You’re on a deadline, and your team is scrambling to finalize a document. Someone edits the wrong version, and another person leaves feedback on an outdated draft. Now, you’re stuck fixing a mess that shouldn’t exist.

This nightmare is too real if you work within a large team.

Messy collaboration slows teams down, leads to costly mistakes, and makes simple tasks tedious. A good document collaboration tool makes creating, editing, and managing files easier. But with so many options out there, finding the right one can be a challenge.

To save you time, we’ve rounded up the best document collaboration tools for teams to work together smoothly.

Best Document Collaboration Software for Teams

The Best Document Collaboration Software at a Glance

Here are the top tools to create, edit, and refine documents together with your team:

Tool	Key features	Best for	Pricing*
ClickUp	– Real-time editing with nested pages and rich formatting – AI-powered document generation with ClickUp Brain – Customizable templates and automations – Converting docs into tasks and workflows	Best for individuals, small teams, mid-market companies, and enterprises for end-to-end project-integrated documentation and workflow management	Free plan available; customizations available for enterprises
Google Docs	– Real-time co-editing – Smart canvas with chips and templates – AI help with Gemini for summaries and revisions	Best for individuals and small to mid-sized teams that need fast, browser-based document collaboration	Free plan available; paid plans start at $8.40/user/month; customizations available for enterprises
Notion	– Block-based workspace for docs, wikis, and databases – Real-time editing and sharing – AI-driven workflow tools and third-party integrations	Best for small to mid-sized companies and power users of flexible documentation, wikis, and lightweight databases	Free plan available; paid plans start at $12/user/month; customizations available for enterprises
Dropbox Paper	– Multimedia embeds from tools like Figma, SoundCloud, and Pinterest – Inline task assignment – Full-screen doc presentation mode	Best for creative teams that need a lightweight, media-rich space to collaborate and brainstorm	Free with Dropbox account; paid Dropbox plans start at $11.99/month; customizations available for enterprises
Confluence	– Nested page structures and dedicated spaces – Inline comments, tasks, and Jira integration – Dynamic macros and templates	Best for large organizations for structured documentation and knowledge management tied to development workflows	Free plan available; paid plans start at $6.40/user/month; customizations available for enterprises
Microsoft OneDrive & Word	– Real-time Office editing and version control – Deep integration with Microsoft 365 suite – Secure cloud storage with Personal Vault	Best for teams already in the Microsoft ecosystem for seamless collaboration within Word and OneDrive	Paid plans start at $5/user/month (billed annually)
Evernote	– Web clipping and embedded elements – Smart search and PDF annotation – Nested notebooks for organization	Best for individuals and freelancers who need structured personal note-taking and light collaboration	Free plan available; paid plans start at $14.99/month
Slack	– Threaded document discussions – Real-time file sharing and integrations with Google Docs, OneDrive, etc. – Workflow automations and advanced search	Best for communication-focused teams that need quick document feedback and approvals	Free plan available; paid plans start at $8.75/user/month; customizations available for enterprises
Zoho Writer	– AI assistant for grammar/tone refinement – Live CRM data merging – Fillable forms and section-level editing permissions	Best for cloud-first teams already using the Zoho Suite	Paid plans start at $2.50/month
Coda	– Combine text, tables, and databases – Interactive automation with buttons and formulas – AI content generation and data analysis	Best for mid-sized teams and data-heavy departments that need docs + apps in one workspace	Free plan available; paid plans start at $12/user/month; customizations available for enterprises
Slite	– AI-powered knowledge search and documentation prompts – Decision logs and discussion threads – Clean structure for organized remote collaboration	Best for remote and hybrid teams building a centralized, intuitive knowledge base	Paid plans start at $10/user/month; customizations available for enterprises

*Please check the tool’s website for the latest pricing

What Should You Look for in Document Collaboration Software?

No one likes to work in silos. Disconnected systems slow teams down. Ineffective collaboration results in 60% of people’s time wasted on finding the relevant context and deliverables. The right document collaboration software can streamline workflows, improve version control, and boost productivity.

