Document collaboration tools are software that enable remotely or distantly located teams to work on a single project simultaneously. These software have additional features like file sharing, commenting, mentions, native chat interfaces, and project management, which add value to remote and hybrid work cultures.

Geekflare has researched and identified the best document collaboration tools for remote teams. The tools are listed below based on their real-time collaboration capabilities, business size suitability, integrations, and use case fit.

  • Document360 – Best for Knowledge Base Management
  • Monday.com – Best for Project Management Collaboration
  • ClickUp – Good for Startups
  • Notion – Best for Small Businesses
  • Coda – Best for Combining Docs & Spreadsheets
  • Dropbox Paper – Best for Simple Collaboration
  • Google Doc – Best for Real-Time Co-Editing
  • Bit – Modern, AI-powered
  • Confluence – Best for Technical Documentation
  • Microsoft 365 – Integrated Microsoft Office and Teams
  • ProofHub – Offers Discussions, Proofing, Notes, Chat
  • Zoho WorkDrive – Integrated Word Processor and Spreadsheet
  • Show moreShow less

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Document360

Document360

Best for Knowledge Base Management

Geekflare rating score 4.8 out of 5
4.8
|
  • Real Time Editing
    No
  • Versioning
    Yes
  • Integrations
    120+
$199/project/month
Free Trial Available
Try Document360

About Document360

Document360 helps teams build a tech support repository, documentation, and user manuals, among others. It offers in-line commenting, side-by-side comparison, bulk operations, and SEO optimization, making it an excellent fit for businesses looking to create and maintain a knowledge base.

The tool allows segmenting articles into 6 category levels, with specific view and edit permissions. Editors can make their creations stand out by using callouts, code blocks, tables, lists, attachments, and embedded images/videos.

Docuement360 supports markdown for quick formatting. Teams can also inject custom CSS and JavaScript for styling flexibility and use custom domains for consistent branding.

Founded in 2017, Document360 has its head office in Kent, the UK.

Document360 Features

  • Key feature

    Difference comparison, granular edit/view access for document development

  • Key feature

    Multiple editor options, including markdown and HTML (WYSIWYG) editor

  • Key feature

    Automatic/manual backups and single-click export/import

  • Key feature

    Controlled user access with IP restrictions

  • Key feature

    Global find and replace for one-shot corrections

  • Key feature

    Engagement analytics indicating geolocation, searches, likes/dislikes, etc.

Document360 Pros/Cons

  • Advantage

    Easy to use for beginners

  • Advantage

    Excellent editing flexibility and content support

  • Advantage

    Customization via CSS and JavaScript injection.

  • Disadvantage

    Lacks real-time editing

  • Disadvantage

    Security features like IP restriction, security groups, etc., are restricted for enterprise users.

monday.com

monday.com

Best for Project Management Collaboration

Geekflare rating score 4.4 out of 5
4.4
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    200+
$9/seat/month
Free Tier Available
Try monday.com

About monday.com

monday.com is an end-to-end project management software that helps businesses manage aspects like projects, marketing, HR, design, and operations.

Its workdocs present a collaborative space where multiple people can co-edit, comment, tag teammates, share files, and drag-and-drop content. Workdocs autosaves each edit to ensure minimal data loss.

Teams can embed monday.com boards, widgets, images, videos, and dashboards directly into workdoc. Additionally, admins can turn its contents into tasks and assign members, which syncs to the rest of monday.com workspaces.

The platform was founded in 2012, with its headquarters in Tel Aviv, Israel.

monday.com Features

  • Key feature

    Free forever tier for up to 2 team members

  • Key feature

    Activity log to keep tabs on every change

  • Key feature

    Unlimited workdocs, even for the free users

  • Key feature

    Guest access for external users without giving access to everything

  • Key feature

    Real-time co-working and updates to every member

  • Key feature

    99.9% Uptime SLA for enterprise customers

  • Key feature

    Apps for Windows, Mac, iOS, and Android

monday.com Pros/Cons

  • Advantage

    All-in-one business collaboration tool for remote teams

  • Advantage

    No-code custom automations for repetitive work

  • Advantage

    Intuitive user interface

  • Disadvantage

    Beginners can find the feature-loaded interface overwhelming

  • Disadvantage

    The mobile app suffers from lags and glitches

ClickUp

ClickUp

Good for Startups

Geekflare rating score 4.5 out of 5
4.5
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    90+
$7/user/month
Free Plan Available
Try ClickUp

About ClickUp

ClickUp helps remote workforces with its extensive capabilities in team collaboration, project management, resource management, and workflow automation — making it an effective task management software.

