10 top document management software for accounting departments

Document management software for accounting is a simple way to keep files organized and easy to find in busy finance teams. This article looks at the tools that help accountants work faster, stay accurate and keep records safe. It also shows how the right system supports real time workflows so teams can focus on clear numbers and steady results.

See why businesses are rushing to SignTime’s feature-packed contract repository system.

What is document management software?

Document management software is a system that stores, organizes and protects digital files in one place. It lets teams upload documents, tag them and find them without digging through folders. These systems give accounting departments a clear view of their records so daily work moves with less confusion.

The software also creates structure around how documents move through a team. It supports steps like review, approval and archiving so files follow a predictable path. This helps accountants keep work steady during peak periods.

A good system also improves access. Team members can view files in real time and track changes as they happen. This helps accountants stay aligned and reduces errors that come from outdated versions.

Why do accounting departments use document management software?

Accounting departments use document management software because they handle a constant flow of invoices, receipts and reports that need clear organization. These records must be ready when questions arise, and a reliable system keeps them easy to reach. This reduces the stress of searching across shared drives or email threads.

The work of accounting also demands accuracy. A document management system keeps files updated in real time so teams do not rely on outdated versions. This lowers the risk of mistakes that can slow down reporting or reviews.

These systems also support stronger oversight. They track who opened or edited a file and help teams follow internal rules with less manual effort. This makes audits smoother and keeps financial work steady during busy periods.

What are the different types of document management software?

Document management software comes in several forms that support different levels of control and flexibility. Cloud based systems are popular because teams can reach files from any location at any time. This helps accounting departments work together even when people are in different offices or working remotely.

Some firms still choose on premise systems. These run on local servers and give companies direct control over their data. This setup can fit organizations with strict rules about storage or with limited need for remote access.

Hybrid systems blend both models. They store some documents in the cloud and keep sensitive files on local servers. This approach gives accounting teams a balance between convenience and direct oversight, and it helps them adapt as their needs grow.

What are the benefits of document management software for accountants?

Accounting teams rely on document management software because it gives them a clear and steady way to handle growing amounts of financial information. These systems keep records easy to reach so daily tasks move without long searches or guesswork. This helps teams stay focused on accurate numbers and timely work.

The software also improves teamwork. Files update in real time, which keeps everyone on the same page during busy periods. This reduces confusion and supports smooth work across billing, audits and month end tasks.

Strong security is another benefit. A system with access controls and activity logs protects sensitive data while still keeping files easy to manage. This supports compliance and helps firms maintain trust with clients and partners.

Here are some of the main benefits for accounting departments:

• Centralized storage: This keeps all files in one place so accountants do not waste time searching across different folders.
• Real-time access: This lets teams view updated versions right away so work stays accurate.
• Secure controls: This protects financial documents through permission settings that limit who can see or change them.
• Faster audits: This speeds up audit preparation by making old records easy to locate and check.
• Better accuracy: This reduces errors because teams always know which version is correct.
• Improved workflows: This creates clear steps for review and approval so work moves without delay.
• Searchable records: This helps teams find invoices, receipts and contracts with simple keywords.
• Reduced manual tasks: This lowers repetitive filing and copying so teams can focus on analysis.
• Strong compliance: This supports record retention rules and activity logs used in regulated work.
• Better client service: This lets teams answer client questions faster with accurate information.
• Team coordination: This keeps departments aligned during busy seasons with shared access.
• Scalability: This helps firms manage more files as they grow without losing organization.

10 top document management software packages for accounting departments

Accounting departments need tools that help them handle constant streams of invoices, receipts and reports. The right system makes files easy to reach and keeps daily tasks simple. It also supports teamwork so accountants can work in real time with clear and accurate information.