Here’s what to consider when choosing the best tool for seamless, real-time collaboration across multiple users and projects.

Real-time collaboration: Choose software that supports live and collaborative document editing with team members, even when they’re offline
Version control: Ensure everyone can access previous versions, track changes completely, and seamlessly restore documents when needed
Task management integration: Select a tool that lets you convert discussions into action. The ability to assign tasks, leave comments, and monitor progress effortlessly from your docs can shave hours off your workload every month
Security features: Prioritize robust access controls, data encryption, and comprehensive protection measures to safeguard sensitive and confidential data
Ease of use: Look for an intuitive UI, customizable templates, and easy accessibility so the tool isn’t painful to use
Integration with other tools: Ensure compatibility with your project management platforms, communication channels, and third-party apps for smoother collaboration

📚 Also Read: Optimizing Document Management Workflow: Best Practices to Boost Effectiveness

The Best Document Collaboration Software

How we review software at ClickUp

Our editorial team follows a transparent, research-backed, and vendor-neutral process, so you can trust that our recommendations are based on real product value.

Here’s a detailed rundown of how we review software at ClickUp.

Now that we understand document collaboration software and key selection factors, here are some of the best options available today:

1. ClickUp (Best for project-integrated documentation and workflow management)

Create content, collaborate, and organize ideas seamlessly with ClickUp Docs in real time

As teams grow, managing documents, approvals, and workflows becomes more complex. A document collaboration tool should do more than store files—it should simplify teamwork, keep content organized, and eliminate version control chaos. That’s everything that a tool like ClickUp does.

ClickUp is the everything app for work that combines project management, knowledge management, and chat—all powered by AI that helps you work faster and smarter. It infuses the power of AI into document creation, workflow automation, and real-time team collaboration within one platform.

Thanks to ClickUp Docs, teams can draft documents, edit them simultaneously with others, and leave actionable feedback without handling multiple versions of the same document or searching through scattered comments. Your documents are neatly categorized with folders, tags, and permission controls, ensuring the right people have access at the right time.

Generate fresh content or edit existing content using ClickUp Brain within ClickUp Docs

But why stop just there? ClickUp takes document collaboration further with its built-in AI engine, ClickUp Brain. It connects your notes, tasks, and conversations, giving you a structured and efficient way to create and manage documents.

Try ClickUp Brain for free

Plus, it automatically generates summaries for long, complex documents and pulls key insights from your wikis in seconds. Teams can draft detailed reports and edit generated content with an AI writing assistant that adapts to their needs.

With the ability to adapt the content to your brand style guide, every document stays consistent with your company’s voice and tone!

Need progress reports on your team’s tasks? ClickUp Brain generates daily and weekly updates, helping teams track projects and identify bottlenecks. It transforms how teams handle documentation.

Still manually tracking approvals, updates, and deadlines? ClickUp Automations can handle it for you, triggering tasks based on document updates, setting up automated approvals, and keeping projects moving with AI-powered insights.

No more manually checking updates. Set up an automation to notify you when changes are made, keeping your team aligned. The platform’s your playground while automating document workflows with ClickUp’s 100+ automations.

With ClickUp’s Connected Search, you can locate any document, task, or resource in seconds. Use a simple command to instantly pull up what you need, reducing the time spent searching through files.

Search across platforms, files, and apps with ClickUp Connected Search

Want to get started with project documentation quickly? Tap into ClickUp’s rich library of customizable templates. Choose from multiple tailor-made documents for your use case, including process documentation and wiki templates. Ensure consistency across all your reports, SOPs, and knowledge bases—skip the setup and focus on the execution.

👀 Did You Know? A study found that teams using AI-powered document collaboration tools like ClickUp cut content creation time by 40%, reducing errors and improving efficiency.

