We’ve all been there: unable to find the document when you need it most. As such, tasks can’t be completed, workflows are derailed, productivity takes a hit, collaboration suffers, and projects are stalled. These translate to lost time, money, and effort. You need document management software (DMS) to put a stop to document and information chaos.
With a document management system, you get a centralized location of organized information; secure access to your physical and digital content; history and audit trail; version control; support for multiple files formats; search tools and filters; document backup and recovery; and scalability.
But not all solutions have these features. That’s why we put up this list of 12 best document management software for Mac to help fast track your research. Your choices are a mixture of cloud-hosted platforms, while some are Mac-dedicated on-premise solutions. We highlighted the key features so it’s easy for you to compare the value propositions of each solution.
Almost all the information that you and your employees access and work on is in some form of a document. Did you know that it takes a professional 18 minutes just to search for a document? Adding them all up racks up to half the total time on the job. It has been found out that an average office loses one out of 20 documents and shells out $250 recreating each lost document.
While it only takes three minutes for employees to actually use the information they’ve searched, it takes them 3X longer to find, retrieve, and re-file the document. Document challenges take its toll on businesses, accounting for 21% in productivity loss. Below are the top four challenges encountered by employees when searching for information.
Document management solutions are often included as part of collaboration tools or project management platforms. This is because DMS facilitates document creation, sharing, and organization which is an important function when you manage projects and do collaborative work with your team.
However, there are also document management software solutions that have specialized functions such as handling PDF (a global document standard) and managing emails (a still widely used tool for document exchange). How document management software is priced also varies greatly across the solutions. You’ll come across these features and other capabilities in this list of top 12 document management software for Mac.
PandaDoc is a popular web-based DMS solution for creating, delivering, and sharing documents online. It facilitates fast paperless processes with its ability to work with various document formats like Docs and PDF, support for legally binding e-signatures, and management of digital documents such as contracts, quotes, and invoices. The software is ideal for use by organizations and department where document creation, sharing, and delivery are important daily activities. Finance, marketing, sales, legal, operations, and HR teams can utilize the solution not only for building and organizing documents but also for controlling access by role and setting security mechanisms.
If you feel like taking the software for a spin, simply sign up for a PandaDoc free trial here.
PandaDoc’s cloud platform is built to help you easily create and manage all kinds of documents. It provides a large library of free templates for quick generation of receipts, invoices, quotes, proposals, agreements and other types of business documents. You can customize your chosen template to use language and currency, and add corporate branding elements. Being an online solution, PandaDoc enables fast document approval with its built-in electronic signature function and supports anytime, anywhere collaboration by simply logging in and commenting on shareable files.
The software is offered in three plans – individuals, SMBs, and enterprises – starting at $15/user per month.
Backlog is a project management platform intended for developers. As such, it is built to support collaboration, communication, and coordination among technical and non-tech teams, helping them track projects, monitor issues, and manage tasks from one place. The software is a project, task, and bug tracker as well as a version control tool. It offers features such as charts, graphs, and milestones for keeping tabs on tasks and issues. It lets you break down tasks into manageable subtasks and checklists and set due dates to keep projects on schedule.
To explore more features of this software, sign up for a Backlog free trial here.
Backlog’s version control feature keeps track of code changes and allows you to discuss work and organize files from one platform. You’’ be able to keep all your files in a central location, have them always updated to the latest version, add files and comments directly to tasks, and invite clients and guests to view files and collaborate on projects. Files are kept in private repositories and can be set with role-based accessed and security.
Backlog is available as a cloud-hosted or on-premise solution and comes with Android and iOS apps. It offers a free plan for up to 10 users, one project, and 100 MB storage; and three paid plans that start at $20/month.
Zoho Forms is a document builder software that makes it easy for you to share and create online forms, customize email alerts, and efficiently manage data. The online solution can create and gather forms from various sources and can work on a variety of systems and platforms. The software specializes in building forms and automating workflows. It offers over 40 templates and themes so you can quickly create and customize forms for your business needs. Forms are embeddable and can be published on websites or shared publicly or privately. You can also fill forms offline with Zoho Forms’ mobile apps.
If you need to learn more about the software, just sign up for Zoho Forms free trial here.
