The Enterprise Guide to Document Processing Software in 2025

Think about the amount of paperwork your company handles on a daily basis.

It’s a lot, right? Efficient document management workflows can help you handle it all faster. In fact, studies show that advanced document processing solutions can boost productivity by 30%.

This kind of technology can also reduce—or even eliminate—regulatory fees. Since a single compliance-related issue can cost your organization millions of dollars, this is a pretty big deal.

In this article, we’ll walk you through everything you need to know about document processing, from choosing the right software to maximizing its impact on your operations. Let’s go!

Key Features of Document Processing Software

The best document management tools do more than help users store and access documents. They have specific features that improve productivity, ensure compliance, and lead to better business outcomes. Let’s explore each of these features in greater detail:

Automation

Automated document management reduces manual tasks and streamlines workflows.

Imagine a system where custom invoices, contracts, and/or reports are created in seconds. As long as your document processor allows you to build and store templates, this is very possible.

Your software will pull up a pre-assigned template, extract information from integrated tools, and route it to the right departments and/or individuals for approval. The result? Faster processing times and fewer mistakes. As such, automation empowers teams to focus on strategic work.

Artificial Intelligence

Automation is great. Full-fledged artificial intelligence (AI) is better.

An AI-powered document management system will automatically categorize documents, flag inconsistencies between them, and even translate text for multilingual teams.

Here’s a real-world example: the AI tool processes legal contracts, identifies key clauses, and highlights risks in a matter of seconds. All the while, company leaders focus on other initiatives.

By learning patterns and adapting to workflows over time, AI will make sure your document creation, organization, and distribution processes excel, without constant human intervention.

Optical Character Recognition (OCR)

OCR technology transforms images of text into a machine readable format.

This is important because most images of text—paper documents, photos of receipts, etc.—can’t be edited by traditional word processors. This makes them WAY less useful.

But if your document management software has OCR tech, you and your team will be able to quickly edit, search, or even count words within your image files, boosting productivity.

Predictive Search Functionality

A recent survey found that 54% of US office professionals spend more time looking for digital documents than they do responding to emails and other messages.

Predictive search functionality will eliminate this worry for your team.

Rather than manually scanning through your company’s database, you and your employees will be able to search for the files you need. Even better, your document management system will use metadata, keywords, and AI analysis to guess what you’re searching for, saving time.

Security and Compliance Features

Security and compliance have never been more important.

The best document management software includes end-to-end encryption to protect documents from a range of cyber threats. These apps typically feature built-in compliance tools as well, so GDPR, HIPPA, and similar privacy laws are easier to follow. Say goodbye to costly fines!

We can’t forget to mention role-based access controls too, which only allow authorized users to view and/or edit certain materials. This prevents sensitive files from falling into the wrong hands.

Collaboration and Accessibility

70% of employees say they’d be more productive if they could collaborate efficiently with their colleagues. The right document management software makes this easy.

Once you choose a tool, team members will all be able to view and edit files simultaneously. And because most document processors are cloud-based, they’ll be able to do so from anywhere. Last but not least, file sharing will be a breeze. Your staff won’t have to send documents to each other, they’ll simply add them to the database for others to retrieve.

Version Control and Document Integrity

A quality document management system will have version control.

This feature tracks edits, highlights who made them, and allows users to restore earlier versions if needed. It also promotes transparency and ensures document integrity. These things are especially important in the legal, finance, and healthcare industries where accuracy is critical.

At the end of the day, version control features make sure everyone works on the latest version of a document while keeping a record of previous changes, which improves collaboration.

Robust Integration Possibilities

Enterprises rely on a range of tools, from CRM software to ERP systems. The Document management tool you use should connect to as many of them as possible.

Why? To streamline your workflows. When your document processor connects to your CRM, for example, it will be able to automatically input customer details into contracts. This will make your team more efficient and improve the customer experience. 

Here’s the bottom line: the best document management software has a wealth of features. If the highlight of your tool is “storing documents“, you should consider an upgrade.

Ready to get started with a quality document processing tool? Give Experlogix a try! Our industry-leading platform has the features you need to boost productivity and data accuracy for your enterprise. Sign up for a free demo today to see Experlogix in action.

