10 Best HR Document Management Software for Small Businesses

If there’s one area of your business that’s packed with paperwork, it’s Human Resources. Managing HR documents is crucial for any business, especially ones with limited time and resources.

HR document management software is convenient for storing and retrieving essential documents. It houses all your paperwork in one place and makes it easy to find information when needed most.

In this post, we’ve identified the best HR document management software for small businesses. We’ll review what each tool does, how much it costs, and what we like about each provider.

What is HR Document Management Software?

HR document management software stores and manages essential documents for your business. It keeps files organized and readily accessible, so it’s easy for team members to find what they’re looking for. This software reduces confusion and missing paperwork and saves time when distributing HR documents.

HR document management software stores everything from new-hire paperwork to performance reviews. The most common types of HR documents are:

• Resumes and cover letters
• Payroll documents
• Insurance benefit forms
• I-9 forms and other tax forms
• Performance reviews
• Workers’ compensation documents
• Contracts and other agreements

When looking for a solution, make sure the provider supports each of these types of documents. The more information you have in one place, the easier it will be to manage your business.

Best HR Document Management Software

Here are the ten best solutions for HR document management software. We’ll start with our top three and then review other providers that offer similar solutions.

Best Digital HR Document Management

1. Thryv

Thryv’s document storage and sharing tools are convenient and effective for small business owners. The interface is easy to navigate, and the software stores your documents, photos, and files in one accessible place. Thanks to date and time stamps, everything is retrievable — and you can mark documents private to keep sensitive information safe.

What we like:

• Comes with a CRM and appointment-booking software
• Equipped with invoicing and payroll tools
• The “Unlimited” plan has unlimited file storage (the other plans have 20GB and 50GB, respectively)

Price: $228/month for Plus plan; $392/month for Professional plan; $533/month for Unlimited plan

2. DocuPhase

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DocuPhase is like a digital vault for your business. It hosts a variety of documents in one location and connects them with other tools like your CRM and real-time reporting. That way, you can see when documents were distributed and how quickly it takes to approve or complete them. This HR software easily accommodates multiple types of files, so you can use it for HR or any other document management for your business.

What we like:

• Advanced search functions help you find documents quickly
• Pre-set tags can automatically categorize documents for you
• The file-routing feature sends employees documents as they’re created and/or submitted

Price: Contact for pricing

3. Box

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Box is a useful document management tool for businesses of any size. The software supports HR files for employees and business partners, allowing for easy collaboration between teams. Box is also highly encrypted, making it a safe and secure option for storing sensitive data.

What we like:

• E-signatures let employees sign and complete documents online
• Mobile-friendly and can be used on the go
• AI tools can draft documents in seconds

Price: $15/user/month for Business plan; $25/user/month for Business Plus plan; $35/user/month for Enterprise plan; $50/user/month for Enterprise Plus plan

Best HR Electronic Document Management

These solutions are cloud-based, meaning your documents aren’t just stored on your computer. They’re stored within the provider’s database, so you can access them anywhere, as long as you’re logged into the document management software.

Pro Tip: This video explains why you should consider cloud-based software.

4. ServiceNow

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ServiceNow is fully automated, but it’s surprisingly user-friendly. The “legal hold” feature streamlines compliance, and the cyber security tools minimize risk.

ServiceNow advertises to growing businesses that have (or need) a dedicated HR department. Small business owners might not use the enterprise-level features, like the help desk or ticketing system, as much.

What we like:

• The HR interface shows users how many cases or issues they have to work on
• Self-service tools create documents that reduce questions from employees
• AI assistants provide insights and recommendations to improve your workflow

Price: Contact for pricing

5. Revver

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If you’re concerned about regulation, Revver is a reassuring choice. With audit tracking and role-based user permissions, this software ensures all documents are accessible to the appropriate teams. Role-based user permissions allow you to grant access to specific titles and employees, like managers or team leaders. Plus, the company has a stellar reputation for its tech support, making it a friendly option for people who are new to this software.

