The Ultimate Guide to Document Tracking Software Costs

October 31, 2023
The Ultimate Guide to Document Tracking Software Costs


The Ultimate Guide to Document Tracking Software Costs

Decoding the Cost of Document Tracking

Have you ever found yourself drowning in a sea of documents, unsure of which version is the latest? Or perhaps you’ve been hit with a compliance fine because a crucial document slipped through the cracks? Navigating the world of document management can be a maze, but it doesn’t have to be. In this post, we’ll unravel the intricacies of document tracking software costs in 2023. Dive in, and by the end, you’ll not only be a document management pro but also discover how to get the best bang for your buck.



What is Document Tracking Software?

Document tracking software, most commonly referred to as a Document Management System (DMS), plays an integral role in modern project management and workflow processes. It offers a comprehensive solution for storing, accessing, managing, and controlling organizational documents within a unified platform. This software is intertwined with the very fabric of contemporary business operations, providing essential functionalities that are indispensable for efficient workflow management.


Document Tracking Software and Project Management

Here’s a detailed explanation of how document tracking software and document management systems are indispensable to modern project management and workflow processes:

  1. Streamlined Document Retrieval: Document tracking software includes a robust search feature that allows users to swiftly locate specific information, ensuring that project teams can access critical documents without delay. This enhances efficiency by eliminating the time-consuming task of manually sifting through files.
  2. Enhanced Document Version Control: Project management often involves collaborative document creation and revisions. Document tracking software facilitates version control, enabling teams to track changes and maintain a clear history of document modifications. This ensures that everyone is working with the latest, accurate information.
  3. Workflow Management: Modern DMS platforms incorporate workflow management capabilities, enabling organizations to orchestrate and oversee the sequence of tasks within daily operations. This feature streamlines project workflows by automating processes and reducing human error.
  4. Metadata Organization: Document tracking software leverages metadata to categorize documents, making them more accessible. This not only simplifies document management but also helps project managers and team members identify relevant information quickly.
  5. Security and Compliance: The software offers robust security measures and centralizes document storage, reducing the risk of data breaches and ensuring compliance with industry regulations. This is particularly crucial in project management, where sensitive data is often involved.
  6. Collaboration and Team Productivity: Document tracking systems foster collaboration among team members by allowing them to work on documents simultaneously and providing a platform for discussions and feedback. This promotes real-time collaboration, resulting in improved productivity and project outcomes.
  7. Cloud-Based Storage: Storing documents in the cloud through a DMS reduces the need for physical document storage space, making it a cost-effective solution for businesses of all sizes. This is particularly valuable for remote and global project teams.
  8. Rapid Information Retrieval: Time-sensitive tasks and decision-making in project management require rapid access to data. Document tracking software ensures that vital documents can be retrieved within seconds, enabling businesses to respond promptly to project-related issues.


organizing files for project management using document tracking software


Choosing The Right Document Tracking Software For Your Business: Top 3 Considerations

The landscape of document tracking and document management systems is vast and diverse, with a multitude of options available to cater to various business needs. However, the choice of the right software should be aligned with the specific requirements and objectives of your organization. To make an informed decision, consider the following top three factors when selecting document tracking software for your business.

Scalability and Flexibility

Business needs evolve over time, and the chosen document tracking software should have the scalability and flexibility to adapt to these changes. Consider whether the software can accommodate your company’s growth, handle increased document volume, and integrate with other tools and systems you use.

An adaptable solution can support your evolving document management requirements without the need for frequent software changes.

Features and Functionality

Different businesses have unique document management needs, so it’s crucial to assess the features and functionalities offered by various document tracking systems. Evaluate whether the software aligns with your specific workflows and processes.

For example, if your organization deals with a substantial amount of contracts, you may need robust contract management features. If collaboration is a priority, look for tools that facilitate real-time collaboration and team communication.

Ensure that the software can efficiently handle tasks like version control, document retrieval, and workflow automation, matching your business’s operational demands.

Security and Compliance

Protecting sensitive information is a top priority for most businesses. Therefore, the security and compliance features of document tracking software are of utmost importance. Examine the security measures the software provides, such as data encryption, access control, and audit trails.

Make sure the software is compliant with relevant industry regulations and standards, as non-compliance can result in legal consequences. Additionally, the ability to configure user permissions and access levels is vital, ensuring that only authorized personnel can view and edit specific documents.

By carefully evaluating these factors, you can select a solution that will optimize your organization’s document handling processes, project management needs, and contribute to overall workflow efficiency and success.


corporate team working over documents and planning for document tracking software


Document Tracking Software: Cost For The Best In 2023

Adobe Acrobat DC

Price: Starting at $22.19 monthly

Adobe Acrobat DC isn’t just another PDF tool; it’s an all-encompassing solution tailored for businesses that demand versatility. With its robust suite of features, you can effortlessly create, edit, and manage PDFs, ensuring that your documents maintain a professional appearance. The e-signature solution is a game-changer, eliminating the need for tedious paper trails and streamlining business transactions. Integration capabilities with platforms like Microsoft 365 and Google Workspace mean that Acrobat fits seamlessly into your existing workflow. For businesses aiming to enhance their digital document management while maintaining security and efficiency, Adobe Acrobat DC is a top contender.