ClickUp best features

Create and customize Docs with nested pages, rich formatting, media embeds, and templates to build wikis, roadmaps, and internal knowledge bases effortlessly
Convert text from your ClickUp Docs into ClickUp Tasks and track progress easily
Link Docs to workflows for seamless project updates
Enable the Page Focus Mode in ClickUp Docs to eliminate distractions as you write

📮 ClickUp Insight: 37% of our respondents use AI for content creation, including writing, editing, and emails. However, this process usually involves switching between different tools, such as a content generation tool and your workspace. With ClickUp, you get AI-powered writing assistance across the workspace, including emails, comments, chats, Docs, and more—all while maintaining context from your entire workspace.

Start using ClickUp for free

ClickUp limitations

First-time users may experience a slight learning curve

ClickUp pricing

free forever

Best for individual users

Free Free

Key Features:

60MB Storage

Unlimited Tasks

Unlimited Free Plan Members

unlimited

Best for small teams

$7 $10

per user per month

Everything in Free +

Unlimited Storage

Unlimited Folders and Spaces

Unlimited Integrations

ClickUp ratings and reviews

G2: 4.7/5 (10,000+ reviews)
Capterra: 4.6/5 (4,400+ reviews)

What real-life users are saying about ClickUp

A TrustRadius review says:

This is the special advantage of ClickUp: offering most of the tools needed for organizing the projects in one place. It doesn’t only allow the managing and assignment but also offers other tools in the same environment such as Documents, where one can take notes and make reports, and integration with calendar and e-mails, all in one place. No need to use external programs or different apps for every function.

2. Google Docs (Best for real-time document collaboration)

For many, the journey to better document management usually begins with Google Docs. Whether you’re co-editing content with your team or adding last-minute changes before sending the doc over, it keeps everyone on the same page (literally).

Docs’ Pageless mode ditches annoying page breaks for an uninterrupted flow, while smart chips let you tag people, link files, and even add events to your docs.

And if you’re stuck, Gemini’s AI assistance can help organize your thoughts, tweak wording, or summarize key points.

Google Docs best features

Generate professional, structured documents with Gemini’s AI assistance
Insert formatted emails, meeting notes, and review trackers using smart canvas tools
Organize complex projects with document tabs for grouping related content

Google Docs limitations

Requires internet access for key features like real-time collaboration, AI-powered Gemini assistance, and smart chips

Google Docs pricing

Free Forever
Google Workspace Business Starter: $8.40/month per user
Google Workspace Business Standard: $16.80/month per user
Google Workspace Business Plus: $26.40/month per user
Google Workspace Enterprise: Custom pricing

Google Docs ratings and reviews

G2: Not enough reviews
Capterra: 4.7/5 (28,000+ reviews)

What real-life users are saying about Google Docs

A Capterra review says:

I often use Google Docs more these days as it allows you to share your files with multiple people at the same time, allowing a greater amount of people to simultaneously work on the file, which in turn, facilitates team efforts and increases our productivity exponentially.

💡 Pro Tip: Type ‘@’ in Google Docs to instantly insert formatted emails, calendar invites, review trackers, meeting notes, and more. No manual formatting is needed!

3. Notion (Best for all-in-one workspace and note-taking)

Need a flexible workspace for managing your documents? Notion’s block-based setup gives you better control over your content, letting you mix and match the placement for text, images, databases, and embeds like a digital Lego set.

Every element in a Notion doc is a movable block, so you can rearrange, restructure, and refine your content without breaking a sweat. Everything stays adjustable, whether you’re building a knowledge hub, tracking projects, or brainstorming ideas.

With Notion, you can also interlink pages, transforming disconnected notes into a dynamic system that grows with your workflow.

Notion best features

Create structured documents, wikis, and project pages in one platform
Collaborate with teammates using shared workspaces, real-time editing, and comments
Automate workflows with AI-driven tools to reduce manual tasks
Integrate with Google Drive, Slack, and Trello for better connectivity

Notion limitations

The platform can be complex for beginners
Mobile app experience is limited

Notion pricing

Free
Plus: $12/month per user
Business: $18/month per user
Enterprise: Custom pricing

Notion ratings and reviews

G2: 4.7/5 (6,000+ reviews)
Capterra: 4.7/5 (2,400+ reviews)

What real-life users are saying about Notion

A Reddit user shares:

I find Notion to be best when used as a wiki / info management system for storing long-term structured information – specifically for the Architect note taking archetype. Example use-cases being daily/weekly reviews, life wiki (hobbies, goals etc.), project planning/overview (not task management) and so on.