Benefits of Using a Document Management Solution

Now that we know what the best document management software can do, let’s talk about why they’re so beneficial. Here are three reasons to invest in this kind of solution ASAP:

• Improved Workflow Efficiency: A proven document management solution will streamline document creation and retrieval tasks for your team. Use one of these tools to automatically add important details to invoices, contracts, and other files. Then easily route them to the right people for approval, e-signatures, etc. Advanced search functionality is often a huge time-saver too. Rather than wasting minutes—or sometimes hours—looking through a sea of files, the right document management tool will help your employees locate documents in seconds. This level of efficiency eliminates unnecessary steps and allows teams to focus on higher-value tasks, not administrative work.
• Enhanced Security and Compliance: These days, data security and regulation compliance are mission critical. If you can’t protect your company’s private information, or fail to follow world and industry laws, you’ll develop a bad reputation in the marketplace and be subject to significant fines. Fortunately, most document management systems include encryption, role-based permissions, and audit trails to safeguard data. Many are equipped with compliance tools as well. Said tools make it easier to meet data protection standards around the globe. How so? By storing documents securely, as we just mentioned, and providing detailed records of activity.
• Significantly Reduced Costs: Paper-based systems and manual workflows are expensive. Paper, ink, physical storage space, shipping—and we haven’t even talked about time lost on inefficiencies. Document management solutions digitize and/or automate many of these processes. As such, they’ll help your organization cut unnecessary costs. Bonus: document processing software deals with electronic documents, which can help your business align with any sustainability goals it has.

Emerging Trends in Document Management for 2025

What will document management look like in 2025 and beyond?

While no one can answer that question with 100% accuracy, we can make educated guesses based on current trends. Here are three of our predictions on the topic:

• AI and Machine Learning: Artificial intelligence is all the rage right now—and will be for the foreseeable future. When it comes to document management, AI can create, analyze, process, and organize files with incredible speed. And because the technology learns from existing inputs, it will improve its accuracy and efficiency over time. We expect AI to become a normal part of document management workflows in the coming years. In fact, managing documents without AI will soon become a thing of the past.
• Sustainability and Paperless Workflows: Does your company care about sustainability? For many organizations, the answer is a resounding “Yes!” Document management software helps businesses meet their sustainability goals because it all but eliminates the need for paper documents. Companies will lean into this feature and place a greater emphasis on paperless workflows in 2025. To keep pace, choose a document processing tool that has plenty of cloud storage and facilitates e-signatures. Doing so will help further your environmental initiatives and save your business money.
• Integration with Predictive Analytics: Like we talked about earlier, the best document management tools have robust integration capabilities. By connecting your document system to a predictive analytics platform, you can glean incredible insights. Imagine knowing which document your team needs before they ask for it. Or finding files faster because your software automatically reorganized your database based on usage. Or knowing exactly how to update contracts to improve close rates. It’s all possible, which is why companies will prioritize document management systems that integrate with predictive analytics tools in 2025 and beyond. The benefits are too great to ignore.

Comparing the Best Document Management Software

What’s the best document management system on the market? Actually, that’s the wrong question. You should be asking, “What’s the best document management system for my unique enterprise?” Every company is different. But one of the five tools below should fit your needs:

Provider:	Best Features:	Key Integrations:	Pricing:
Experlogix	Build smart forms to collect customer information.Create templates and generate new documents quickly.Automate your processes with document flows.Collect e-signatures on all documents.	Microsoft Dynamics 365Microsoft Power PlatformSalesforceSugar CRM	Contact our team for a custom quote!
DocSumo	Extract data from unstructured documents.Create custom rules to validate document data.Automatically organize new files into folders.	StripeSalesforceQuickbooksZapier	$0 – $299+ per month
PandaDoc	Generate eye-catching and compliant proposals.Track document performance to improve future files.Accept e-signatures and payments directly inside proposals.	HubSpotSalesforcePayPalSlackZapier	$19 – $65+ a month, per seat
Google Drive	Get cloud-based storage with automatic backups.Edit files simultaneously with coworkers.Integrate with Gmail, Docs, and other Google Workspace apps.	GmailGoogle DocsGoogle SheetsGoogle Calendar	$6 – $18+ a month, per user (1 year commitment)
Adobe Document Cloud	Edit and convert PDF files to meet your requirements.Receive AI-powered summaries to learn what’s in a file.Accept e-signatures and track document performance.	Google DriveDropboxMicrosoft 365Box	$14.99 – $23.99 a month, per license

Experlogix

Experlogix is a robust document management solution tailored for enterprise-level businesses, especially those that require advanced automation and integration capabilities. The platform is able to handle a high volume of files across departments. Whether you’re managing contracts or streamlining approval workflows, Experlogix provides tools that adapt to your needs.

Key Features

• Advanced Workflow Automation: Automate complex document processes, reduce manual work, and speed up approvals. Experlogix is guaranteed to boost productivity.
• Configurable Templates: Create reusable templates for contracts, invoices, and/or reports. Doing so ensures consistency across documents and team-wide efficiency.
• Dynamic Document Generation: Automatically create documents based on predefined data inputs. Even better, enjoy high-volume batch generation capabilities.
• Content Management Features: Store all of your files, from PDF forms to logos and images, in a secure repository that accelerates the retrieval of electronic documents.
• Seamless CRM Integration: Integrates with popular CRM platforms like Salesforce and Microsoft Dynamics, as well as e-signature tools like DocuSign and Adobe Sign.

