Documents come in many forms and are practically ever-present in any company, regardless of the industry it belongs to. Perhaps you’re dealing with documents more than other types of businesses. It’s therefore understandable that you’d be looking into the finest selection of document management software to keep them in check.
According to our cloud file and document management statistics, this type of solution is now a billion-dollar market. And rightfully so, since it brings a plethora of benefits to businesses. Likewise, it also helps prevent costly mistakes in the long run.
To help you find the best one for your company, this article compares the top 3 document management software on the market: PandaDoc, Backlog, and Synology Drive. We will be analyzing them side by side, based on the key features that this type of software typically sports. In the end, you should have more data at hand that will allow you to make a more informed decision before going in to purchase.
Inefficient handling of documents could be a major productivity killer. According to a study conducted by the McKinsey Global Institute (MGI), employees spend 28 hours a week searching for and collecting information. That’s more than half of their entire time in the office.
Not only that — since documents are mostly paper-based, this means that tons of papers are being consumed every day. This translates to millions of trees being cut down for us to write and record information in. So, in essence, digitizing documents is good for the environment as well, as it is suitable for boosting office productivity.
Then there’s the problem of running out of physical space. Finding specific information within a mountain of files is a big hassle too.
Addressing these problems are just some of the benefits of document management software. Another one is the efficiency it can bring to companies. Moreover, this type of solution can also reduce the expenses of companies from document-related mistakes.
According to PricewaterhouseCoopers, companies spend an average of $120 in labor to locate a misfiled document. Meanwhile, businesses spend $220 to reproduce one lost document. As you’ll see below, lost documents can even cost companies up to $436.8 million yearly. Therefore, having a document management system can also potentially improve your bottom line.
There are other advantages to owning a sound system for handling documents. So, before you start browsing, we highly suggest doing a little research about what these tools have to offer. This way, you’ll know exactly what to look for as you get to know our leading document management platforms.
On top of our list is the easy-to-use document management software PandaDoc. It’s intended for individuals and businesses of all sizes that require document building, delivery, and sharing functions. It is web-based, which means all you need is an internet connection to access the platform at any time, from anywhere.
The software comes with a wide array of robust features, including roles management, audit trail creation, document analytics, and document building. With this at your disposal, you can create proposals, contracts, quotes, and any document you need. Everything will be saved in the cloud. Customizable templates are also offered so you could tailor a document according to your preferences or needs.
You can try all its premium features at no cost when you sign up for PandaDoc free trial here.
In addition, you will also appreciate its built-in electronic signature function that allows any individual to sign and approve documents. This accelerates various processes since stakeholders can give their legally binding signature whenever and wherever they are.
Furthermore, there are collaboration tools that make it easier and more effective to work together. Using these, multiple authorized individuals can work on certain documents seamlessly and conveniently. This function is particularly beneficial to teams whose members are working from different locations.
Apart from this, PandaDoc provides advanced analytics that gives users a real-time, comprehensive analysis of proposals. Some of the information you will get to know is the number of proposal views, and who the viewers are. It will also show how much time each viewer spent on every proposal page. The aforementioned details would be significant to teams in the marketing and sales departments.
The all-in-one, cloud-hosted project management platform Backlog is designed for every department involved in developing software including marketing, IT, production, design, and development teams. It can be used by both technical and non-technical members of such teams.
One of Backlog’s main functionalities is tracking the progress of a project. Burndown charts, Gantt, and Git are available, giving users better visibility of their projects. The said tools can also boost productivity. Specifically, Burndown and Gantt automatically generate detailed progress reports. Git, on the other hand, enables users to make their own repositories on the system.
If you want to check its comprehensive feature set, you can easily sign up for Backlog free trial here.
Backlog will not only help you track your projects but also manage your tasks. You could split up projects into main tasks and also create subtasks. This way, the project becomes easier to handle. With the use of the Gantt Chart, users will be able to see who is working on what as well as the statuses of the tasks. Everything can be done and viewed from one location.
Furthermore, if a bug appears or an issue occurs, the system will automatically send reports to the assigned team members who are capable of fixing the problem. The platform also allows each team member involved to leave a comment on each issue and collaborate to resolve the bugs.
Backlog also does not fall short when it comes to security. You can set up IP restrictions to keep your important data protected.
The file-sharing solution Synology Drive is a software built to ensure that every document and file you need is available across different devices. This way, anyone who needs them can easily access and update the files whenever. It is a great tool for businesses with offices in several different locations.
Basically, the system syncs files between Synology NAS and computers via the internet. Its automatic syncing features make sure that all changes you make in one device will be reflected on other devices. So if one of your offices modifies a document, the other offices will be able to access the same, updated content. No matter how far your offices from each other are, they will remain on the same page.