The software allows you to personalize your emails, send PDF copies of replies, or use form data to build contracts, event tickets, and other documents. You can tap the system’s smart engine and use conditional logic to trigger different actions based on responses you receive such as assigning tasks, sending out emails, or displaying thank you pages, among others. Zoho Forms likewise enable collaborative data and document management so you can bring your team onboard to edit and review work.
The software is available in four paid plans starting at $10/month for one user.
Cisdem PDF Converter OCR for Mac is a PDF management solution designed for Apple workstations. It is an all-around PDF creator, converter, compressor, and password remover wrapped up in one unified package. It is equipped with advanced optical character recognition (OCR) technology which allows you to convert scanned PDFs into editable, searchable, and selectable documents in 27 languages. The OCR tool automatically recognizes all text, images, and elements then transform scanned PDF files without losing quality, giving you accurate conversions.
Get to test the software yourself when you sign up for a Cisdem PDF Converter OCR for Mac free trial here.
Scanned PDFs can be transformed into editable files like Excel, Word, HTML and other formats. It also allows you to encrypt and decrypt files and create professional-looking PDF from your existing document. With an intuitive drag-and-drop tool, you can merge files into one PDF, make files with other formats into PDFs, set PDF file size, select quality of PDF output, and then add a password to PDF to safeguard data. The software works on machines with macOS 10.10 or later operating systems.
The on-premise system is offered at $49.99 for a one year license for one Mac, and $59.99 for a lifetime license.
Leading online project management software Wrike leverages speed and flexibility to give you a smart and efficient document management system. It is multi-platform capable and can be used with your Mac and Windows computers. Wrike’s DMS is designed to help you quickly create, search, and use the right files and the right version in order to deliver projects on time. Whether you’re looking for an image, a marketing presentation, or a contract, the DMS solution can help you find the right files fast.
It is a simple to use digital asset search and management tool that starts from one thing – a task. From there, the system kicks into high gear – you can attach files from local or cloud storage, organize files and add them to your workflows, include comments on your files, and keep track of all your project documents and tasks from one location.
Being able to manage all your files and tasks from one platform speeds up task and project completion. It gives you visibility over every stage of the project – from creating tasks, attaching files, setting deadlines, discussing details, and monitoring work progress. No more wasting time switching between tools, folders, and browser tabs just to access and search for files. You get Wrike’s integrated search, version tracking, and file management capabilities to help you find files quickly and easily.
Wrike is free for up to five users. It has three low-cost monthly subscription plans for professionals, businesses, and marketers, and a custom-priced package for enterprises.
eFileCabinet gives you one powerful yet cost-effective DMS that is deployable on cloud or on-premise and accessible from your Mac computer. The software boasts of being one of the most advanced and secure document management solutions on the market. It is able to automate and streamline the capturing, organizing, securing, digitizing, tagging, and approving of files and business documents. As such, it enables you to simplify task workflows, speed up business processes, eliminate time-consuming paper works, and maximize the use of resources.
The one-stop-shop DMS comes with a user-friendly interface, scalable platform, out-of-the-box security features, sophisticated business process automation, workflow designer, automation library, auto file naming/storing, and compliance and onboarding tools, among others. It provides a Zonal OCR tool that recognizes recently used files, routes said files to the right recipients and saves them to the assigned digital cabinet.
The whole process is done automatically. The software can integrate with popular CRM, accounting, and office applications, and is optimized for both desktop and mobile devices.
Three plans are offered priced from $15 to $55/user per month, and one with custom pricing for enterprises.
Templafy is cloud-hosted document creation and management system designed to give you a simple to use platform that you can access anywhere from any device. Templafy is intended to solve document anarchy utilizing the latest company standards, meaning you get centralized governance to document creation workflow, document asset control, instant content delivery and distribution, and real-time document software updates. All these give you a smart way to manage, organize, and share business document and content throughout your organization.
Templafy has a modular architecture which allows you to build the software according to the features you need. The are modules for templates and assets for document creation, for automating document management, keeping tab of presentations, auto-deploying fonts based on user profiles, and managing email signatures, among others. Intelligent automation is applied on templates which are automatically loaded with up-to-date employee details and company details information which speed up document creation processes.
Templafy’s pricing is by quote, based on modules and features that you need.