Its document module offers a full-blown editor, nested pages, and multiple styling options. ClickUp allows adding elements such as text, images, tables, bookmarks, banners, and buttons to create eye-catching documents similar to professionally published web pages. Furthermore, real-time co-editing, commenting, and converting text to trackable tasks make it more than a typical document management tool.

ClickUp allows members to integrate widgets to update project status and assign tasks from within the editor. Owners can also share docs with others, adjusting variable privacy controls (for access, editing, etc.) as needed.

Started in 2017, ClickUp operates out of its base in California, the US.

ClickUp Features

  • Key feature

    Free tier with unlimited members and 100MB storage cap

  • Key feature

    Built-in video recording and chat

  • Key feature

    Unlimited file storage for paid plans

  • Key feature

    Activity log for checking every activity

  • Key feature

    Guess access with custom visibility permissions

  • Key feature

    Private docs for higher subscriptions

  • Key feature

    SOC2-compliant and AWS-hosted infrastructure

  • Key feature

    Apps for Windows, macOS, iOS, Android, Apple Watch, Chrome, and more

ClickUp Pros/Cons

  • Advantage

    Powerful document editor with co-working abilities

  • Advantage

    Extremely versatile to manage remote teams and projects with ease

  • Advantage

    No credit card-free tier

  • Disadvantage

    Too many features can be overwhelming for a new user

  • Disadvantage

    Has slowdown issues

Notion

Notion

Best for Small Businesses

Geekflare rating score 4.8 out of 5
4.8
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    90+
$10/seat/month
Free Plan Available
Try Notion

About Notion

Notion is a made-for-documents utility for remotely-stationed teams to record every work-related activity and collaborate comfortably.

Users can use Notion to create and manage product wikis, knowledge bases, tasks, projects, and workspaces. It excels at plain text-based documents, but also supports adding tables, code snippets, toggles, images/videos, equations, and more.

Teams co-work simultaneously on the same doc and can track changes with document history when working async. It allows mentions and comments on every piece of its content. Admins can organize the entire Notion workspace into smaller, access-controlled sections.

Notion started operations in 2016 with its base in California, the US.

Notion Features

  • Key feature

    Free plan allowing 10-guest invitations

  • Key feature

    Unlimited page history for enterprise users

  • Key feature

    Private teamspaces for business and enterprise subscriptions

  • Key feature

    Unlimited web publishing for all plans

  • Key feature

    Real-time co-editing, tagging, and commenting

  • Key feature

    Native apps for Windows, Macs, Android, and iOS

Notion Pros/Cons

  • Advantage

    Excellent interface promoting effortless collaboration

  • Advantage

    Templates covering multiple use cases across industries

  • Advantage

    Can be used by both individuals and enterprises

  • Disadvantage

    Minimum visual customizations leading to monotonous aesthetics

Coda

Coda

Best for Combining Docs & Spreadsheets

Geekflare rating score 4.8 out of 5
4.8
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    500+
$10/Doc Maker/month
Free Tier Available
Try Coda

About Coda

Coda replaces multiple apps with its intuitive interface and lets remote teams manage work with flexibility and structuring prowess.

Its docs and hubs allow content creation in multiple formats, including plain text, graphs, tables, boards, forms, and images, making Coda a perfect word processor and spreadsheet blend.

Everything a team does can be organized in nested structures and collapsible sections. This single tool handles project briefs, timelines, meeting notes, and task management.

Additionally, Coda docs allow co-editing, tagging and commenting, assigning tasks, and tracking status. It also features an AI assistant to create, rework, or get insights on existing documents.

Coda has been in the industry since 2014, with its base in California, the US.

Coda Features

  • Key feature

    Unlimited editors and viewers with real-time collaboration in the free plan

  • Key feature

    Coda AI for automating repetitive actions

  • Key feature

    Cross-doc for syncing data across documents

  • Key feature

    Web publishing to a custom domain

  • Key feature

    Granular controls for access, editing, adding pages, and changing settings

  • Key feature

    Apps for iOS and Android.

Coda Pros/Cons

  • Advantage

    Excellent structuring and content support

  • Advantage

    Sync between documents

  • Advantage

    Extensive integration possibilities

  • Disadvantage

    No Windows or Mac app as yet, and poorly rated mobile apps

  • Disadvantage

    Slows down with heavy workloads

Dropbox Paper

Dropbox Paper

Best for Simple Collaboration

Geekflare rating score 4.5 out of 5
4.5
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    150+
$9.99/month
Free Tier Available
Try Dropbox Paper

About Dropbox Paper

Dropbox Paper is a real-time collaborative space that comes free with every Dropbox account. In addition to co-editing, teams can use this for tagging, commenting, assigning tasks, and setting reminders.