This list shows ten options that fit the needs of modern accounting teams today:

1. SignTime
2. DocuWare
3. M-Files
4. DocuSign
5. PandaDoc
6. PairSoft
7. SmartVault
8. FileCenter
9. Canopy
10. Glasscubes
    

SignTime

SignTime is a full document and contract management platform that helps accounting teams work with clear and organized files. It stores documents in one place, supports hand drawn, typed and hanko signatures, and also offers in person signing when needed. This gives firms flexible ways to complete work without switching tools.

The system also includes AI features that identify counterparties, dates, amounts and renewal terms inside uploaded files. It reminds teams about upcoming deadlines and helps them keep contracts easy to track. With strong repository tools and Salesforce integration, SignTime fits firms that want a secure and steady way to handle documents in real time.

DocuWare

DocuWare provides a document management platform used by companies in many industries, including accounting. It offers tools for storing, indexing and retrieving files so teams can keep their records in order. The software supports workflows that route documents through review and approval steps.

Accounting teams use DocuWare to cut down on manual filing and to keep documents searchable. Its cloud and on premise options give firms flexibility based on their security and access needs.

M-Files

M-Files uses metadata to organize documents instead of traditional folder structures. This helps accountants find files based on what they are rather than where they are stored. The system supports version control and access rules that keep financial records accurate and protected.

The platform also offers workflow automation. Teams can route documents through steps that help with review, approval and record keeping during busy periods.

DocuSign

DocuSign is known for electronic signatures, and many firms use it to manage signing tasks. It also offers tools for storing documents and keeping track of file versions. This helps accounting teams move work forward without waiting for paper files.

Some firms use DocuSign as part of a broader workflow. Its integrations help connect documents with other systems used across a business.

PandaDoc

PandaDoc focuses on document workflow tools often used in sales and operations. Some accounting teams use it when they want to create templates, track approvals and manage document updates in one place. The platform supports electronic signatures and cloud storage.

Its design helps teams move documents through steps quickly. This can support simple accounting tasks that need clear workflows.

PairSoft

PairSoft supports procurement and accounts payable workflows. It organizes invoices, purchase orders and related documents so teams can review and approve items with less manual effort. The system keeps records searchable and easy to audit.

Accounting teams use PairSoft to reduce repetitive tasks and improve visibility into spending. Its controls help firms maintain accuracy when handling vendor documents.

SmartVault

SmartVault is built with accounting firms in mind. It provides secure storage, client portals and tools for sharing documents during tax and audit work. Files stay organized and easy for teams to reach during busy periods.

The platform also focuses on collaboration. It lets firms gather documents from clients in a structured way and keep track of what has been received.

FileCenter

FileCenter supports scanning, storing and organizing documents. It works with both local and cloud storage so firms can choose the setup that fits their needs. The system includes tools for tagging and indexing files so they stay easy to find.

Accounting teams use FileCenter when they want a simple way to keep digital and scanned documents in order. Its structure helps maintain clean records throughout the year.

Canopy

Canopy is a practice management system for accounting firms that also includes document tools. It stores files in one place and connects them with client records. This helps teams keep information consistent across tax and advisory work.

The system also supports secure sharing and task tracking. These features help accountants stay aligned during deadlines and busy seasons.

Glasscubes

Glasscubes offers secure collaboration and document sharing tools for many types of teams, including accounting. It organizes files inside workspaces and keeps track of updates with simple controls. This helps teams maintain order during projects.

The platform also supports structured approval workflows. Accounting teams use it when they need clear steps for reviewing and finalizing documents.

SignTime is the best document management software

SignTime combines document storage, workflow tools and e-signature options in one platform, making it a strong choice for accounting teams. Its AI features help identify key data, track deadlines and manage renewals so teams can focus on accurate and timely work. Flexible signature options, including in person signing, make it easy to complete approvals without delays.

With integration into Salesforce and a full suite of repository tools, SignTime keeps documents organized and accessible. Accounting departments can scale their processes while maintaining security and compliance. For firms looking for a steady, efficient and modern system, SignTime provides a reliable solution for managing all their financial documents.

Download our brochure to see whether SignTime might be a fit for your organization.