10+ Best Enterprise Document Management Software to Cure Data Silos in 2025
Does your enterprise handle large volumes of files?
Over time, these essential business documents can get siloed across different departments and technologies.
When data silos grow unchecked, critical insights are buried away within your systems, leading to missed market and improvement opportunities.
An Airtable study discovered that 80% of businesses struggle with data silos. With information isolated in different systems, poor decision making grows rampant.
However, you can break down data silos with the best document management software for enterprises. These tools allow you to digitize paper documents and convert them to searchable PDF files that you can now easily find and retrieve.
Coupled with seamless integration options for ERPs, CRMs and other technologies you may use, they unite and synchronize data between multiple systems to shatter silos.
If you’d like to improve your accounting processes and cash flow, check out this article I wrote about the best document management software for accountants.
In this article, we’ll discuss the best enterprise document management software to cure data silos in 2025 and help you unlock business insights for better decision-making.
Quick summary:
1. FileCenter – Best for user-friendliness and cost-effectiveness.
2. M-Files – Best for automating document management.
3. PandaDoc – Best for streamlining document approvals.
4. DocuSign – Best for managing contract documentation.
5. Nitro – Best for annotating and editing PDF documents.
Let’s get started.
How to choose an enterprise document management software
a) Consider the tool’s scalability
One important factor for choosing a document management system for your enterprise is scalability, because you want a tool that can grow with your needs.
In particular, I recommend cloud-based document management software that provides document storage in the cloud. This makes it easy to implement the software across the full extent of your enterprise and also allows you to scale up or down as per your needs.
b) Examine audit trail features
You should go with a document management software that provides clear audit trails as this will help you track document actions to eliminate fraud and improve accountability.
So when choosing a document management software, you should prioritize audit trails, which are also vital regulatory compliance features. These can assist you to comply with different legislations across all the jurisdictions that your enterprise operates in.
c) Assess pricing plans
Flexible pricing is also another key attribute of the best document management software for enterprises that can accommodate multiple users without massive price hikes.
Additionally, when selecting a file management software solution, you should consider those that offer a one-time payment plan. This can offset your long-term costs by eliminating recurring subscription purchases to keep your enterprise more profitable.
d) Prioritize e-signature features
One of the most vital tips for choosing document management software for enterprises is prioritizing e-signatures to streamline the batch processing of contracts.
With solutions that double up as electronic signature apps, you can improve turnaround time if you need to process large volumes of agreements for your enterprise. So this feature can help you save time and improve your contract management processes.
e) Consider file scanning speed
Your enterprise should also pay attention to software that offers high-speed document scanning capabilities to help you digitize large batches of documents quickly.
It should also be compatible with the best document scanners so that you can quickly digitize and sort large volumes of paperwork that your enterprise may handle. This will help to clear backlogs fast and prevent delays, while creating professional digital copies.
1. FileCenter
Need a simple-to-use digital filing system?
FileCenter can help you improve file management for your enterprise due to its simple electronic filing system that leverages efficient cabinets and drawers for storing files.In fact, it works similarly to Windows File Explorer, making it very easy to learn and use.
Since FileCenter’s digital filing system alleviates reliance on complex enterprise databases, it can therefore help to reduce your hardware and software needs.
It also offers a Windows document management software with a low-resource desktop client application that integrates seamlessly with your operating system, so you won’t have to purchase high-speed processors and other expensive technologies.
So this makes it the best document management software for enterprises in 2025, if you’d like to lower your enterprise’s IT hardware management costs.
Moreover, our software offers cloud integration with popular services.
By integrating with Dropbox and Google Drive, our software gives you remote access to information to boost data accessibility and productivity for your large organization.
Best features:
- FileCenter lets you create and collect e-signatures for important documents such as contracts and agreements. You can even create and save an e-signature template using its PDF editor to improve the batch processing of contracts.
- It offers high-speed and one-click, bulk OCR scanning technology that allows you to create and maintain a paperless office for your enterprise. The result is less dependence on paper, which improves cost-efficiency and eco-friendliness.
- You also get advanced PDF editing features that allow you to work with a very common enterprise document format. It even lets you convert files into more shareable types and merge and split PDFs for easy document customization.
Pricing:
- 15-day free trial.
- Starting plan: $97/user per year.
