DocuWare vs OnBase
document management head-to-head for ERP teams: evidenced capabilities, published pricing, and which ERPs each actually integrates with.
| Starting price | From $30/user/mo (published) | Custom quote / contact sales |
| Deployment | Cloud, On-premise, Hybrid | Cloud, On-premise, Hybrid |
| Company size | SMB, Mid-market, Enterprise | Mid-market, Enterprise |
| Stated ERP integrations | SAP, Microsoft Dynamics 365, Sage X3, NetSuite, Oracle Fusion Cloud, QuickBooks | SAP, Oracle Fusion Cloud, Workday, Microsoft Dynamics 365, Infor |
| Vendor | DocuWare (Ricoh) | Hyland |
Our take
Where DocuWare leads
- Stronger evidenced coverage on 15 of the 21 capabilities where they differ (led by ocr / text recognition and print-stream / virtual printer capture).
- Published pricing where the alternative quotes.
- Stated Sage X3, NetSuite, QuickBooks integration the alternative doesn't list.
Where OnBase leads
- Stronger evidenced coverage on 6 of the 21 capabilities where they differ (led by low-code case / app builder and centralized document repository).
- Stated Workday, Infor integration the alternative doesn't list.
Where they differ
The 21 capabilities (of 51 in the document management taxonomy) where the evidence separates them, biggest gaps first. “Not evidenced” means our research found no public documentation of this capability — the vendor may still offer it. Confirm on a demo.
| Capability | ||
|---|---|---|
| OCR / text recognitionCapture & Ingestion | Core strength Intelligent Indexing plus OCR and handwritten text recognition | Not evidenced |
| Low-code case / app builderPlatform, Reporting & Integrations | Not evidenced | Core strength WorkView application platform for case-style solutions |
| Print-stream / virtual printer captureCapture & Ingestion | Supported | Not evidenced |
| Handwriting recognitionCapture & Ingestion | Supported | Not evidenced |
| Centralized document repositoryRepository & Organization | Not evidenced | Supported |
| Metadata-driven tagging & classificationRepository & Organization | Supported Intelligent Indexing terms | Not evidenced |
| Full-text & metadata searchRepository & Organization | Supported | Not evidenced |
| Folder / cabinet hierarchyRepository & Organization | Supported | Not evidenced |
| Certified records managementRecords Management & Compliance | Not evidenced | Supported SEC 17a-4 broker-dealer recordkeeping support |
| Electronic signatureRecords Management & Compliance | Supported | Not evidenced |
| Real-time co-authoringCollaboration & Access | Not evidenced | Supported Secure content sharing with version control and co-authoring |
| Mobile accessCollaboration & Access | Not evidenced | Supported Web and mobile access |
| Microsoft 365 integrationCollaboration & Access | Supported Email import from Outlook, Office import | Not evidenced |
| Microsoft Teams integrationCollaboration & Access | Supported | Not evidenced |
| Public REST APIPlatform, Reporting & Integrations | Supported REST API and SDK | Not evidenced |
| iPaaS connectivityPlatform, Reporting & Integrations | Supported iPaaS connector framework reaching 1,000+ apps | Not evidenced |
| On-premise / hybrid / cloud deployment optionsPlatform, Reporting & Integrations | Supported Cloud and on-premise document management | Not evidenced |
| AI/ML field and table data extractionCapture & Ingestion | Supported Intelligent Indexing converts content into index terms | Core strength Intelligent data extraction and verification via Brainware capture |
| Multi-level approval routingWorkflow & Process Automation | Core strength | Supported Approval hierarchies with escalations |
| Retention schedules & automated dispositionRecords Management & Compliance | Core strength Automated deletion workflows for retention compliance | Supported Automated retention scheduling |
| Watermarking & redactionSecurity & Access Control | Partial Digital stamps and annotations, not full redaction | Not evidenced |
Both grade identically on the other 30 capabilities — see each product's full profile: DocuWare, OnBase.
DocuWare vs OnBase — FAQs
Is DocuWare or OnBase better for ERP integration?
Both state integrations with SAP, Microsoft Dynamics 365, Oracle Fusion Cloud. DocuWare additionally lists Sage X3, NetSuite, QuickBooks. OnBase additionally lists Workday, Infor. Always verify the connector against your ERP version with a reference customer.
Which is cheaper, DocuWare or OnBase?
DocuWare publishes a starting rate ($30/user/mo); OnBase prices by quote, so a like-for-like number requires asking both.
Get pricing for both
Tell us your ERP, seat count and must-haves and we'll come back with an independent view of what DocuWare and OnBase should each cost you — and whether a third option belongs on your shortlist.