Price: From $10 monthly

In today’s fast-paced business environment, waiting on physical signatures can be a bottleneck. DocuSign revolutionizes this process, offering a digital solution that’s both secure and efficient. This platform replaces the need for printing, faxing, and scanning, allowing businesses to transact at the speed of the digital age. With its user-friendly interface and robust security features, DocuSign ensures that agreements are not only completed faster but also remain compliant with industry standards. For businesses aiming to modernize their agreement processes and enhance efficiency, DocuSign stands out as a premier choice.

Google Workspace

Price: Free features, or professional features starting at $6 monthly

Google Workspace is a powerful, all-in-one solution for modern businesses. It offers an array of tools designed to enhance productivity and collaboration. Document tracking and management are streamlined with real-time collaboration features in Google Docs, ensuring seamless idea exchange. Documents are securely stored and accessible from any device via Google Drive. This comprehensive suite fosters workplace collaboration, streamlines workflows, and offers security, making it an ideal choice for businesses seeking efficiency and scalability. Google Workspace is the go-to solution for organizations valuing functionality and collaboration.

Microsoft 365

Price: Begins at $6.99 monthly

Microsoft 365 is an all-in-one platform that combines productivity applications like Word for drafting documents, Excel for data management, Teams for seamless collaboration, and SharePoint for managing document repositories. It’s the go-to choice for businesses valuing integration, efficiency, and workplace collaboration for both small- to mid-size businesses and at enterprise scale. Additionally, Microsoft OneNote offers an intuitive solution for comprehensive note-taking and information management, seamlessly integrated within the Microsoft 365 ecosystem.


Price: Varies by plan, starting with the Starter at $5/user/month

Box is redefining cloud storage by emphasizing collaboration and security. Beyond just storing files, Box enables teams to work together on documents in real time, ensuring that everyone is on the same page, literally. With robust security features, including encryption and granular access controls, businesses can rest easy knowing their data is in safe hands. For organizations that prioritize both collaboration and data protection, Box offers a compelling proposition.


Price: Starting at $15/user/month for the Professional plan

Contentverse is more than just a document management system; it’s a gateway to streamlined workflows. With features like mobile functionality, advanced search, and Microsoft Office integration, businesses can manage their documents with unparalleled efficiency. The platform’s emphasis on user-friendliness ensures that even those new to document management can navigate with ease. For businesses aiming to optimize their document processes without a steep learning curve, Contentverse is a top pick.

Dropbox Business

Price: Plans vary, with the Professional plan at $19.99/month for single users

Dropbox Business takes the familiarity of Dropbox and supercharges it for the corporate environment. This platform offers more than just storage; it’s a hub for collaboration, file sharing, and project management. With features like smart sync, team folders, and advanced security protocols, businesses can work seamlessly across devices and geographies. For organizations that value flexibility, scalability, and security, Dropbox Business is a standout choice.

Document Locator

Price: On-Premise at $41/user/month; Hosted at $48/user/month

Document Locator is not just a tool; it’s a comprehensive ecosystem designed to streamline the way businesses handle their documents. With its robust search capabilities, users can swiftly locate the files they need, reducing time spent on manual searches. Its seamless integration with Microsoft Office means that you can work within familiar environments while leveraging advanced document management features. For businesses that seek a blend of power and user-friendliness, Document Locator stands out as a prime choice.


Price: Starting at $25-100/user/month

DocuWare empowers businesses with enhanced agility, offering secure document handling and efficient workflows. It’s a versatile solution for managing documents and automating processes, enabling teams to work from anywhere. The benefits include streamlined document retrieval, reduced manual tasks, and improved responsiveness to customer needs. DocuWare also supports distributed and remote teams, ensuring secure access and digital workflows.

Evernote Teams

Price: $24.99/user/month (or $20.83 if billed annually) with a minimum of two users

Evernote Teams takes the essence of Evernote and amplifies it for collaborative environments. This platform is more than just a note-taking app; it’s a hub where teams can capture ideas, share insights, and drive projects forward. With features like shared notebooks, templates, and integrations with popular apps, collaboration becomes intuitive and efficient. For teams that value fluid communication and organized ideation, Evernote Teams is a beacon of productivity.


Price: Ranges from the Standard at $100 to Pro Plus at $300

FileCenter is reimagining document management with its suite of features tailored for businesses of all sizes. From basic file organization to advanced PDF conversions and email file sending, FileCenter ensures that your documents are not only organized but also easily accessible and shareable. Its intuitive interface ensures that even those new to the platform can navigate with ease, making document management a breeze rather than a chore.