Verdict
FileCenter offers a simple digital filing system that doesn’t run on complex databases like other document management software, making it easy to learn and very cost-efficient. Additionally, you get powerful PDF editing capabilities, which enables your enterprise to review and collaborate on document work and approvals more efficiently.
2. M-Files
M-Files helps you automate iterative document work.
It leverages AI-driven business document process automation, enabling your enterprise to create and manage documents with minimal human intervention. This makes it an excellent solution for reducing human error and improving your productivity.
Moreover, M-File’s highly visual document management interface is very easy to learn and put to work, and it enables your staff to hit the ground running.
This is made possible by simple drag-and-drop features, as well as no-code document automation templates that alleviate the need for advanced tech skills. Therefore, it’s the best document management software for enterprises for simple document automation.
Furthermore, M-Files helps you find documents faster with its intuitive full-text search.
It allows you to look up documents as per their metadata and in-body text, ensuring faster and more successful document retrieval to minimize workplace frustrations.
Best features:
- You get metadata-driven document management that can help you lower the amount of time your enterprise wastes searching for the right information. This can also help you unearth related documents to boost your efficiency even more.
- M-Files gives you network folders that enable remote access to documents. You can save files you’d like to share with colleagues and clients in these folders, with any changes updated and synched in real-time thereby improving collaboration.
- It offers Microsoft 365 and Google Workspace integrations that negate strenuous data migration while making it easy to scale your enterprise. This also allows you to work in one interface without having to constantly toggle between applications.
Pricing:
- 30-day free trial.
- Contact M-Files for pricing.
Verdict
If your enterprise has a high-volume document workflow, I recommend M-Files which offers intelligent process automation to eliminate repetitive and mundane document work. However, it lacks out-of-the-box integration features for popular ERP & CRMs, so you may need to extensively create & customize APIs to accommodate existing tools.
3. PandaDoc
Need to draft professional electronic signatures?
PandaDoc lets you create e-signatures for documents or send files for e-signing, thereby streamlining signing processes for your enterprise and reducing delays.
Consequently, PandaDoc’s eSign feature accelerates your document approval processes to speed up various tasks and projects for your enterprise.
This is also partly enabled by its real-time version approval and document tracking, which delivers real-time updates about document actions and changes so you can follow up and address any process bottlenecks.
So I rate it as one of the best document management software for enterprises in 2025 if you’d like to solve lengthy document review challenges.
Just like FileCenter, PandaDoc can improve contract management for your enterprise.
It enables you to quickly create, share and track accurate agreements within your legal, HR, and sales departments, thereby enhancing contract visibility and reducing risk to improve enterprise contract management.
Best features:
- PandaDoc offers custom templates powered by a drag-and-drop editor that your enterprise can use to create on-brand and highly professional agreements quickly. This helps you to speed up iterative document generation work.
- You get a secure electronic signature feature that helps you eliminate traditional document signing. Now, you can conveniently collect signatures from any location and even enforce signing orders to reduce the risk of signing errors.
- PandaDoc comes with real-time document tracking that lets you know when a document was completed, viewed, or opened. Aside from improving accountability and document security, this enables you to perform easy followup.
Pricing:
- 14-day free trial.
- Starting plan: $19/user per month.
Verdict
PandaDoc offers powerful e-signature features and document analytics, which makes it an excellent option if you’d like to streamline document approvals for your enterprise. Nonetheless, I’ve realized that it sells integration add-ons that you may need for your existing software solutions separately, and this can significantly inflate initial costs.
4. DocuSign
DocuSign is purpose-built for contract management.
It offers seamless integration with Microsoft Office and popular CRM solutions so that you can monitor and track all your enterprise contracts in one place. This offers real-time data insights and contract visibility that help reduce various contract risks.
With automated contract generation, DocuSign also makes it effortless to accelerate iterative drafting and ensure more positive agreement outcomes.
In light of this, DocuSign is the best document management software for enterprises in 2025 and I particularly recommend it for enhancing contract management.
It’s also one of the top e-signature apps and software, largely because it allows you to digitally deliver documents for convenient and cost-effective online signing.
Interestingly, you can send out agreements via SMS and WhatsApp channels, allowing you to reach important contract parties effortlessly to accelerate the sign-on process. You also get real-time notifications to help you close business deals faster.