DocSumo

DocSumo allows users to extract data from complex documents. As such, it improves team productivity by eliminating certain manual tasks, while improving data accuracy. If you want to turn scanned documents into actionable insights, DocSumo is definitely a tool to consider.

Key Features

• Data Extraction: Pull data from unstructured documents like contracts and invoices.
• Data Validation: Create custom rules to validate the data DocSumo pulls from files.
• Document Classification: Automatically organize incoming documents into folders.
• AI-Powered Platform: Enjoy AI tools that learn your team’s document processes.
• Integrations: Connect DocSumo to CRMs, ERPs, payroll software, and other tools.

PandaDoc

PandaDoc was built to simplify document creation and management tasks. It’s great for sales teams who crave simplicity. Just know that it’s not the most powerful platform out there. Still, you can use the app to create proposals, automate processes, and evaluate file performance.

Key Features

• Document Generation: Create eye-catching and compliant proposals in minutes.
• Workflow Automation: Enjoy automated reminder emails, approval workflows, etc.
• Tracking and Analytics: Learn which proposals perform best and why to improve files.
• Signatures and Payments: Accept e-signatures and collect money inside proposals.
• Integrations: Connect to CRM software, payment gateways, and other top tools.

Google Drive

Google Drive is a widely-used cloud storage and document collaboration tool. While not a dedicated document management system, it provides essential features for many brands.

Key Features

• Cloud-Based Storage: Get secure and scalable storage with automatic backups.
• Real-Time Collaboration: Edit and comment on files with coworkers simultaneously.
• Search Functionality: Use advanced search features with filters and metadata tagging.
• Integrations: Connect to Gmail, Docs, Sheets, and other Google Workspace apps.
• Mobile Access: Enjoy on-the-go document management via the mobile app.

Adobe Acrobat

Adobe Acrobat is a popular app that combines document management with advanced PDF editing tools. It’s ideal for enterprises that handle complex documents and prioritize security.

Key Features

• PDF Editing: Edit and convert your PDFs to meet your team’s exact requirements.
• AI Assistance: Ask your documents questions and receive AI-powered summaries.
• Security Features: Protect your sensitive data with encryption and controlled access.
• E-Signature Capability: Send out PDFs for e-signatures, then track their performance.

How to Choose the Right Document Management System

We know what you’re thinking, “All of the document management software above seems great! How do I choose between the five options?” First, evaluate features and price points. Then eliminate options that don’t fit your needs and/or budget. Second, consider these three factors:

• Scalability: Your organization’s needs will change over time. So, choose a tool that will grow with your business. A scalable solution will allow you to add more users, increase storage capacity, and/or integrate with additional tools—all without a complete overhaul. While it’s difficult to look one, two, or even five years into the future, doing so will save you a lot of trouble when it comes to your document management system.
• User-Friendliness: It doesn’t matter how powerful your document management software is if your employees don’t know how to use it. That’s why you should prioritize user-friendly tools. Look for intuitive interfaces and straightforward workflows. Features like drag-and-drop editors and the ability to customize dashboards are important too. Basically, invest in a solution that does NOT require extensive training.
• Reliability and Customer Support: Finally, try to invest in a reliable platform that offers killer customer support. That way you spend more time actually using the tool, and less time banging your head against the wall. You can learn about reliability and support by reading reviews. You can also compare available support channels. A company that offers live chat, email, and phone support probably takes customer satisfaction seriously.

Practical Applications of Document Management Tools Across Industries

Document management software is used in a variety of industries, from real estate to financial services. Let’s break down how different types of companies use this essential tool:

• Real Estate: Professionals in the real estate industry handle complex transactions. Document management systems simplify this process by acting as a centralized repository for contracts, disclosures, and inspection reports. More than that, these tools allow for secure document sharing between buyers, sellers, agents, landlords, etc. Once PDF files and other documents have been shared, they need to be signed. Document management solutions facilitate this via e-signature capabilities. Real estate companies like London & Quadrant use document processing apps to streamline document creation tasks, boost team productivity, and build trust with thousands of clients.
• Healthcare: Organizations in the healthcare industry deal with a lot of information, from patient histories to insurance claims. Document management software helps by collecting data in a secure system. Plus, electronic documents are much easier for healthcare providers to access, update, and share safely. And thanks to built-in compliance features, they don’t have to worry as much about HIPAA laws. Finally, automated workflows speed up claims processing by extracting key data from forms.
• Insurance: Individuals in the insurance industry are familiar with paperwork—lots and lots of paperwork. Document management solutions allow them to create branded documents faster for policyholders. As an added bonus, the documents they create are often more accurate, because this kind of tool pulls information directly from company databases. Add a little automation and e-signature capabilities to the mix and insurance pros have what they need to satisfy customers, which is what SSQ Insurance found.
• Government: Government bodies communicate with citizens every day. Document management systems make sure these communications are productive by automating the creation of licenses, permits, visas, and other materials. They can also apply custom business rules to help comply with laws within their jurisdictions. Also of note, document tools help with records management. Government employees can quickly find the templates and/or completed files they need by typing keywords in a search bar, rather than manually sifting through thousands upon thousands of documents.
• Manufacturing: Manufacturers handle invoices, purchase orders, and compliance certifications on a daily basis. Document management software streamlines operations by keeping files organized and accessible. This makes it a lot easier to track terms and deadlines. These tools can also supercharge the supply chain by syncing documentation with ERP systems for real-time data sharing. The result? Smooth operations that help manufacturers avoid costly delays and compliance issues. One more thing: the best document tools include e-signature capabilities to accelerate transaction times.
• Financial Services: Professionals in the financial services industry can use document processing software too. Whether they need to create and send loan applications, compliance reports, or a different kind of file, document tools will help them do it with speed and precision. For example, they can use the automation tech in their document solution to create personalized materials in seconds, thanks to dynamic templates and business rules. They can also set up secure portals to share the documents with clients. Companies like Morningstar have used these features to improve customer satisfaction.

FAQs About Document Processing Software

What are the Benefits of Document Processing Software?

The right document processing software will improve your productivity, minimize errors, streamline collaboration, reduce expenses, and allow for future business growth:

• Improve Productivity: Automate repetitive tasks like data entry and approvals, while enabling e-signatures. These things reduce processing times and improve efficiency.
• Minimize Errors: Eliminate human errors with features like automatic data entry and validation. That way your staff doesn’t accidentally mistype information.
• Streamline Collaboration: Enable teams to work on documents simultaneously with real-time editing and cloud-based access. Better teamwork leads to better results.
• Reduce Expenses: Remove paper-based processes to save money on printing, storage, and shipping fees, while keeping customers happy and lowering lead gen costs.
• Allow for Growth: Adapt to growing business needs by integrating with other enterprise tools and handling higher volumes of data. Doing so will allow your business to scale.

How Does Document Processing Software Ensure Compliance?

Top-rated document processing software includes features like audit trails, role-based access, data encryption, built-in templates, and automated alerts:

• Audit Trails: Log every action taken on a document to know who worked on it.
• Role-Based Access: Restrict access to sensitive documents based on employee roles.
• Data Encryption: Protect documents—in transit and at rest—from unauthorized access.
• Built-In Templates: Use pre-configured templates that align with data regulations.
• Automated Alerts: Get notified about compliance deadlines and policy violations.

What is the Role of AI in Modern Document Workflows?

Artificial intelligence can do a bunch of things to improve your document workflows. For example, it can extract data, categorize documents, detect errors, translate text, and more:

• Data Extraction: AI-powered tools with OCR technology can extract information from scanned documents, PDF files, and/or other images with near-perfect accuracy.
• Document Categorization: Document processing software with AI can automatically organize company files by recognizing patterns, keywords, and metadata.
• Predictive Analytics: Use AI-backed document processing solutions to determine which files are most popular and when they need to be used by studying historical data.
• Error Detection: The best document management software can also identify inconsistencies and/or missing information in documents and reduce costly mistakes.
• Language Translation: Finally, a document tool with AI technology can easily translate documents for a global audience and break down communication barriers.

What are Best Practices for Document Automation in 2025?

To maximize the value of document automation, enterprises should follow these best practices:

1. Identify High-Value Workflows: Pinpoint important processes that are both repetitive and time-consuming. Examples include creating invoices and distributing contracts.
2. Integrate with Existing Tools: Connect your document processing software with CRMs, ERPs, and other enterprise systems for seamless data sharing.
3. Train Your Team: Provide clear training and documentation to make sure your employees understand how to use your document automation tool effectively.
4. Monitor and Optimize: Regularly review performance metrics to identify bottlenecks or areas for improvement. Then remove friction from your document processes ASAP.
5. Prioritize Security: Ensure all automated workflows are protected by encryption, audit trails, access controls, and similar features. That way private data stays private.

Empower Your Organization With Modern Document Processing

Document processing software is essential in 2025—and will be for the foreseeable future.

From automation features to advanced security protocols, these tools will streamline your workflows, reduce errors, and enhance collaboration at every level of your enterprise.

When it comes to document processing, you can’t go wrong with Experlogix. Our platform is both easy to use and powerful. With it, you can automatically capture data and pass it to your CRM or ERP, generate new documents with a few clicks, turn the most effective documents into reusable templates, design automated document flows, accept e-signatures, and more.

Sign up for a free demo of Experlogix today to experience our solution for yourself!