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Software · head to head

DocuWare vs OnBase

DocuWare logo

DocuWare

Software

Document Management and Workflow Automation

From
On request
Rated
-
Full reviewWebsite
OnBase logo

OnBase

Software

Enterprise Information Platform

From
$400/month
Rated
-
Full reviewWebsite

The short version

  • Each has a real cost: DocuWare complex setup requiring significant IT effort before full functionality is achieved; OnBase pricing starts at 2,000 USD per month, making it expensive for small agencies
  • They diverge on capability: DocuWare covers Document Storage, OnBase covers Content Management.

Where they differ

Only the attributes on which DocuWare and OnBase actually diverge.

Attributes where DocuWare and OnBase differ
AttributeDocuWareOnBase
Starting priceOn request$400/month
Pricing modelUnknownsubscription
PlatformsWeb, iOS, AndroidWeb, Mobile
Founded19881991

Identical on both: free tier (No), user rating (Not yet rated), category (Unknown).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in DocuWare

  • Document Storage
  • Intelligent Indexing
  • Mobile Access
  • Electronic Signatures
  • SAP
  • QuickBooks

Only in OnBase

  • Content Management
  • Case Management
  • Records Management
  • Intelligent Capture
  • Salesforce
  • Epic

Both cover

  • Workflow Automation
  • Microsoft 365
  • Web support
  • Desktop support
  • Ios support
  • Android support

What people use each for

The jobs each tool is most often brought in to do.

DocuWare

  • Citizen Services
  • Records Management
  • Public Safety
  • Civic Engagement

OnBase

  • Citizen Services
  • Records Management
  • Public Safety
  • Civic Engagement

Both are used for citizen services, records management, public safety, civic engagement, on those jobs the choice comes down to price and fit rather than capability.

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

DocuWare

  • Complex setup requiring significant IT effort before full functionality is achieved
  • Limited user interface customization restricting tailored workflows and branding
  • Performance slowdowns when processing large document volumes or handling many simultaneous users
  • Search requires exact matches and is case-sensitive, limiting usability
  • Limited offline access with mobile app offering reduced functionality
  • Integration challenges with major ERP platforms
  • Steep initial investment, particularly for migrating older systems

OnBase

  • Pricing starts at 2,000 USD per month, making it expensive for small agencies
  • Complex implementation and configuration required for government-specific workflows
  • Requires significant IT resources for deployment and ongoing management

Pricing, plan by plan

DocuWare

On request

No published plan breakdown. See the DocuWare review.

OnBase

$400/month
  • Government$400/month
    • Content Management
    • Process Automation
    • Case Management

Which should you pick?

Choose DocuWare if

  • You need document storage.
  • You work on Web, iOS, Android.
  • You also want intelligent indexing.
DocuWare review

Choose OnBase if

  • You need content management.
  • You work on Web, Mobile.
  • You also want case management.
OnBase review

Questions people ask

Is DocuWare or OnBase better?
Neither clearly leads. DocuWare starts at On request and OnBase at $400/month, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, DocuWare or OnBase?
DocuWare starts at On request and OnBase at $400/month.
Does DocuWare or OnBase run on more platforms?
DocuWare runs on Web, iOS, Android. OnBase runs on Web, Mobile.
What is DocuWare best used for?
DocuWare is most often used for citizen services, records management, public safety, civic engagement.
What can DocuWare do that OnBase cannot?
DocuWare covers Document Storage, Intelligent Indexing, Mobile Access, Electronic Signatures. OnBase covers Content Management, Case Management, Records Management, Intelligent Capture. Both handle Workflow Automation, Microsoft 365, Web support, Desktop support.

Answered from the vendors’ own pages

DocuWare: Is DocuWare available as cloud or on-premises?

DocuWare is available as both a cloud-based SaaS solution and as an on-premises deployment option.

Source
OnBase: What is OnBase used for in government?

OnBase is used for digital permitting, inspections, and plan review processes. Government agencies use it to streamline workflows, enable online forms, automate approvals, and provide citizen access to application status.

Source
DocuWare: What platforms does DocuWare support?

DocuWare is available as a web-based platform accessible via browser, with mobile apps available on iOS and Android.

Source
OnBase: Does OnBase support mobile access?

Yes. Mobile access is a key feature of OnBase, allowing users to manage documents and cases on the go.

Source
DocuWare: Does DocuWare offer offline access?

DocuWare has limited offline access capabilities. The mobile app offers fewer features compared to the desktop version.

Source
OnBase: What document management capabilities does OnBase provide?

OnBase provides centralized document storage with version control, search and retrieval tools, records management across physical and electronic lifecycles, and compliance with policies and regulations.

Source
OnBase: Can OnBase workflows be customized?

Yes. OnBase is flexible and configurable with user-defined workflows for case management, streamlining processes like accounts payable, employee onboarding, and contract management.

Source
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Related pages

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