Best features:
- It offers automated document generation that operates within the Salesforce user interface. This enables you to generate professional sales reports instantly, revealing valuable market insights that can help you improve your offerings.
- DocuSign has AI-driven contract analytics that can unearth hidden opportunities and risks within vendor, partner and employee contracts. So you can make smarter and more profitable decisions when it comes to contract management.
- It enables multi-channel document delivery with direct links to files, which allows you to reach multiple document signers across different platforms. Consequently, this helps you to speed up multi-party signing processes for your enterprise.
Pricing:
- 30-day free trial.
- Starting plan: $10/user per month.
Verdict
If you need a proven tool to help you spot risks and opportunities in contracts, DocuSign offers advanced analytics that can improve contract management for your enterprise. That being said, I’ve realized it’s largely an e-signature and contract management tool, so it may not have all the advanced document management features you need.
5. Nitro
Want to edit PDF documents more efficiently?
Nitro is one of the most powerful PDF editing tools, and it’s compatible with iOS, macOS, and Windows systems. This makes it the best document management software for enterprises if your company uses multiple combinations of operating systems.
More importantly, Nitro allows you to convert files to PDF formats, which are more shareable and accessible to improve collaboration for your enterprise.
Just like with our software FileCenter, you can password protect PDFs that contain sensitive information, thereby reducing the risk of unauthorized data access.
But there’s more.
Nitro offers extensive file conversion features that allow you to convert Word, PowerPoint, Excel, and image files to PDF and vice versa. Thanks to this capability, you can ensure file compatibility with target end-user devices.
Best features:
- Its PDF to OCR feature lets you digitize paper documents and convert them to searchable PDF files for easy information retrieval. With PDFs more space-efficient compared to other files, this lowers your digital storage needs.
- Nitro offers identity checks and audit trails for digital signatures, which create a high-trust and secure document management environment built for compliance. This greatly reduces the risk of impersonation and tampering by third parties.
- You get multi-device sign-in that allows several workers to edit, annotate and comment on the same document concurrently and in real time. So it can help you improve efficiency for collaborative document work for your large enterprise.
Pricing:
- 14-day free trial.
- Starting plan: $17.39/user per month.
Verdict
If you work with PDF documents often, I recommend Nitro because it offers advanced PDF editing features that can help you customize and create professional PDF files. However, being primarily a PDF editing software, it may not be the best choice for holistic document management since it lacks crucial features like document automation.
6. FileHold
FileHold is a powerful document security solution.
This is because it’s a great document redaction software, which allows you to mask confidential data such as personal employee information in documents. As a result, it can help you prevent data leaks and minimize insider threats.
If you need to manage documents on the go, FileHold comes with a dedicated mobile application that helps you support field workers and remote teams.
Additionally, it’s one of the best document management software for enterprises because it lets you link essential legal documents. So you can create a compound document, for instance, for a contract and its amendments for easy access.
Best features:
- FileHold offers electronic web forms for real-time data submission. Your enterprise can use these to create a structured, efficient and accurate system for collecting feedback from stakeholders, customers and employees.
- It gives you a centralized admin console for managing security configurations, permissions and user groups. So it can help you improve your cyber security strategy to protect confidential information for your large enterprise.
- FileHold’s FastFind feature enables you to configure hot keys within third party applications like Word which link back to a document in your repository. This feature enables you to find a file with one key stroke to boost efficiency.
Pricing:
- 14-day free trial.
- Contact FileHold for pricing.
Verdict
FileHold offers robust document linking that lets you organize and link related documents to improve efficiency and also boost decision-making for your enterprise. Nevertheless, I’ve noticed that implementation can be quite time-intensive since you have to manually configure folder structures, workflows and metadata templates.
7. DocuWare
Need to improve your invoicing processes?
Just like FileCenter, DocuWare is one of the best invoice scanning software due to its advanced invoice automation features which includes three-way matching. This helps you shorten payment cycles and also pay vendors & suppliers accurately and on time.
You also get advanced document workflow automation, complete real-time insights to help you improve your processes and boost productivity.
But that’s not all it brings to the table for your company.
Additionally, it makes document metadata management easier, since it can automatically assign metadata to files. Coupled with its metadata filtering and full-text search capabilities, it makes it easier for your staff to locate vital documents quickly.
Best features:
- You can implement multi-level approval workflows for various document-related work involving contracts, HR forms and invoices. This helps you to ensure consistency across departments and increase your operational efficiency.