📚 Also Read: Top File Sharing Software for Secure and Collaborative Work

4. Dropbox Paper (Best for creative teams and media-rich collaboration)

Dropbox: Document Collaboration Software — via Dropbox

Dropbox Paper is like when a digital whiteboard meets a notebook—designed for teams that want to create, review, and organize ideas in one place. It keeps everything—text, media, and files—tidy and accessible, with real-time collaboration so no one’s left out of the loop.

Plus, it’s backed by Dropbox’s cloud storage, which means your work is accessible on the go. Whether you’re brainstorming ideas, planning sprints, or drafting social media content, it provides a flexible space for collaboration without cluttering multiple tools.

Dropbox Paper best features

Embed and interact with Figma, SoundCloud, Pinterest, and other media formats without leaving the document
Instantly convert any document into a full-screen presentation with auto-formatting
Tag teammates inline to assign specific tasks directly within a document

Dropbox Paper limitations

No dedicated folder structure for organizing documents; everything stays in a single feed
Lacks advanced task management features

Dropbox Paper pricing

Dropbox Paper is included for free with every Dropbox account. Here are Dropbox’s pricing plans:

Basic: Free
Plus (for personal use): $11.99/month
Professional: $19.99/month (one user)
Standard: $18/month per user
Advanced: $30/month per user
Enterprise: Custom pricing

Dropbox Paper ratings and reviews

G2: 4.1/5 (4,500+ reviews)
Capterra: 4.5/5 (240+ reviews)

What real-life users are saying about Dropbox Paper

A G2 review quotes:

Dropbox Paper’s real-time collaborative editing and integration with other tools make it a efficient platform. It’s easy to implement with Slack and other services. We have been using it for all of our PRDs and for making tech docs.

5. Confluence (Best for enterprise knowledge management)

Confluence : Document Collaboration Software — via Confluence

Want a workspace where project notes, meeting summaries, and documents aren’t scattered? While we personally recommend ClickUp, for some teams, Confluence may be the answer.

It organizes everything with a nested page system, keeping information structured and easy to find. Confluence’s offering, Blueprints, offers templates for tasks like meeting notes and retrospectives, reducing repetitive work.

With real-time editing, commenting, and integrations, teams can collaborate without losing track of updates. It’s a central place for capturing ideas, documenting work, and keeping projects on course.

Confluence best features

Organize knowledge with nested page structures and dedicated spaces
Collaborate using inline comments, page reactions, and task assignments
Link documents with sprints, tickets, and reports through Jira integration
Automate workflows with rules that trigger updates and notifications
Customize documentation with macros, dynamic tables, and charts

Confluence limitations

May feel overwhelming for small teams or simple documentation needs
Advanced features require a paid plan

Confluence pricing

Basic: Free
Standard: Up to $6.40/user per month
Premium: Up to $12.30/user per month
Enterprise: Custom pricing

Confluence ratings and reviews

G2: 4.1/5 (3,700+ reviews)
Capterra: 4.5/5 (3,500+ reviews)

What real-life users are saying about Confluence?

A Capterra user shares:

I have been using Confluence for 5+ years now and I find it useful in documentation and collaboration.

Capterra

📚 Also Read: Best Intranet Software to Securely Connect Teams

6. Microsoft OneDrive and Word (Best for Microsoft ecosystem users)

Microsoft OneDrive: Document Collaboration Software — via Microsoft OneDrive

Microsoft OneDrive and Word work together as a powerful document collaboration suite by combining cloud storage with real-time editing and version control.

Documents are stored in OneDrive, so they can be accessed from anywhere on any device. You can share Word docs with specific people or generate a link with view/edit access. OneDrive tracks changes, allowing you to view and restore previous versions of a document.