Apart from file syncing functionality, Synology Drive also comes with file sharing features. It allows ease of sharing of documents on mobile, web, or Synology Drive Client. For security purposes, users can define the permission settings. You can set who can see the document.
There are also tools for collaboration and communication. Multiple users can work on one document simultaneously and seamlessly. You can leave comments on particular sentences, which makes team discussions more streamlined. In addition, there’s a chat feature to make communicating with the team more convenient.
When several individuals work on the same document, however, there is a chance of accidental file editing or deletion. With Synology Drive, you do not have to worry about it. You could back up the original and all other versions of a document and easily access them when needed.
To extend the functionalities further, the system integrates with many different cloud services, including but not limited to MS OneDrive, WebDAV, Amazon Dive, Box, and Google Drive.
The ability to organize files with ease more likely increases one’s efficiency. Fortunately, all three products on this list come with file organization tools to help you do this.
For starters, with PandaDoc, not only can you create all types of documents but also manage them effectively. The app is web-based, which means users can access their files whenever and wherever they need it as long as there is an internet connection. Furthermore, users are given the ability to control access to documents by role. This function makes it easier to make file access exclusive to concerned individuals.
Synology Drive, with its automatic syncing functionality, will make it easier to update the content of a single document saved on different devices. Another helpful function of the app is its backup capability, which can save you in case of accidental edits and deletions.
Meanwhile, Backlog can split up your projects into main tasks and subtasks, allowing you to manage your workflow better. Moreover, like PandaDoc, it has a role-based access capability. It is also web-based. Meaning, all you need is a connection to access your files in it. It is also available on-premise and can be downloaded as a mobile app for your convenience.
Verdict: All applications do great in terms of file organization, as expected of the top 3 document management software. Backlog offers more options for accessing files, Synology can seamlessly sync your data across your entire device, and PandaDoc features granular access roles.
Nowadays, automation seems to be the solution to dealing with business process inefficiencies. Document management is no exception. After all, with this technology, you can quickly eliminate redundant tasks related to managing files.
To start, PandaDoc is equipped with a variety of tools for streamlining your document workflow. This ranges from features for easier document approval to a faster closing. Its built-in external and internal collaboration tools also accelerate business operations. Furthermore, you can keep a close eye on documents so that you can spot potential delays in the process.
Backlog, on the other hand, aids in a more agile development through its collaboration tools. They will empower your technical and non-technical teams to seamlessly work in their respective parts to accelerate the process.
Meanwhile, Synology Drive can integrate with Synology Presto Automator. This module can automate and handle high-speed transfer jobs between the server and the local directories. It also allows the creation of tasks with transfer rules in them for optimizing transfer speeds.
Verdict: Each of them has ways to aid in automating your workflows. However, we’ll give this one to PandaDoc as it provides more powerful tools to accelerate processes through the elimination of manual tasks.
PandaDoc, Synology Drive, and Backlog all come with collaboration tools.
PandaDoc, for one, is built for collaboration. It has the so-called in-proposal activity logging, commenting functionalities, and other tools designed to help your team work together seamlessly and complete tasks faster. Teams from different locations don’t have to gather and be in the same office just to work on a single document anymore. PandaDoc will let you work as a team, even if you’re miles apart from each other.
On the other hand, Backlog lets multiple individuals in teams work on codes simultaneously. All concerned team members can add comments about the code they make, track the changes they made, and review them. Not only can they collaborate on writing codes. The system also provides users with collaboration tools for solving issues and bugs on their projects.
Synology also offers the same function. The only difference is that this tool is designed for working on documents and not codes. Just like Backlog, however, it lets multiple users edit the same document and even leave comments on them.
Verdict: All three are equipped with tools that will help your teams and other personnel to collaborate. With that said, however, PandaDoc offers robust and comprehensive collaboration tools.
Your documents could contain confidential company information. That said, you should opt for tools that will allow you to secure your files from prying eyes.
To help you do this, Both PandaDoc and Backlog use the Amazon Web Services (AWS) for their data centers. AWS is considered as one of the most reliable hosting services available with unrivaled security standards. Backlog is compliant with ISO/IEC 27001, ISO/IEC 27018, and ISO/IEC 27017. Some of their security measures include backing up their data, deploying systems that prevent unauthorized access, and encrypting HTTP connections.
For PandaDoc, it has a SOC II Type II certification and is GDPR (General Data Protection Regulation) compliant. Their servers are constantly patched Linux systems. All of their document data is encrypted and stored in different locations. They also back up their databases daily and encrypt the backups. They also implement coding and testing practices, isolates the production network segments, uses secure payment processing, conducts round-the-clock system monitoring, and many more.
Synology Drive, on the other hand, scans their system using QualysGuard and offers PGP key to users who want to report any vulnerability. The vendor also promises a fast response to security incidents. Also, Synology is authorized by the MITE Corporation as a CNA. Synology also commits to improving its information security and user privacy by conducting a Security Bug Bounty Program.