The tool has extensive support for various content types beyond the standard text, tables, code, and images, including YouTube videos, Pinterest boards, GIFs, Google Maps, Figma designs, SoundCloud clips, and more.

Dropbox Paper also features templates that describe the usage possibilities and help users get started quickly.

One of Paper’s standout features is security. It uses AES-256-bit encryption and SSL/TLS to protect data at-rest and in-transit, respectively.

Dropbox was founded in 2007, and launched Paper in 2017.

Dropbox Paper Features

  • Key feature

    PDF editing and e-sign, in addition to regular co-working

  • Key feature

    Company branding to shared files

  • Key feature

    Granular access to manage files and folders

  • Key feature

    Automatic backup and account recovery

  • Key feature

    Search text and content within images and scans

  • Key feature

    Share externally to someone without a Dropbox account

  • Key feature

    Apps for Android, iOS, and web

Dropbox Paper Pros/Cons

  • Advantage

    Unlimited device sync

  • Advantage

    Industry-leading data security

  • Advantage

    Extensive support for content formats

  • Disadvantage

    No apps for Windows, Mac, and Linux

  • Disadvantage

    Not as intuitive as some of its peers, like Notion

Google Docs

Google Docs

Best for Real-Time Co-Editing

Geekflare rating score 4.7 out of 5
4.7
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    1000+
$6/user/month
Free Tier Available
Try Google Docs

About Google Docs

Google Docs is a benchmark in the online co-working landscape, thanks to its powerful word-processing capabilities. Its clutter-free interface lets you work with multiple file formats, such as text, images, tables, and links.

Users can share Google Docs with others having Google accounts, inside and outside the organization, making the collaboration universal. Additionally, its native integration with the rest of Google Suite makes it the go-to document utility for Workspace users.

However, Google Doc isn’t readily compatible with popular content formats like audio, video, PDF, and more. It also does not support reminders or project management, which restricts the use cases primarily to word processing. Finally, you don’t get nested file structures in the Google Doc interface since that’s reserved for Google Drive.

Google Docs Features

  • Key feature

    Collaboration capabilities with internal and external Google Doc users

  • Key feature

    Built-in commenting/chat interface with mentions

  • Key feature

    Tightly integrated with the rest of Google Workspace

  • Key feature

    Unlimited version history and restore functionality

  • Key feature

    Native e-signature console for higher subscriptions

  • Key feature

    Browser extension for offline access on Mac and Windows

  • Key feature

    Apps for iOS and Android

Google Docs Pros/Cons

  • Advantage

    Powerful word processing with real-time co-working

  • Advantage

    Excellent option for existing Google Workspace users

  • Advantage

    Backed with reliable and secure infrastructure

  • Disadvantage

    Incompatible with many content types, especially media (audio and video)

  • Disadvantage

    Lacks document organization within the Doc interface

  • Disadvantage

    Unintuitive for project management, task assignment, task tracking, etc.

Bit

Bit

Modern, AI-powered

Geekflare rating score 4.5 out of 5
4.5
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    100+
$8/member/month
Free Tier Available
Try Bit

About Bit

Bit is AI-powered and includes some of the most critical features for remote teams, including granular user permissions, private and company workspaces, real-time co-editing, and document versioning.

Its compatibility with 100+ file types (such as text, PDFs, PPT, MP3, and MP4) enables users to preview without leaving the Bit interface. Furthermore, users can add tables, code blocks, URL previews, etc., to go beyond a generic text-based document.

Bit’s collaboration features allow mentions, commenting, and co-working with internal and external members. Users also get Bit’s AI Genius — an AI writing assistant to create, optimize, research, and answer questions.

Bit.ai was founded in 2017 and has its headquarters in San Fransisco, the US.

Bit Features

  • Key feature

    Unlimited workspaces for team members, clients, and personal use

  • Key feature

    Document security features like password protection and expiry

  • Key feature

    Free 50 guests with top tier with various access control options

  • Key feature

    Document analytics, including time spent, scroll ratio, etc.

