Document management software
In an effort to go digital and reduce the load of paper, organizations have been successfully implementing document management software in their infrastructure. Switching to digital storage and management of critical data is not only the need of the day but a way to stay toe-to-toe with the competition. Here is a list of the best document management software (DMS).
Before we go into the list of DMS, let’s review what DMS is and the criteria for choosing the best document software for business.
What is Document Management Software (DMS)?
According to Wikipedia, a document management system (DMS) is a system (based on computer programs in the case of the management of digital or electronic documents, scanning, control, imaging, organizing, and processing of files) used to track, manage, and store documents and reduce paper. Most are capable of keeping a record of the various versions created and modified by different users (history tracking).
To choose the best DMS software that fits your business purpose, you will need to look at certain basic requirements like functionality, customization, ease of use, security, integration, customer support, a demo version, and platform flexibility.
Complete Packages
If a single DMS software provides a complete solution, then that should be preferred. If you get different software for a different module, then integration between that software would be a tough task.
Customization
There is no “one-size-fits-all” accounting system (in fact, this is one of the most diversely targeted software categories), and the reason for that is that each company runs specific finance calculations and adheres to a different set of rules. So customization based on industry use is very important.
If you’re unable to find a specific system that matches your business model (and that will hardly ever happen), look for a flexible program you can adjust to your operations, one that is able to grow with your business.
Usability
There is nothing simple about accounting procedures and calculations, so the least your new accounting system should be able to do is give you an intuitive environment to work in. This means information should be arranged neatly and functions should be available on a single dashboard. You should complete operations within minutes, following a navigation pattern you already know.
Protection
One of the important factors to consider is the security the software provides. Processes like payroll are highly sensitive as the employee’s financial data is on the line. Many software just has transport layer encryption and claims to have bank-level security, but that is not true.
Not only multi-level transport-layered encryption but also storage-layer encryption is essential. So, in order to ensure that making calculations and sharing data within the system is bulletproof, choose a reputable vendor and check security mechanisms in advance.
Integration
At the point where you’re buying an accounting solution, you will already have an array of software pieces to put up with it. In order to avoid changing your entire software infrastructure for the needs of a single program, do things the other way around—get a system that integrates with the tools you have, or, in the best scenario, offers an open API for you to connect it with any system you want.
Platform flexibility
Most popular vendors nowadays offer native Android and iOS apps for their users, where operability is just about the same as with the desktop version of the system.
Customer support
A system like a payroll processors has a bit of technicality involved with it. The software vendor should have a quality support team that could assist in troublesome situations. I believe that support is also one of the most important factors to look for when choosing an accounting software vendor. Even if the software is extraordinarily good, if they do not provide decent support, then it is a waste of money.
Demo and Trial Version Release
Of course, all I have said won’t be verified if there is no provision for testing. The best way to evaluate software is to use it yourself. You can take a close look at different modules and decide which would be suitable for your organization. So if the vendor provides a free demo and a free trial, that would be the best option to review the software.
List of Document Management Software
#1: Smokeball
Smokeball handles all your law firm accounting with automatic time tracking, LawPay, Quickbooks integrations, and more, all in one place. It includes a free legal billing product that lets you track time within your practice management software—everything is truly in one place and accessible from any device.
Pricing:
Smokeball package prices vary based on the features of your firm and the particulars of your practice. During the consultation and demo process, Smokeball’s small firm specialists take the time to learn about your firm, its needs, and its pain points, and a pricing plan is developed from those conversations.
Document Management Software Features:
- Automatic lawyer time tracking and legal form library
- Email management
- Integrations
- Document automation
- Legal case management
- Calendar
- Billing
#2: Clio
Clio, which is completely web-based, is a practice management system that is specifically designed for solo practitioners and small law firms. Your important client data is securely accessible anywhere—from your PC, your Mac, etc. Clio offers all you need to run a law practice from intake to invoice, with powerful tools to manage cases, clients, documents, bills, calendars, time tracking, reporting, and accounting.
Pricing:
Clio offers customers a free trial version of their software and a monthly and annual billing plan at €65 per user per month and €72 per user per month.
Document Management Software Features:
- Case management
- Billing
- Documentation
- Client accounting
- Time tracking
- Calendar
#3: MyCase
MyCase provides affordable, intuitive, and powerful web-based practice management software designed for modern solo and small firm legal professionals. Get the time-saving benefits of MyCase, so you can spend less time managing your practice and more time practicing law.
Pricing:
MyCase offers a trial version and one plan for monthly and annual billing at an affordable price of $49 per user per month and $39 when billed annually.
Document Management Software Features:
- Documentation
- Time tracking
- Batch invoicing
- Client management
- DropBox integration
- Trust Accounting
- Expense tracking
- Customer support
- Online payments
#4: BillQuick
BillQuick is a powerful billing and timekeeping software with both a Windows desktop version and an online version that works well for small and solo lawyers.
Pricing:
BillQuick offers two professional and enterprise pricing plans. Amazingly, there is also a free trial for both plans. It bills on a monthly per-user basis. Professional Plan: $19.95/month/user; Enterprise Plan: $24.95/month/user
Document Management Software Features:
- Invoice Management and Creation
- Feature-Rich Invoicing
- Automatic Billing
- Print pre-billing reports.
- Retainer Management
- Purchase Order Management
- Deposits and transfers
- Vendor Bill Generation
- General Journal and Vendor Credit Documentation
- Report Templates
- Report Center
- Custom Reporting
- Mobile App
#5: TimeSolv
TimeSolv is a cloud-based time tracking and billing software designed exclusively for lawyers. It also includes project and budget management features.
Pricing:
Timesolv offers three pricing plans: Timesolv Legal, Timesolv Pro, and Outsourced Legal Billing. Read more about the pricing at the TimeSolv pricing plan.
Document Management Software Features:
- Invoicing
- Reporting
- Time and expense tracking
- Budgeting
- Project and document management
- Integration: Quickbooks, Xero Accounting, NetDocuments, DropBox,
- Mobile, and a lot more.
#6: Cosmolex
The Cosmolex document management system is designed specifically for legal professionals, provides advanced security, and features a simple user interface.
Pricing:
Cosmolex offers its customers a one-plan billing method at $69 per user per month when billed annually or $79 per user per month when billed monthly. But the interesting thing is that you can try Cosmolex for free.
Document Management Software Features:
- Billing
- Time tracking
- Practice management
- Legal business accounting
- Secure client portal
#7: Bill4Time
Bill4Time is a legal-specific timekeeping and billing software with a solo-friendly pricing tier.
Pricing:
Bill4Time offers its users three price plans: time and billing, legal pro, and legal enterprise. ($27, $45, and $80 per user per month when billed annually)—$29, $49, and $89 per user when billed monthly.
You can also try the app yourself by signing up for the trial version.
Document Management Software Features:
- Expense and time tracking
- Billing and invoicing
- Online payments
- Client, projects, accounting, and reporting management
- Mobile
- Document management
- Integration
- Software support
Over to you!
Most of the DMS software is best for document filling purposes, digital or electronic filling and processing, business documentation, document indexing, document retrieval, program documentation, and a lot more office and business tasks as an organized system.