing with OCR
- Configurable approval and review workflows
- Strong compliance and audit trail capabilities
- Pre-built integrations with ERP and accounting systems
Limitations: DocuWare’s pricing is on the higher end, and its interface can feel dated compared to more modern platforms. Setup and customisation often require professional services engagement. For a detailed comparison, see our SuiteFiles vs DocuWare breakdown.
4. NetDocuments
Best for: Law firms and legal departments
NetDocuments is a cloud-native document management system purpose-built for the legal industry. It is widely adopted by mid-sized and large law firms for its security, matter-centric organisation, and deep integrations with legal practice management tools.
NetDocuments organises documents by matter, client, and practice area, making it easy for legal professionals to find what they need quickly.
Key features:
- Matter-centric document organisation
- Advanced security with encryption and access controls
- Email management for Outlook
- Collaboration workspaces for legal teams
Limitations: NetDocuments is heavily focused on legal, which means firms in other industries may find it over-specialised. Its pricing reflects the enterprise legal market, which can be prohibitive for smaller practices. See our SuiteFiles vs NetDocuments comparison for more detail.
5. M-Files
Best for: Enterprises that need AI-driven document classification
M-Files takes a metadata-driven approach to document management. Instead of traditional folder structures, it uses AI and machine learning to classify, tag, and surface documents based on what they are rather than where they are stored.
This approach works well for large organisations with complex filing needs across multiple departments and systems.
Key features:
- AI-powered metadata classification
- Connections to external repositories (SharePoint, network drives, CRM)
- Automated workflows and approval processes
- Strong compliance features for regulated industries
Limitations: M-Files can be complex to deploy and requires upfront investment in configuration. The learning curve is steeper than simpler DMS tools, and pricing is typically enterprise-level.
6. SmartVault
Best for: Accounting firms and tax professionals
SmartVault is a document management and client portal platform designed primarily for accounting and tax firms. It integrates with tools like QuickBooks, Lacerte, Drake, and other tax preparation software.
SmartVault’s focus on the accounting vertical means it understands the specific workflows around tax season document collection, client deliverables, and secure file exchange.
Key features:
- Client portal for secure document exchange
- Integrations with QuickBooks, Lacerte, Drake, and more
- Customisable folder templates
- E-signature capabilities
Limitations: SmartVault’s feature set is narrower than all-in-one platforms. It does not include email management or deep Microsoft 365 integration. For a side-by-side comparison, see our SuiteFiles vs SmartVault review.
7. iManage
Best for: Large law firms and financial institutions
iManage is an enterprise-grade document and email management platform used primarily by large law firms and financial services organisations. It focuses on knowledge management, AI-assisted search, and security.
iManage’s AI capabilities help surface relevant documents, detect conflicts, and manage knowledge across large practice groups.
Key features:
- AI-powered search and knowledge management
- Email management integrated with Outlook
- Security and ethical walls for conflict management
- Document collaboration and version control
Limitations: iManage is designed for large, complex organisations. Its pricing and implementation requirements put it out of reach for most small to mid-sized firms. For a closer look, read our SuiteFiles vs iManage comparison.
Document Management Software Comparison Table
| Software | Best For | Key Strength | Cloud-Based | E-Signatures | Client Portal |
|---|---|---|---|---|---|
| SuiteFiles | Professional services | All-in-one platform | Yes | Unlimited | Yes |
| SharePoint | Large enterprises | Microsoft 365 integration | Yes | No (add-on) | No (add-on) |
| DocuWare | Workflow automation | OCR and compliance | Yes | Yes | Limited |
| NetDocuments | Law firms | Matter-centric filing | Yes | No (add-on) | Limited |
| M-Files | AI-driven enterprises | Metadata classification | Yes | No (add-on) | No |
| SmartVault | Accounting firms | Tax software integrations | Yes | Yes | Yes |
| iManage | Large law/finance firms | AI knowledge management | Yes | No (add-on) | No |
How to Choose the Right Document Management Software
With so many options available, narrowing down the right DMS comes down to a few key factors:
1. Match the tool to your industry. Generic platforms like SharePoint work for large enterprises, but professional services firms benefit more from purpose-built tools that understand their specific workflows. A platform designed for manufacturing will look different from one built for financial services.
2. Evaluate total cost of ownership. Some platforms look affordable at the per-seat price but require expensive add-ons for e-signatures, client portals, or advanced automation. Look for platforms that include these features as standard.
3. Prioritise integrations. Your DMS should work with the tools you already use. If your team runs on Microsoft 365 and Xero, choose a platform with native integrations rather than relying on third-party connectors.
4. Consider adoption and ease of use. The most feature-rich DMS is worthless if your team will not use it. Look for intuitive interfaces, clear onboarding resources, and responsive support.
5. Think about scalability. Choose a platform that grows with your firm. What works for a 10-person team should still work at 50 or 100 without requiring a complete migration.
Frequently Asked Questions
What is document management software?
Document management software is a digital system for storing, organising, tracking, and retrieving documents. It replaces manual filing with searchable, centralised storage that teams can access from anywhere. Modern DMS platforms also include features like version control, collaboration tools, e-signatures, and workflow automation.
What are examples of document management systems?
Common examples of document management systems include SuiteFiles, Microsoft SharePoint, DocuWare, NetDocuments, M-Files, SmartVault, and iManage. Each serves different industries and use cases, from professional services to enterprise compliance and legal document management.
How much does document management software cost?
Pricing varies widely based on the platform, number of users, and included features. Entry-level plans for small teams typically start at $15 to $25 per user per month. Enterprise platforms like NetDocuments and iManage often require custom quotes. SuiteFiles offers transparent pricing with all features included in every plan.
What is the difference between a DMS and cloud storage?
Cloud storage (like Google Drive or Dropbox) provides a place to save files. A document management system goes further by adding metadata, version control, access permissions, audit trails, workflow automation, and compliance tools. A DMS is designed for structured, secure document workflows rather than simple file storage.
Can document management software replace email for client communication?
A DMS does not replace email entirely, but it significantly reduces reliance on email attachments for sharing documents. Platforms like SuiteFiles include secure client portals and email filing features that keep client communication organised alongside related documents, eliminating the need to dig through inboxes for attachments.
Choose the Right DMS for Your Team
The best document management software is the one that fits your team’s workflows, integrates with your existing tools, and grows with your firm.
For professional services teams looking for an all-in-one platform that combines document management, email filing, e-signatures, client portals, and automation, SuiteFiles is purpose-built for the way you work.
Start your free trial to see how SuiteFiles can save your team 235+ hours per year, or book a personalised demo to discuss your firm’s specific needs.