Fluix Core

Price: $30/user/month with a minimum of 10 users

Fluix Core is at the forefront of document workflow automation. This platform is designed for businesses that seek to optimize their document processes, from creation to approval and distribution. With its mobile-first approach, teams can collaborate on the go, ensuring that workflows are uninterrupted regardless of location. Its robust security features, coupled with its user-friendly design, make Fluix Core a top contender for businesses aiming to modernize their document management processes.


Price: Starting at $99

PaperPort is revolutionizing the way businesses view document management. With its intuitive interface and powerful features, organizing and accessing documents has never been easier. Whether you’re scanning physical documents or managing digital files, PaperPort ensures that everything is at your fingertips. Its advanced search capabilities, coupled with its cloud integration, make it a top choice for businesses that value both functionality and simplicity.


Price: Premium plans start at $49.99/year

pCloud is not just another cloud storage platform; it’s a holistic document management solution. With its robust security features, including end-to-end encryption, businesses can rest assured that their data is in safe hands. Its user-friendly interface ensures that storing, accessing, and sharing documents is a breeze. With flexible storage options and seamless integration capabilities, pCloud is a top contender for businesses that seek a blend of security and efficiency.

Zoho WorkDrive

Price: Plans begin with the Starter at $2.50/user/month

Zoho WorkDrive is not just about document management; it’s about fostering a collaborative workspace. This platform offers teams the tools they need to create, collaborate, and communicate in real time. With its integrated suite of applications, from word processors to spreadsheets, WorkDrive ensures that teams can work seamlessly, irrespective of their location. For businesses that value flexibility and collaboration, Zoho WorkDrive is a beacon of productivity.


Price: Custom pricing based on number of features and users, and contract year period

Templafy has carved a niche for itself as one of 2023’s top document management software. It’s not just about storing and organizing; Templafy emphasizes brand consistency, ensuring that all documents align with a company’s brand guidelines. Its user-friendly interface, coupled with its advanced features, ensures that businesses maintain a consistent brand image across all documents. For organizations that prioritize brand consistency and want a DMS that supports this vision, Templafy is a prime choice.


Price: $39-$59/user/month, billed annually

M-Files is redefining document management with its dynamic approach. Instead of relying on traditional folder structures, M-Files organizes documents based on their attributes, ensuring that the content you need is always at your fingertips. Its AI-driven features further streamline operations, automating tasks and enhancing search capabilities. For businesses that seek a modern, intuitive, and efficient DMS solution, M-Files stands tall as a leading choice.

Quadient Impress Automate

Price: $39-$59/user/month, billed annually

Quadient Impress Automate is a comprehensive platform for automating manual processes related to document tracking, creation, and distribution. Impress Automate centralizes document preparation, distribution, and tracking, controlled through an intuitive, browser-based interface that can be accessed from anywhere. This software prioritizes greater efficiency and an overall reduction in manual errors, all while ensuring seamless document tracking. It’s the ideal choice for businesses looking to streamline operations and improve productivity while enhancing document tracking capabilities.


folders organized in document tracking software


Different Types of Document Tracking Software Pricing

When it comes to DMS, one size doesn’t fit all. Different businesses have different needs, and DMS vendors have responded with a variety of pricing models:

  • Cloud-Based Subscription Plans: This is the pay-as-you-go model. Companies shell out a monthly or annual fee, typically based on the number of users. It’s like renting a digital space for your documents.
  • On-Premise Perpetual Licensing: For those who prefer to keep things in-house, this model allows companies to host data on their servers. It’s a larger upfront cost, but some businesses prefer the control it offers.
  • Open Source Software: For the tech-savvy, this model offers the most flexibility. Companies can tweak the software’s source code to their heart’s content. Some popular names in this space include LogicalDOC and OpenKM.


Hidden Costs? Here’s What to Watch Out For

While the sticker price is essential, savvy businesses know to look for potential hidden costs:

  • Implementation: This can include anything from software customization to data migration. It’s the cost of setting up shop.
  • Training: A tool is only as good as the person using it. Some vendors might charge extra for training, especially if it’s on-site.
  • Support: While basic support is often part of the package, more advanced support might come with a price tag.


Get Your Docs In A Row With Lineage

We’ve journeyed through the landscape of document tracking software, understanding its costs, benefits, and the hidden charges that might lurk in the shadows. But knowledge is just the first step. Implementation is where the real magic happens. At Lineage, we’re not just about providing information; we’re about offering solutions. Our state-of-the-art document tracking tools are designed to cater to your unique business needs, ensuring you stay ahead of the curve. Ready to transform your document management game? Fill out our contact form today, or give us a call. Your future self will thank you.