Samepage offers an online collaboration platform that allows you and your team to share and sync files, communicate through built-in chat tool, schedule and assign tasks, and more. It is a comprehensive collaboration solution for organizations looking to empower their teams with easily accessible centralized information and one connected workspace. Samepage is can be used by educational and non-profit organizations as well as company sales and marketing units. The software lets you share pages, files, and documents with anyone, with said content always kept updated and in sync.
There are native mobile apps to help teams access the software from anywhere and on any device. Files and documents stored in popular cloud storage services like Dropbox, Google Drive, Box, and OneDrive can all be integrated with Samepage and accessed directly from the app.
Only two plans are offered – a free one and an enterprise package that goes for $7/team member per month.
PDFfiller is an easy-to-use, online PDF management solution designed to help you edit, sign, and share PDF documents. It provides an array of PDF compression and conversion features as well as tools to view and edit, and split and merge PDF files. It also gives you the ability to e-sign and protect PDF files. The software gives you a simple and straightforward solution to process PDF content. You simply upload your document from your local storage to the PDFfiller website or add documents from the web or online sites by entering the URL, then have the forms filled, signed, and sent.
You can have fillable forms created right from within the online service with its huge library of customizable forms that you can search by name or description. You’ll be able to utilize your custom email address to add documents to your account, request documents via email, and integrate the app with popular tools like Slack, Xero, and Salesforce.
PDFfillers offers three paid plans with prices ranging from $6/month to $15/month.
M-Files provides a hybrid content management platform for managing, organizing, and tracking document and information. You can use it online, on-premise or both, giving you flexible deployment options depending on your organization’s requirement. The software brings with it several features including version control, e-signature support, mobile optimization, document templates, permission control, offline access, and automated workflows.
M-Files is equipped with a robust search engine for easy and fast finding of documents based on names, keywords, and document type, among others. M-Files gives you the unique ability to search inside the text of documents. The tool integrates seamlessly with popular external solutions like SAP, Salesforce, and NetSuite.
Pricing for M-Files is by quote based on a custom plan crafted to meet your specific company needs.
PDFelement is an on-premise editing program that lets you create, organize, and secure your PDF files. It is an easy to use but powerful PDF editor that can edit and annotate PDFs quickly, create and convert PDFs from other file formats, and fill forms and sign contracts. The software is built to be as simple and customizable as possible to give you total control over your PDF content. It harnesses intelligent technology which allows you to perform modifications and conversions without affecting the style or formatting of your documents.
PDFelement is equipped with form data extraction and automated form recognition capability which allows you to create and edit professional-looking forms with only one click using ready-made templates. The software is offered both for Windows and Mac machines, the latter with macOS 10.14.
PDFelement is priced on a per computer basis starting at $99.95 for one Mac.
docEdge is a cloud-hosted DMS that provides you with all the necessary tools for managing and organizing documents smartly and efficiently. It can help you manage workflows, e-forms, annotations, and even bulk uploads. It has an advanced OCR engine that lets you capture and organize data from paper documents and turn these into searchable digital files. The quick search function allows you to instantly find any specific document that you’re looking for.
docEdge is able to work with any kind of document and data source. You can collect documents coming from multiple sources including email, scanners, paper-based files, APIs, and external systems, then convert them into a unified digital format of your choosing. You’ll also be able to store your files in a secure, centralized location that you and anyone you allow can access from any device.
docEdge’s three editions – basic, advanced, and enterprise – are all custom priced based on the specially crafted package the vendor will come up with to match your requirements.
So, which one among our top 12 document management software for Mac suits you best? You alone can answer that. Determine your work-use cases and business needs. Do you work with PDFs most of the time? Are you involved with creating, sending, and sharing documents? Is electronic signing and approval of documents one of your main responsibilities? The products we included in this list can address many of the document management situations that you may encounter or deal with in your work.
Simply take stock of what you’ll be using it for and how much of the time you’ll be using it so you get value for your investment. And if you’re into delivering projects, there’s even an all-around project management app with a robust document management solution built into it. You can test it right now – just sign up for a Wrike free trial here.
Now if you’re looking for non-Mac specific solutions, we got you covered. You can head over to our comprehensive list of top document management systems for 2019.
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