Don’t worry – we're here to offer quick and targeted advice!
Filters
Ratings
Industry
Company Size
Price
Features
Sort by:
43 Reviews
41 Reviews
34 Reviews
33 Reviews
13 Reviews
12 Reviews
12 Reviews
11 Reviews
7 Reviews
6 Reviews
Misplaced files, version mix-ups, and delays in approvals—these are common headaches when project teams don’t have the right document system in place. Without proper documentation, even well planned projects can go off the rails.
This is why software with document management is so important. Many real-life cases in project management that documentation can help teams collaborate while also saving them a lot of trouble. As such, those teams make use of project management tools with in-built documentation features—a great way to keep tasks, teams and files in sync.
In this article, you’ll discover the top project management tools with built-in document management capabilities. We’ll cover features, use cases, pricing insights, and more—so you can pick a solution that keeps your projects moving and your documents exactly where they need to be.
Not all project management tools are built for handling documents efficiently. The best solutions combine task management, document control, and collaboration tools to ensure teams stay organized and productive. Here are the key features to look for when you are choosing a project management document control software for your business:
| Feature | Description |
| Integrated Document Storage | Store and organize files in one place |
| Version Control And Audit Trails | Track edits, versions, and user activity |
| Role-Based Access And Security | Restrict access based on user roles |
| Task And Document Linking | Attach files directly to tasks and milestones |
| Real-Time Collaboration And Sharing | Edit and share files with team instantly |
| Compliance And Data Backup | Ensure secure, compliant, and backed-up storage |
| Automated Workflows And Approvals | Route files through structured approval stages |
Keeping project-related files scattered across different platforms leads to inefficiencies and misplaced documents. A top-tier solution offers centralized document storage, allowing teams to upload, categorize, and retrieve files directly within their project workspace.
Document revisions can become a nightmare without proper version control. The best project management software maintains a history of edits, timestamps, and user actions. This ensures teams always access the latest version while tracking changes seamlessly.
Sensitive project files shouldn’t be accessible to everyone, and advanced access control features provide customizable access levels to users. This allows businesses to restrict editing, viewing, or sharing permissions based on user roles, ensuring compliance and data security.
A well-structured system lets teams attach relevant files directly to tasks, milestones, or discussion threads. This feature eliminates the need for manual searching and ensures that project members always have the right documents at the right time.
Effective project execution requires smooth collaboration. The best project management software enables real-time document editing, in-app commenting, and instant file sharing. All these tools work together to reduce reliance on endless email chains and external file-sharing tools.
For industries with strict regulatory requirements, automatic backups, audit logs, and compliance-ready storage options are essential. The best solutions offer encrypted document storage and retention policies to meet compliance standards like GDPR or HIPAA.
Managing document approvals manually can slow down progress. Leading platforms provide automated workflows, where files move through predefined approval stages, ensuring a structured and efficient review process.
Managing projects without an integrated document system leads to misplaced files, communication gaps, and inefficient workflows. Project document management software helps teams stay organized, reduce errors, and improve collaboration. Here’s how it benefits businesses:
Searching for misplaced files wastes valuable time and disrupts workflows. A centralized document management system ensures that teams can quickly locate, edit, and share files without sifting through emails or local storage.
Working on outdated files can cause costly mistakes, leading to misaligned tasks and duplicated efforts. With version control, teams always access the most recent document version, eliminating confusion. The software logs every change, allowing users to track edits, restore previous versions, and maintain a clear audit trail.
Project teams often struggle with fragmented communication when documents are shared via multiple platforms. With built-in collaboration tools, team members can edit files simultaneously, leave comments, and receive real-time updates.
Not all project members should have access to confidential files. Advanced permission settings allow administrators to control who can view, edit, or share specific documents. This reduces security risks, prevents unauthorized access, and ensures compliance with data protection regulations.
Industries like healthcare, finance, and construction must follow strict compliance guidelines for document storage and access. Project management software with document management capabilities provides automated audit trails, ensuring that every file update, approval, or modification is logged.
Waiting for document approvals often leads to project bottlenecks. Predefined approval chains, automated notifications and reminders reduce unnecessary delays. It keeps projects moving forward without endless email follow-ups or status meetings.
Accidental deletions, cyber threats, or system failures can result in lost work and disruptions. The best project management software includes automatic backups and cloud storage, ensuring that documents are securely stored and can be easily restored when needed.
Law firms and financial institutions deal with large volumes of sensitive contracts, agreements, and compliance documents. With multiple stakeholders involved, ensuring that everyone is working on the latest version is crucial. A project management system with built-in document tracking and secure access controls eliminates the risk of outdated files being used. This leads to smoother collaboration, thereby reducing compliance risks.
From architectural blueprints to permit approvals, construction projects require constant coordination between contractors, engineers, and site managers. Misplaced or outdated plans can cause costly rework. A construction project document management software ensures that approved files are always accessible to the right teams, reducing delays and miscommunication. Automatic notifications also keep everyone updated when new permits or design changes are issued.
Engineering teams often deal with evolving product designs, assembly instructions, and regulatory documents. Without a structured system, tracking changes across multiple revisions can be chaotic. A project management platform with version control and approval workflows allows teams to compare different iterations. Teams can then approve modifications efficiently, and ensure that only the latest, certified specifications are used in production.