Verdict: Security-wise, PandaDoc seems to be ahead of the three products. But not that far ahead, though, since Synology’s and Backlog’s security features are powerful too.
When it comes to creating documents, PandaDoc provides you with a lot of powerful and helpful tools. The app comes with a drag-and-drop editor, making it possible to create any kind of document. You can create a document quickly by using the available preset content blocks and templates. There’s also an option of adding elements such as text, colors, images, and even logos.
For Backlog, it offers valuable tools like Gantt and Burndown Charts, which users can utilize in tracking their projects. You can put details such as ongoing tasks, completion dates, assigned team members, and other important information on the chart. Users can also create wikis to write and share crucial project-related information and organize details.
Synology Drive is a file syncing application, but it also offers functions for working on a document. The app is compatible with PowerPoint, Spreadsheets, and Microsoft Word. It is integrated with Synology Office, allowing users to create documents and even edit them online.
Verdict: PandaDoc is the tool to get in terms of document creation. It features a plethora of robust tools to create a wide range of documents. The other two offer good document creation capabilities as well through integration and charts.
The number of applications and systems that can be integrated with PandaDoc is somehow impressive. For CRM, the software integrates with Salesforce, SalesforceIQ, Zoho, HubSpot CRM, Pipedrive, and Microsoft Dynamics CRM, to name a few. For cloud storage, it works with Google Drive, Dropbox, and Box. It can also integrate with payment gateways like PayPal, QuickBooks Payments, Stripe, Authorize.Net, and Square. For accounting, teams can use QuickBooks (with Zapier) and Xero. For SSO, the product offers integration with Microsoft Active Directory, Google Identity Platform, Okta, and OneLogin.
Synology also allows users to share and sync files to and from different cloud services including but not limited to Amazon Drive, Baidu Cloud, Backblaze B2, Google Cloud Storage, Dropbox, Microsoft OneDrive, Microsoft Azure, WebDAV and many more.
For Backlog, the integrations include Cacoo, Google Sheets, Jira, Redmine, iCal, Jenkins, Typetalk, and Slack. Its native integration may be the least comprehensive among the three. However, it offers a robust API that will allow you to build your own add-ons and integration.
Verdict: All of them offer an integration that will let you get by to your day-to-day activities. However, PandaDoc offers the broadest list among them, being able to integrate with many different types of products.
PandaDoc, Synology, and Backlog come with different pricing schemes. For PandaDoc, there are four pricing plans available. They have an individual plan which will cost you $9 every month for every user. It is a promo that only new users can avail of. Also, they have a Business plan for $49 per user/month and the e-signature team and Enterprise plan. The last two plans do not have a fixed price. So you will need to contact the vendor and request a quote if you want to know how much the plan will cost you. The features included in the plans vary.
Synology’s pricing is not as flexible as PandaDoc. It does not offer a free trial and is quote-based. You need to contact the vendor to get a plan that will fit your business budget and needs. There’s a live demo, however, in case you want to see exactly how this product works.
For Backlog, you can choose from their four pricing plans. They have a Backlog Starter Plan that covers up to 30 users, includes 1 GB of storage and 5 Projects. It would cost you $35/month. There is also a Backlog Standard Plan for $100 per month. Their Backlog Premium Plan is $175. Lastly, they also have an Enterprise Plan for $1,200. If you don’t have the budget, they also provide a free plan, which includes 100 MB storage, 1 project, and can be used by up to 10 users.
Verdict: PandaDoc seems to have the most flexible pricing scheme among them. Backlog, however, offers cost-efficient plans, and its free plan is a big plus.
You might have noticed that while all of them are high-quality document management software, these top 3 document management software’s main focus varies from one another. Backlog is an excellent solution for your technicians, coders, developers, and other related personnel. However, the platform is also handy for your non-technical employees. Thus, Backlog is ideal for bridging the gap between these two types of staff.
Synology Drive, on the other hand, excels in terms of accessibility of files and documents. It ensures that all stakeholders, no matter where they are, have access to the latest version of every file. It offers a very streamlined file-sharing capability even if a company has different branch office locations. After all, Synology Drive belongs to our list of top file-sharing services.
Going to our top pick, PandaDoc is the most well-rounded and most comprehensive when it comes to handling documents. It ticks all the checkboxes of a good document management solution. It can create documents, deal with different types of formats, empower collaboration, and many more. It’s also flexible enough to cater to companies of any size, including freelancers. You can easily sign up for PandaDoc free trial here and get to know the features firsthand at no cost and without commitment.
For more information about this topic, be sure to check out our in-depth analysis of document management tools. This should help you get a better idea as to what to look for when browsing for this type of software.
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