Work on a document from Word on the web, desktop, or mobile—everything stays in sync. Microsoft OneDrive also integrates with Office apps like Word, Excel, and PowerPoint.

Microsoft OneDrive and Word best features

Edit Word, Excel, and PowerPoint files in real time
Protect sensitive files with Personal Vault’s two-step verification
Scan and digitize documents on mobile
Sync files across devices and access them offline

Microsoft OneDrive and Word limitations

Requires a Microsoft 365 subscription for full features
File sharing outside of the Microsoft ecosystem is cumbersome

Microsoft OneDrive and Word pricing

OneDrive for business: $5/month per user, billed annually
Microsoft 365 Business Basic: $6/month per user, billed annually
Microsoft 365 Business Standard: $12.60/month per user, billed annually

Microsoft OneDrive and Word ratings and reviews

G2: 4.3/5 (9,600+ reviews)
Capterra: 4.5/5 (12,000+ reviews)

🧠 Fun Fact: Microsoft Word’s Track Changes feature debuted in Word 97, revolutionizing how teams reviewed and edited documents digitally. Before that, people often manually marked up printouts with red pens!

7. Evernote (Best for personal organization and note-taking)

Looking for a tool that streamlines note-taking and project organization? Evernote does more than just store your notes—it helps you structure ideas, collaborate, and stay on top of tasks.

Evernote’s note-linking feature lets you connect related notes, building a personal knowledge hub. With handwriting recognition, the tool extracts text from scribbled notes and images, making even scanned documents searchable.

Evernote best features

Clip and save entire web pages with embedded links and images
Organize notes with nested notebooks, tags, and smart search
Collaborate by sharing notes and assigning tasks within notebooks
Annotate PDFs and images directly within your notes

Evernote limitations

The free plan has limited features and device sync

Evernote pricing

Free forever
Personal: $14.99/month
Professional: $17.99/month

Evernote ratings and reviews

G2: 4.4/5 (2,000+ reviews)
Capterra: 4.4/5 (8,200+ reviews)

8. Slack (Best for communication-focused document collaboration)

Slack: Document Collaboration Software — via Slack

Keeping your team aligned can be tricky—Slack aims to make it easier. A team collaboration hub designed for fast, organized communication, the tool boasts dedicated channels for streamlining conversations by project, department, or topic.

Slack supports document collaboration by allowing users to share files directly in channels or DMs, where teammates can discuss and provide feedback in context. It integrates with tools like Google Drive, OneDrive, and Notion, enabling users to preview, comment on, and update documents without leaving Slack.

Threaded conversations and emoji reactions make it easy to track feedback and decisions related to specific documents.

Slack best features

Manage multiple workspaces with Enterprise Grid
Find messages, files, and links with advanced search
Automate reminders, approvals, and updates with custom workflows
Centralize team communication with threads, mentions, and direct messages

Slack limitations

Not ideal for long-form document collaboration
The free version has a limited message history

Slack pricing

Free Forever
Pro: $8.75/month per user
Business Plus: $15/month per user
Enterprise Grid: Custom pricing

Slack ratings and reviews

G2: 4.5/5 (34,100+ reviews)
Capterra: 4.7/5 (23,000+ reviews)

📮ClickUp Insight: Low-performing teams are 4 times more likely to juggle 15+ tools, while high-performing teams maintain efficiency by limiting their toolkit to 9 or fewer platforms. But how about using one platform?

As the everything app for work, ClickUp brings your tasks, projects, docs, wikis, chat, and calls under a single platform, complete with AI-powered workflows. Ready to work smarter? ClickUp works for every team, makes work visible, and allows you to focus on what matters while AI handles the rest.

Try ClickUp now

9. Zoho Writer (Best for cloud-based document creation)

Zoho Writer: Document Collaboration Software — via Zoho Writer

Great ideas need room to grow, and Zoho Writer provides that. This cloud-based word processor offers a clean interface while supporting real-time collaboration.