  • Key feature

    Full rendering and responsive embeds

  • Key feature

    Multiple trackable links for single documents

  • Key feature

    TLS and AES-256 encryption for data in-transit and at-rest, respectively

Bit Pros/Cons

  • Advantage

    Supports up to 100+ content types

  • Advantage

    Flexible content access rights for internal teams and guests

  • Advantage

    Great for cross-functional team collaboration

  • Disadvantage

    Lacks apps for mobile and desktop platforms

  • Disadvantage

    Absence of extras such as project management and task assigning

Confluence

Confluence

Best for Technical Documentation

Geekflare rating score 4.5 out of 5
4.5
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    600+
$4.89/user/month
Free Plan Available
Try Confluence

About Confluence

Confluence efficiently manages projects and documentation. It offers seamless integration with other Atlassian products, including Jira and Trello.

The platform’s Pages feature presents simultaneous content editing, in-line and page comments, mentions, and task assigning. Users also have Whiteboards for collaboration to brainstorm and draw as needed on a limitless freeform interface.

Confluence Databases pull information from all connected apps with real-time sync and auto updates. Users can also benefit from the built-in AI to create content, prepare summaries, search, and automate repetitive tasks with its rule-based automation.

Confluence offers many sharing options, such as guest access, public links (view-only content versions), and anonymous viewing (great for public-facing documentation).

Atlassian is based out of Sydney and released Confluence in 2004.

Confluence Features

  • Key feature

    Free forever plan for up to 10 users

  • Key feature

    Viewing, editing, and commenting permissions per page

  • Key feature

    Page engagement analytics, such as page and user views

  • Key feature

    Unlimited pages and space for every subscription, including free

  • Key feature

    TLS 1.2+ and AES-256 encryption for data at transit and at rest, respectively

  • Key feature

    Mobile Device Management (MDM) support for iOS and Android

Confluence Pros/Cons

  • Advantage

    SLA for Premium (99.9% uptime) and Enterprise (99.95% uptime) users

  • Advantage

    External collaboration without requiring a Confluence account

  • Advantage

    5 free guest accounts per every paid user

  • Advantage

    Flexibility to choose between cloud and on-premises deployment

  • Disadvantage

    Document search has glitches

  • Disadvantage

    24/7 Support is limited to top tiers

Microsoft 365

Microsoft 365

Integrated Microsoft Office and Teams

Geekflare rating score 4.5 out of 5
4.5
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    1000+
$6/user/month
Free Trial Available
Try Microsoft 365

About Microsoft 365

Microsoft 365 is one of the standout platforms for onsite and remote collaboration, and is actively used by many businesses, regardless of their scale. It has multiple apps; among them, the document section is handled by Word, Loop, and OneDrive.

Although Word is primarily used for individual cases, it has real-time co-working, version history, and commenting, making it suitable for teamwork. It also supports content such as text, graphs, equations, and third-party videos. Microsoft Word also has a web version (similar to Google Docs) that allows for similar features, including collaboration.

Word files are backed up and stored automatically on OneDrive. It allows for internal and external access to nested folders and sharing access with varying view and edit permissions.

Loop adds further functionalities to Microsoft 365’s collaboration segment. The platform is similar to Notion and allows you to build a single source point for all your projects. In addition to content production and management, Loop supports task assigning and project management.

Microsoft 365 also offers Teams, Excel, PowerPoint, and Outlook to cover varying business needs.

Microsoft 365 Features

  • Key feature

    Real-time collaboration with team members and guests

  • Key feature

    Mentions, comments, and real-time co-authoring and editing

  • Key feature

    One-on-one and group chats and video meetings with internal members and guests

  • Key feature

    Automatic protection from spam and malware

  • Key feature

    Unlimited documents and workspaces

Microsoft 365 Pros/Cons

  • Advantage

    All-in-one package for paperless teamwork

  • Advantage

    Best-in-class word processor, with Word

  • Advantage

    Guest collaboration without a Microsoft account

  • Disadvantage

    Lacks monthly payment options

  • Disadvantage

    No free tier for individuals or small business owners

ProofHub

ProofHub

Offers Discussions, Proofing, Notes, Chat

Geekflare rating score 4.5 out of 5
4.5
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    9
$79/month/10 users
Free Trial Available
Try ProofHub

About ProofHub

ProofHub serves multiple use cases, including note-taking, task management, chat, cloud storage, and time management.

Its collaboration features even allow non-registered guests to participate.

The built-in chat is a dedicated space reserved for business conversations. It supports one-to-one and group chats and file-sharing, among other features. The chat also stores conversation history for quick access when required.

Admins can provide granular access rights to their team members. Additionally, ProofHub is compatible with IP whitelisting, denying entry to outsiders, and keeps a log of all the action taken on the ProofHub dashboard.

ProofHub was founded in 2012, and its head office is in California, the US.

