6 min read
Christina Miranda
Struggling with OnBase’s complexity or high costs? Check out these 5 OnBase alternatives that offer simpler setups, lower costs, cloud-native features, and powerful automation.
OnBase is a strong ECM, however, many users find ir overwhelming, expensive, and hard to maintain.
This means that your team won’t use the platform properly, and this could lead to chaos. Missing documents, incomplete workflows, wasted resources.
In order to make the most out of your ECM you need to find the software that fits with your company’s culture.
Today, we bring the 5 best OnBased alternatives with different levels of complexity and automation.
OnBase is Hyland’s main ECM and workflow automation platform, like other ECM tools, it handles your company’s content and has a no-code workflow builder.
Although, if you’re planning on using OnBase you will need to have an IT team to handle configurations.
Beyond document storage and workflow automation, OnBase integrates case management, records management, and integration with other business systems such as SAP, Oracle, Workday, Epic, and Salesforce.
OnBase is known for its ability to adapt to industry-specific needs through configurable workflows rather than custom coding.
This flexibility makes it suitable for organizations that deal with large volumes of unstructured content including claims, invoices, applications, contracts, patient records, HR files, and compliance documents.
For example, hospitals can use OnBase to manage patient onboarding packets and integrate with EHR systems; universities can streamline admissions and financial aid files; banks can use OnBase to power loan origination workflows; and government agencies manage permits, case files, and public records.
OnBase also delivers customizable dashboards where you can see important data without sifting through your files.
OnBase is a good match if you need more than a simple document storage system.
It is appropriate in environments where content is present in your daily tasks, especially content that need to be protected in order to comply with legal regulations.
OnBase can also be used in, such as routing invoices from AP to procurement and finance automatically.
Another example is case-driven work. for instance, insurance adjusters processing claims, HR specialists managing employee life-cycle documents, or government workers handling public assistance applications.
OnBase can work together with other enterprise systems, so you wouldn’t have to replace your current tool stack.
OnBase is also well-suited for organizations with complex security or retention needs.
For example, a healthcare clinic that needs HIPAA compliance and long-term retention schedules, or a financial institution governed by FDIC, SOX, and FFIEC rules.
It’s typically chosen by mid-size to large organizations with high document volume, multi-step processes, or distributed teams.
When is OnBase the right solution for you?
If you have a small business with simple document storage, if you’re looking for a lightweight platform, or if you can’t afford to have an internal IT team or to train your team.
Aslthough OnBase is, in fact, a solid ECM platform, many users look for alternatives. It might even be your case.
But why?
OnBase is a pretty complex software, that needs a lot of time and expertise during its configuration, including special administrators, certified developers and ongoing IT involvement. This means that you basically need a dedicated team specifically for your ECM, so rather than lightening the load, it adds to it.
If you have an SMB, you might find the learning curve steep and the system difficult to maintain.
Cost is another typical concern. Licensing, hosting, annual maintenance, and professional services can add up quickly, especially for customers expanding into multiple modules or complex workflows.
Many users also report that upgrades can be disruptive, requiring extensive testing and planning, which makes it challenging for organizations seeking fast-paced digital transformation.
The user interface, while improved in recent versions, is sometimes perceived as outdated compared to more modern SaaS tools with cleaner UI and self-service configuration.
Additionally, OnBase’s traditional architecture is less cloud-native than newer platforms, which can limit scalability and agility unless you eventually transition to Hyland’s hosted or cloud offerings.
Finally, integration is generally strong, but it often requires connectors or professional services that add cost and extend timelines.
Because of these factors, some users increasingly seek alternatives that offer simpler administration, lower total cost of ownership, faster deployment, and more modern cloud-native capabilities.
If you are currently experiencing any of the previous issues or they are a concern for you before committing to it, we have gathered a list of 5 alternatives to OnBase outside of the Hyland ecosystem.
All of these alternatives have a lower complexity than OnBase, although with a couple of caveats that we will get into.
| Platform | Strengths | Complexity | Integrations | Capture Capabilities | Automation Capabilities |
|---|---|---|---|---|---|
| Dokmee | Simple UI, affordable, strong core ECM | Low–Medium | API, Microsoft, basic ERP/CRM | Forms, scanning, OCR | Basic workflows |
| M-Files | Metadata-driven organization, strong automation | Medium | Microsoft 365, Salesforce, ERP connectors | OCR, AI classification | Advanced workflow and AI rules |
| DocuWare | Cloud-first, strong workflow + capture | Low–Medium | Microsoft, SAP, HRIS, CRM | Intelligent indexing, forms | Automated routing & approvals |
| Laserfiche | Strong workflow automation, analytics | Medium | ERP, CRM, student systems | Capture, forms, OCR | Advanced process automation |
| FileBound | Easy to use, budget-friendly | Low | Core business systems, APIs | Scanning, eForms | Workflow automation |
⭐⭐⭐⭐⭐ Ratings
G2 4.5/5 | Capterra 4.7/5
What makes Dokmee a good alternative to OnBase?