What we like:

• Track certifications to see if employees have completed them on time
• Electronic forms capture information and complete documents automatically
• Streamlines new employee onboarding with an automated approval process

Price: Contact for Pricing

6. PandaDoc

PandaDoc is a trusted name in document management — over 35,000 companies are currently using it. This all-in-one software solution is user-friendly and affordable, offering efficient options like pre-designed templates and e-signatures.

What we like:

• Templates available for industry-specific documents
• The drag-and-drop features make it easy to build a document from scratch
• You can group related documents together in “rooms”

Price: $19/user/month for Starter plan; $49/user/month for Business plan; Contact sales for Enterprise plan

Best Employee Document Management Software

These providers cater to employee experience. They simplify the HR process so your team can focus on their work.

7. PeopleDoc / UKG

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If you want to build trust between employees and HR, PeopleDoc is an effective solution. Its simplicity makes it easy for HR professionals to meet employees’ needs and communicate productively.

For example, it has a self-service portal where employees can independently answer questions. This frees your HR team up to focus on time-sensitive or complex issues that require their full attention. PeopleDoc is also one of the best choices for remote-first businesses because it has multiple self-service tools that help employees answer questions without the help of your HR team.

What we like:

• Advanced analytics are stored in a dashboard so you can view performance in real-time
• AI assistants review writing and provide tone and language suggestions
• Tools that track attendance and work schedules

Price: Contact for pricing

8. DynaFile

Designed specifically for HR teams, DynaFile increases efficiency, enhances security, and ensures compliance at your business. You can create folders with different user permissions, so employees will view the same folder but only see the information that their unique permissions allow. There are also audit reports that keep files up-to-date and uploading tools that process documents in batches.

What we like:

• Barcodes scan documents and upload them quickly to your database
• The user permissions features allow for efficient document sharing
• Documents are stored behind “bank-grade” security measures

Price: Contact for pricing

9. Document Locator

Document Locator’s file management software increases productivity, and its features help you comply with requirements like ISO, FDA, HIPAA, and more. You can rest easy knowing your documentation is up-to-dae, and your business is ready for an audit. Document Locator also provides project management tools so you can track the completion of documents over time.

What we like:

• Integrates with Microsoft operating systems, so it’s intuitive and easy to use
• Scanned documents appear as text files, making them easy to find
• Electronic forms reduce the amount of paperwork that employees must complete

Price: Contact for pricing

10. Logical Doc

While LogicalDoc was created with bigger businesses in mind, it can benefit small businesses, too. It operates on any device, making it perfect for remote work, and its search tool is impeccable, making sharing information more efficient.

What we like:

• You can comment on documents and add annotations
• Shared calendars make it easy to see the employees scheduled for each week
• Notifications let you know when changes are made to documents so you can view or revise them

Price: Contact for pricing

Benefits of Using HR Document Management Software

The human resources side of any business deals with a tremendous amount of paperwork. HR document management software offers an instant solution, providing benefits that enhance your business’s efficiency, productivity, and security.

Some of the top benefits of document management software are:

• Document Retrieval: Documents are found in seconds instead of losing time on searching for them.
• Compliance: Storing paperwork in one secure area helps your company comply with regulations.
• Productivity: You save time when your documents are processed automatically and easy to access.
• Onboarding: Document management software provides new hires immediate access to all required forms.

How to Choose the Best HR Document Management Software for Your Business

Finding the right solution for your business can be tricky with so many options available. So, here are a few things to consider when choosing your HR document management software:

1. Decide on the features you’ll need. Do you need efficient file management or e-signatures for employees? Your software provider should have the features needed to keep your HR department running smoothly.
2. Research your options. Once you know what you’re looking for, finding a list of potential providers will be easier.
3. Consider the brand’s reputation. How is the customer service team? Is the software user-friendly?
4. Make your choice and start learning. Once you’ve chosen, learn everything about the software to ensure you’re getting the most out of it.

HR document management software can greatly benefit your small business. Consider some of the options on this list and use the tips above to help you pick the right solution for your business.