- DocuWare offers advanced integration capabilities for popular enterprise software, including Salesforce, SAP and Microsoft Dynamics. This ensures smooth data flow between systems to reduce your manual data entry needs.
- It provides cloud-based document management, enabling you to manage, approve and access files on the go. So it’s a great solution to consider for improving productivity and collaboration for your enterprise’s mobile workforce.
Pricing:
- 30-day free trial.
- Contact DocuWare for pricing.
Verdict
If you want to enhance invoice management for your enterprise, you should give DocuWare a try since it automates data entry & invoice matching to reduce processing times. That being said, its document capture technology can occasionally create errors during scanning, which can significantly undermine the quality of your enterprise data.
8. SmartVault
SmartVault offers secure online document storage.
It comes with advanced document encryption and cloud security features, which makes it one of the best DocuWare alternatives for securely storing and sharing confidential documents like NDAs and contracts.
SmartVault also gives you e-signatures that are compliant with global standards like UETA and eIDAS to streamline your enterprise’s contract processes.
Do you rely on QuickBooks for your accounting needs?
SmartVault is one of the few QuickBooks-friendly document management software for enterprises. It can help you improve your accounting document management processes as far as tax forms, invoices and financial records are concerned.
Best features:
- SmartVault has a secure and brandable client portal, which you can use to collect, track and collect various client documents. You can make it a one-stop location for file sharing and client interactions to streamline communication.
- It offers end-to-end encryption complete with built-in data redundancy across data centers in multiple locations. This enables your enterprise to securely store sensitive business files in the cloud and improve disaster recovery as well.
- SmartVault offers folder templates, which enable you to create consistent folder structures across departments, projects or client accounts. So it can help you create a uniform and consistent filing system that reduces confusion.
Pricing:
- 14-day free trial.
- Starting plan: $25/user per month.
Verdict
SmartVault offers a highly secure cloud platform, making it one of the best document management software for enterprises to help you protect and share sensitive files. However, I’ve discovered that you can only send and collect up to 100 electronic signatures per year, which can be limiting if you need to sign many documents.
9. Tungsten Automation
Ready to say goodbye to inefficient paper processes?
Tungsten Automation offers an advanced OCR scanning technology called OmniPage, which allows you to create a paperless office with documents that perfectly mirror the originals. So it can help you declutter and lower your physical paper storage needs.
On top of that, it supports over 100 OCR languages, making it a great option to consider if your enterprise deals with documents in multiple languages.
Just like our software FileCenter, it has advanced PDF editing features, making it one of the best document management software for enterprises if you’d like to improve PDF document management for your organization.
Best features:
- Tungsten Automation offers a hybrid cloud print management module, which you can use to track and monitor print jobs and usage patterns. With this feature, you can set printing quotas for each department to prevent excessive printing.
- You also get advanced, AI-powered invoice automation and analytics that can help streamline financial workflows for your large enterprise. More specifically, these features can help you enhance your accounts payable processes.
- Tungsten Automation delivers advanced robotic process automation, which enables you to automate tasks like invoice processing and file archiving. So it can help you improve the efficiency of your document management workflows.
Pricing:
- 15-day free trial.
- Starting plan: $129 one-time fee.
Verdict
Tungsten Automation’s OCR technology supports more than 100 languages, which is why I recommend it if you want to digitize and manage international documents. However, the initial implementation phase can be complex since you may need to create custom integrations for software like your ERP, thereby prolonging deployment.
10. Egnyte
Egnyte greatly enhances enterprise data security.
It has a content classification engine, which detects personally identifiable information in files and emails to help you improve regulatory compliance for your business.
With Egnyte’s large file sharing and editing features, your enterprise can easily manage large documents like high-resolution PDFs & engineering drawings.
Want to improve teamwork for your enterprise?
It’s also a great document management software for small businesses and large organizations alike, due to its integrations with Google Drive and Microsoft Teams, which enables you to share and co-author documents to enhance secure collaboration.
Best features:
- Egnyte has a host of collaborative features, including the ability to lock documents to ensure conflict-free editing in a multi-cache environment. Moreover, you can securely share & co-edit large files for seamless collaboration.
- It has a smart tags module, which automatically adds labels such as “HR” or “Confidential” to scanned documents and images. This helps you to improve sensitive content detection and enhance organization for your large business.