Teams can edit documents together, leave comments, and track version history without clutter. It integrates with other Zoho apps, making it useful for those already using the Zoho suite.

With offline editing, document templates, and customizable permissions, Zoho Writer balances simplicity with functionality, giving teams the collaboration tools they need to work together efficiently.

Zoho Writer best features

Check grammar and tone with the AI assistant Zia’s automated suggestions
Summarize, rewrite, and adjust text with built-in editing tools
Convert documents into fillable forms with automated data collection
Pull live CRM data into docs for real-time updates and accuracy
Restrict edits to specific sections while keeping others open

Zoho Writer limitations

Heavily optimized for the Zoho ecosystem; limited external integrations
Advanced automation features require time to set up and get familiar with

Zoho Writer pricing

Starter: $2.50/month for up to 3 users, billed annually
Team: $4.50/month for up to 3 users, billed annually
Business: $9/month for up to 3 users, billed annually

Zoho Writer ratings and reviews

G2: 4.4/5 (100+ reviews)
Capterra: 4.4/5 (40+ reviews)

What real-life users are saying about Zoho Writer

A Reddit user praises the Zoho Suite over Google Workspace:

I’ve used Zoho Writer, which has fillable document templates, and signable templates baked into it, there’s a smooth integration with Zoho Sign (which works perfectly) and also DocuSign or Adobe Sign.

10. Coda (Best for combining documents with powerful databases)

Coda: Document Collaboration Software — via Coda

Coda merges a document, spreadsheet, and database into one software. It’s a flexible workspace where teams can write, track tasks, and manage data without juggling multiple tools. From simple docs to buttons, formulas, and interactive tables on your page, Coda handles it all.

Coda best features

Combine text, tables, and databases to create interactive docs
Automate tasks with buttons, formulas, and integrations
Sync live trackers to replace static spreadsheets
Generate content, summarize insights, and analyze data with AI
Start projects using templates for product, marketing, and HR

Coda limitations

A steeper learning curve compared to basic doc editors
Advanced AI and automation features are only available on paid plans

Coda pricing

Basic: Free
Pro: $12/user per month
Team: $36/user per month
Enterprise: Custom pricing

Coda ratings and reviews

G2: 4.7/5 (460+ reviews)
Capterra: 4.6/5 (90+ reviews)

11. Slite (Best for remote team documentation)

Slite: Document Collaboration Software — via Slite

A knowledge base should simplify your workflows, not complicate the way you manage information. Slite helps teams document, find, and share information without adding to the clutter. Built for remote and hybrid work, it provides a structured yet flexible space to keep everything organized.

Team members can easily create, edit, and search documents, ensuring important knowledge is always accessible. With collaborative tools and intuitive navigation, Slite makes staying aligned simple.

Slite best features

Retrieve instant answers from team documentation with the Ask feature
Organize and access decision logs within Discussions
Identify undocumented gaps and prompt teams to address them with AI

Slite limitations

Limited offline functionality, requiring constant internet access
Focused on structured documentation; less ideal for freeform note-taking

Slite pricing

Standard: $10/user per month
Premium: $15/user per month
Enterprise: Custom pricing

Slite ratings and reviews

G2: 4.6/5 (260 reviews)
Capterra: 4.7/5 (40+ reviews)

What real-life users are saying about Slite

A Capterra user says:

It’s a good tool for teams to create a knowledge base, as well as a one place to keep all notes & planning docs.

Document Your Way to Success with ClickUp

When juggling a high-stakes project, the last thing you need is a communication gap that throws things off track. The right document collaboration tool keeps everything aligned, making teamwork smoother and more connected.

ClickUp shines with its project-integrated workflow management and real-time collaboration features within ClickUp Docs. It covers a wide range of business needs, from automation and cloud storage to structured, AI-powered documentation.

Ready to improve your team’s productivity with the best document collaboration software? Sign up for a free ClickUp account now!

Everything you need to stay organized and get work done.

Contact Sales

11 Best Document Collaboration Software for Teams in 2025

Start using ClickUp today