Creative teams work with various digital assets, from ad creatives to video content, often handling multiple client projects at once. Without a clear system in place, brand guidelines can be overlooked, and outdated materials might get used. A project management system stores all marketing assets in one place, making it easy for teams to retrieve approved versions, track revisions, and keep branding consistent across campaigns.
Hospitals and clinics manage vast amounts of patient records, treatment protocols, and compliance documents. Ensuring privacy while keeping records easily accessible to authorized personnel is essential. A project management platform designed with secure document handling enables healthcare professionals to retrieve necessary files instantly while maintaining compliance with data protection regulations.
The cost of project management software with document management varies based on features, user limits, and deployment options. Businesses can choose from subscription-based pricing, one-time licenses, or custom enterprise solutions, depending on their needs. However, an estimated range of cost is as follows:
Many project management tools offer free plans with basic document management capabilities, ideal for freelancers, startups, or small teams. These plans typically include:
For growing teams, entry-level paid plans (starting around $10-$20 per user/month) add features like:
Larger teams and small and medium sizes businesses (SMBs) typically need scalable document management and project tracking features. Mid-tier plans offer:
At this pricing level, businesses can streamline collaboration and improve efficiency, making it a solid investment for growing teams.
For large organizations managing sensitive data or complex workflows, enterprise-grade solutions provide:
Enterprises often receive custom pricing based on user count, storage needs, and integration requirements.
Finding the right software doesn’t have to be complicated. Follow these simple steps to find the best fit for your company:
Step 1: Define Your Needs: Start by identifying what you need from the software. Consider how many users will need access, whether you require simple document storage or advanced collaboration tools. Decide if security and compliance are key priorities for your business
Step 2: Check Scalability: Make sure the software can grow with your business. It should support additional users, storage, and features as your workload increases. A solution that works for both small projects and enterprise-level operations will save you from switching platforms later
Step 3: Look at Integrations: Check if the software connects with tools you already use, such as Google Drive, Slack, or customer relationship management (CRM) systems. API support is also useful for automating workflows and reducing manual data entry. Seamless integration ensures better efficiency across teams
Step 4: Compare Pricing Models: Understand the pricing structure before making a commitment. Some tools offer one-time purchases, while others operate on monthly or annual subscriptions. Look for any hidden costs related to extra users, storage, or premium features to avoid unexpected expenses
Step 5: Evaluate Document Management Features: A strong document management system should have version control, access permissions, and easy organization. Ensure the software allows you to track changes, control who can view or edit files, and quickly retrieve documents when needed
Step 6: Test Usability: A complicated system can slow teams down. The interface should be intuitive, allowing users to access files and complete tasks without confusion. If extensive training is required, it may not be the best fit for your organization
Step 7: Review Security And Compliance: Data protection is essential, especially for industries handling sensitive information. Look for encryption, role-based access control, and compliance with standards like GDPR or HIPAA. Having an audit trail for document activity is also useful for security and compliance purposes
Step 8: Try Before You Buy: Before committing, take advantage of free trials or demos. Testing the software firsthand will help you determine if it meets your needs. Also, check how responsive the customer support team is and read real user reviews to get insights into long-term reliability
Following these steps will help you choose the right project management software with document management without unnecessary complexity.
While project management software with document management offers many advantages, it also comes with challenges that teams need to address.
As businesses grow, so does the volume of documents and projects. Some software struggles to handle large datasets, leading to slower performance, storage limitations, or increased costs for expanded capacity.
Every organization has unique processes, but not all project management tools allow for full customization. Rigid workflows can make it difficult to adapt to specific industry needs, forcing teams to find workarounds or rely on additional tools.
Not all employees are tech-savvy, and complex interfaces can slow down adoption. If the software requires extensive training, teams may resist using it, reducing overall efficiency and collaboration.
Many businesses rely on multiple software solutions for communication, accounting, or customer management. If project management software doesn’t integrate smoothly with existing tools, data silos can form, creating inefficiencies and manual workarounds.
Basic versions of project management software may not include advanced document management features like version control, automated workflows, or AI-powered search. Upgrading to premium plans can significantly increase costs, making budgeting a challenge for small businesses.
Some teams only need basic task tracking and file storage, but feature-heavy software can add unnecessary complexity. Overly detailed workflows and excessive settings may slow down progress instead of streamlining operations.
Addressing these challenges requires careful selection, proper training, and ongoing adjustments to ensure the software remains an asset rather than a hurdle.
Why is document control important in project management?
Document control ensures that all project files remain updated, accessible to authorized users, and compliant with industry standards. It prevents errors, duplication, and loss of critical project information.
How does construction project document management software help in the industry?
Construction project document management software centralizes blueprints, contracts, RFIs, and compliance documents, ensuring teams have real-time access to critical files. It reduces miscommunication, prevents version conflicts, and helps maintain regulatory compliance.
What are the key features of project management document control software?
Project management document control software typically includes version control, access permissions, audit trails, automated workflows, and cloud storage. These features help teams maintain document accuracy and streamline collaboration.
Why is document control crucial in legal firms?
It protects sensitive client documents, ensures version control for contracts, and streamlines case file management for improved efficiency.
Contact our team of experts for free advice on choosing software solutions best suited to your business needs.
Loading form...