- Egnyte Copilot, which is essentially a generative AI assistant, can summarize very lengthy documents for your enterprise. So it can boost productivity and also provide quick insights that help you make more informed decisions.
Pricing:
- 15-day free trial.
- Starting plan: $20/user per month.
Verdict
Some data protection laws require you to identify and secure sensitive data, and Engyte is a great tool that can help you improve regulatory compliance in this regard. Unlike some of the other platforms on this list, however, it has restricted offline functionalities, and so your employees lose access to critical documents and features when offline.
11. DocuPhase
Would you like to automate your AP processes?
DocuPhase offers end-to-end AP automation, complete with automated email approvals and three-way matching. So it’s one of the best document management software for enterprises to consider to improve bookkeeping processes for your company.
With its email integration feature, you can automatically capture and sort documents in your email tools to reduce data silos between business systems.
But it’s not just great for accounts payables automation.
DocuPhase is a holistic accounting document management software that also offers AR automation. So it can help you improve your business’s cash flow and financial health to encourage growth for your large organization.
Best features:
- You get an easy-to-use, no-code web form builder to help you capture business-critical data for your enterprise without relying on paper. Moreover, it creates dynamic PDF files from captured data for professional presentations.
- DocuPhase offers robust document security features, which enable you to set granular permissions based on a user’s role or department. Aside from improving regulatory compliance, this also encourages accountability for document work.
- It has advanced and powerful search capabilities, including metadata-based search and full-text search. These allow you to find documents by author, file type, attributes or keywords to improve file retrieval speed and accuracy.
Pricing:
- No free trial.
- Contact DocuPhase for pricing.
Verdict
If you want a financial document management solution to enhance your AP and AR workflows, I recommend DocuPhase which can help improve your accounting processes. Nonetheless, its iLink feature that enables integration with various business systems is occasionally faulty and this may hide critical information when you need it.
Conclusion
Poor document management can sap revenue.
This is because it wastes employees’ time and shackles their productivity.
Overall, poor document management can limit profit margins for your enterprise, greatly hampering your ability to invest, grow and conquer new markets.
A survey by Coveo revealed employees spend 3.6 hours of a work day searching for information. That’s almost half a day worth of productivity, and therefore revenue, going down the drain primarily because of inefficient processes.
However, you can plug the productivity and revenue leaks by taking advantage of the best document management software for enterprises. I recommend FileCenter, in particular, for its user-friendliness and cost-effectiveness.
So to make your business more profitable, start your free FileCenter now. Our software will help you decrease the time your staff spend searching for information.
It can also automate iterative document work, including scanning and approvals, removing distractions and allowing your enterprise to focus on revenue-driving activities.
FAQ Section
What is an enterprise document management software?
An enterprise document management software is generally a platform that you can use to convert paperwork into digital files and make them easier to store and access.
With this tool, your enterprise can organize files better into various categories based on type, metadata and other attributes. You can even automate certain aspects of document management like routing and naming to increase your enterprise’s efficiency.
What are the benefits of a document management software for enterprises?
You can lower your paper dependence and improve environmental-friendliness by using the best document management software for enterprises to digitize and manage files.
Moreover, other key benefits of document management software include greater efficiency. This comes about due to various document automation features, which helps your enterprise to automate iterative document work like naming, sorting and storage.
What are the key features of an enterprise document management software?
The ideal document management software for enterprises should have centralized file storage and organization so you can access all your data easily in one place.
Furthermore, other key features of document management software to watch out for include user-friendly file search and editing systems. This is essential in order to accommodate non-technical employees who may not have elaborate tech skills.
How much does a document management software for enterprises cost?
You can get a great document management software for your enterprise with subscription options starting at just $97/user per year.
What’s more, with FileCenter’s pricing plans, you can pay a one-off fee in exchange for lifetime access to our software. This makes it an ideal long-term solution if you’re an enterprise with a large team and want to eliminate recurring subscription expenses.
Why is FileCenter the best enterprise document management software?
FileCenter is the best document management software for enterprises due to its ability to organize and sync information in different systems to improve access and security.
There are other reasons to choose FileCenter for your enterprise, including remarkable user-friendliness. Additionally, our software doesn’t use complex databases and instead keeps your files in your systems, thereby giving you full control over your information.