ProofHub Features

  • Key feature

    Collaboration with co-editing, mentions, and commenting

  • Key feature

    Custom roles and IP restrictions for team members

  • Key feature

    Automatic and manual time tracking

  • Key feature

    Native chat interface for team conversations

  • Key feature

    In-line comments and file annotations for direct feedback

  • Key feature

    Download notes as a single file

  • Key feature

    Apps for Android and iOS

ProofHub Pros/Cons

  • Advantage

    Provides document collaboration, time and task management, and chat in a single application

  • Advantage

    Allows collaboration with non-ProofHub users

  • Advantage

    Flat pricing benefits for bigger teams

  • Disadvantage

    Fewer integrations available

  • Disadvantage

    Lacks free tier or per-user pricing for very small (<10 members) teams

Zoho WorkDrive

Zoho WorkDrive

Integrated Word Processor and Spreadsheet

Geekflare rating score 4.2 out of 5
4.2
|
  • Real Time Editing
    Yes
  • Versioning
    Yes
  • Integrations
    7
$2.50/user/month
Free Trial Available
Try Zoho WorkDrive

About Zoho WorkDrive

Zoho WorkDrive primarily consists of 3 apps – Writer (word processor), Sheet (spreadsheets), and Show (presentations). It supports 220+ content formats, including documents, video, audio, and images.

Users can simultaneously work on a single document and add comments. They can also share files across internal teams and embed entire documents on external websites.

The platform enables teams to share folders, and users benefit from role-based access for enhanced security and privacy. It also empowers users with unlimited version history and activity logs.

Zoho WorkDrive has its headquarters in Texas, the US.

Zoho WorkDrive Features

  • Key feature

    Word processor, spreadsheets, and presentations rolled into one subscription

  • Key feature

    Preview 200+ file formats without premium access

  • Key feature

    Internal and external collaboration with granular permissions and content expiry

  • Key feature

    Content analytics showing views and downloads

  • Key feature

    Recover every created file with eDiscovery

  • Key feature

    OCR-enabled search to search inside images and scans

  • Key feature

    AES-256-bit encryption at rest and SSL/TLS for data in transit

  • Key feature

    Apps for Windows, Mac, iOS, and Android

Zoho WorkDive Pros/Cons

  • Advantage

    Extensive content support and collaboration security

  • Advantage

    Offline access for files and folders

  • Advantage

    Intuitive, easy-to-use interface

  • Disadvantage

    Limited third-party integrations

Benefits of Document Collaboration

There are 4 main benefits of document collaboration tools.

  • Co-working: Document collaboration tools promote real-time co-editing, which is required for geographically dispersed teams. It helps eliminate an endless feedback loop and promotes working as if located in the same physical space.
  • Communication: These platforms also feature comments and mentions, which allow remote or hybrid teams to communicate effectively with each other. Moreover, a few platforms, like ProofHub, offer native chat interfaces, eliminating the need for additional communication mediums like Slack.
  • Productivity: Features like built-in task automation, centralized information, and hassle-free document management ensure that teams and admins save resources that can be utilized in other business segments.
  • Cost: Keeping physical documents is not feasible due to the high costs of maintaining a physical office space and an offline document management system. In such scenarios, cloud storage and online collaboration are viable alternatives.

Remote document collaboration is a modern necessity for businesses. Despite their similarities, document collaboration tools offer different functionalities than online whiteboard software. With their nested file structures, task assigning, and in-built chats, document collaboration software provides users with the option of real-time editing and collaborating, which is limited in online whiteboard software.

How to Choose a Document Collaboration Tool?

When choosing a document collaboration tool, 4 key factors should be considered: platform support, collaboration features, integrations, and compliance.

  • Platform Support: Confirm if the specific tool is compatible with the operating systems available to the team. However, most tools come with web apps and native apps for popular platforms such as Mac and Windows, so this shouldn’t be a significant concern. Nonetheless, a poorly rated application will signal a subpar user experience.
  • Collaboration: Check if the service offers real-time co-working on the same document. While most providers allow this, the experience can be bugged if the features and integrations malfunction. In such situations, users should try the free or trial plans to ensure all co-working elements function as advertised.
  • Integrations: Teams must check the integration possibilities of a document collaboration tool. Moreover, it’s essential to examine the integrations in depth to understand whether they provide valuable features or namesake additions.
  • Compliance: Based on internal and external requirements, confirm the tool’s regulatory compliance with data protection frameworks such as GDPR and CCPA.

However, most document collaboration tools provide free trials or plans. This allows teams to find their match without risking funds upfront. So, users should identify the requirements, shortlist specific tools, and try them individually before committing to a paid plan.