Dokmee is ideal for organizations that want a simpler, more affordable ECM without the heavy technical overhead that typically comes with OnBase.
It offers document management, workflow routing, and secure storage without requiring advanced system administration.
Many small-to-midsize teams choose Dokmee because it deploys quickly, integrates with everyday business tools, and provides strong capture capabilities at a lower total cost of ownership.
Dokmee offers both a DMS and an ECM, and you can add other products such as Capture, e-Forms, Page Counter, etc. This makes Dokmee a simple, clean, and scalable solution.
Dokmee’s Best Features
However: Dokmee may struggle with highly complex workflows or large enterprise deployments, although the Dokmee support team will handle it for you.
⭐⭐⭐⭐ Ratings
G2 4.3/5 | Capterra 4.4/5
What makes M-Files a good alternative to OnBase?
M-Files stands out for its metadata-driven approach, where documents are organized by what they are rather than where they are stored.
This can significantly reduce data silos and duplicate documents. This organizational system is a good fit is your teams need to access the same documents but in different capacities.
For example, when handling client onboarding, both legal and finance departments will need the agreement letter and signed contracts. The contract wouldn’t be stored in different files for each department, it would simply exist with metadata tags like client name, document type, etc.
Compared to OnBase, it offers more modern, AI-powered classification and better alignment with Microsoft 365 environments.
The downside is that M-Files requires upfront planning to build an effective metadata schema and may feel unfamiliar for users accustomed to traditional folder-based ECM.
M-Files’ Best Features
However: Metadata-driven configuration can require training and careful planning.
⭐⭐⭐⭐⭐ Ratings
G2 4.4/5 | Capterra 4.6/5
What makes DocuWare a good alternative to OnBase?
DocuWare is known for its cloud-first design, fast deployment, and automation for routine business processes like accounts payable, HR onboarding, and contract reviews.
Aside from document management, DocuWare focuses on Workflow and Task management, so it is a good fit if your company relies on approval chains.
Compared to OnBase, DocuWare is generally simpler to deploy and maintain.
Although compared to other ECM platforms, DocuWare can seem quite basic as its configurability and advanced customization options are not as deep as OnBase for highly specialized use cases.
DocuWare’s Best Features
However: Custom applications or complex, multi-branch workflows may require workarounds.
⭐⭐⭐⭐⭐ Ratings
G2 4.7/5 | Capterra 4.5/5
What makes Laserfiche a good alternative to OnBase?
Laserfiche is a popular and strong ECM platform that offers workflow automation, analytics, and electronic forms.
Governments, schools, and enterprises often choose it because it combines content management with business process automation (BPA).
Its no-code workflow designer is simpler than OnBase’s configuration process and provides good visibility into process performance.
Although, if you’re looking for an alternative to OnBase because its complexity, Laserfiche may not be the best option.
The platform still requires trained administrators for larger implementations and may feel less modern in certain interface areas.
Laserfiche’s Best Features
However: Some configuration interfaces feel dated, and large-scale deployments may need professional services.
⭐⭐⭐⭐⭐ Ratings
G2 3.9/5 | Capterra 3.8/5
What makes FileBound a good alternative to OnBase?
FileBound is designed for simplicity and cost-effectiveness, making it an appealing alternative if you’re looking for workflow automation and document management without enterprise-level complexity.
Its cloud-first approach and straightforward UI support a quick onboarding process for departments such as AP, HR, and student services.
This is a good option if you have a smaller team or if you want to get started with a simplie, lightweight document management system, however, FileBound may fall short if you’re looking for more advanced features and automation.
FileBound’s Best Features
However: Limited capabilities for highly complex workflows or industry-specific compliance requirements.
Choosing the right ECM platform ultimately comes down to understanding your organization’s goals, IT resources, document volume, and workflow complexity.
While OnBase is strong, many businesses are now seeking tools that offer faster deployment, easier administration, and lower long-term costs.
Platforms like Dokmee, M-Files, DocuWare, Laserfiche, and FileBound each address these needs in different ways, through cloud-native design, metadata-driven organization, streamlined workflows, or user-friendly interfaces.
The right alternative isn’t simply the one with the most features, but the one that aligns with how your teams actually work.
With the right ECM in place, your team can finally focus on productivity and transformation instead of managing documents and struggling with outdated infrastructure.
If you think Dokmee might check your boxes, book a free demo now.
Christina Miranda 
