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Cybersecurity · head to head

Google Authenticator vs OnBase

Google Authenticator logo

Google Authenticator

Cybersecurity

Free TOTP two-factor authentication app that gained optional cloud sync in 2023

From
Free
Free plan
Yes
Full reviewWebsite
OnBase logo

OnBase

Government

Enterprise Information Platform

From
$400/month
Free plan
No
Full reviewWebsite

The short version

  • Only Google Authenticator has a free tier, so it costs nothing to try first.
  • Each has a real cost: Google Authenticator enabling cloud sync moves the security boundary for your 2FA codes to your Google account, so a compromised Google account can expose the same codes syncing was meant to protect.; OnBase pricing starts at 2,000 USD per month, making it expensive for small agencies
  • They diverge on capability: Google Authenticator covers TOTP code generation, OnBase covers Content Management.
  • Prices and features above were last checked on 1 September 2026.

Where they differ

Only the attributes on which Google Authenticator and OnBase actually diverge.

Attributes where Google Authenticator and OnBase differ
AttributeGoogle AuthenticatorOnBase
Starting priceFree$400/month
Pricing modelFree, no in-app purchasessubscription
Free tierYesNo
PlatformsiOS, AndroidWeb, Mobile
CategoryCybersecurityGovernment
FoundedUnknown1991

Identical on both: user rating (Not yet rated).

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 Google Authenticator

  • TOTP code generation
  • QR code setup
  • Optional Google account sync
  • Offline generation
  • Manual entry

Only in OnBase

  • Content Management
  • Workflow Automation
  • Case Management
  • Records Management
  • Intelligent Capture
  • Microsoft 365
  • Salesforce
  • Epic

What people use each for

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

Google Authenticator

  • Someone setting up two-factor authentication on a website that asks for a TOTP appnot OnBase
  • A user who wants codes to survive a lost or replaced phone via account syncnot OnBase
  • Someone who prefers a simple, free, single-purpose authenticator over a password manager's built-in onenot OnBase
  • A person migrating between phones who wants existing 2FA codes to transfer automaticallynot OnBase

OnBase

  • Citizen Servicesnot Google Authenticator
  • Records Managementnot Google Authenticator
  • Public Safetynot Google Authenticator
  • Civic Engagementnot Google Authenticator

Where each one falls short

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

Google Authenticator

  • Enabling cloud sync moves the security boundary for your 2FA codes to your Google account, so a compromised Google account can expose the same codes syncing was meant to protect.
  • It has no built-in backup export in a portable format, so moving away from Google Authenticator to another app usually means resetting 2FA on every individual service.
  • It lacks organisational features such as folders, search or notes that some competing authenticator apps offer for people managing many accounts.
  • There is no desktop app, so codes must be read off a phone screen when logging in from a computer.
  • If sync is off and the phone is lost without a separate backup, all codes are unrecoverable and every linked account needs its 2FA reset through account recovery.

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

Google Authenticator

Free
  • FreeFree
    • Unlimited accounts and codes
    • Optional Google account cloud sync
    • No ads

OnBase

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

Which should you pick?

Choose Google Authenticator if

  • You need totp code generation.
  • You want to start without paying.
  • You work on iOS, Android.
  • You also want qr code setup.
Google Authenticator review

Choose OnBase if

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

Questions people ask

Is Google Authenticator or OnBase better?
Neither clearly leads. Google Authenticator starts at Free and OnBase at $400/month, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Google Authenticator or OnBase?
Google Authenticator has a free tier; the other does not. Paid plans start at Free for Google Authenticator and $400/month for OnBase.
Does Google Authenticator or OnBase run on more platforms?
Google Authenticator runs on iOS, Android. OnBase runs on Web, Mobile.
Can I use Google Authenticator for free?
Yes. Google Authenticator has a free tier, so you can try it without paying. OnBase starts at $400/month.
What is Google Authenticator best used for?
Google Authenticator is most often used for someone setting up two-factor authentication on a website that asks for a totp app, a user who wants codes to survive a lost or replaced phone via account sync, someone who prefers a simple, free, single-purpose authenticator over a password manager's built-in one, a person migrating between phones who wants existing 2fa codes to transfer automatically. Of those, someone setting up two-factor authentication on a website that asks for a totp app and a user who wants codes to survive a lost or replaced phone via account sync are not what OnBase is typically brought in for.
What can Google Authenticator do that OnBase cannot?
Google Authenticator covers TOTP code generation, QR code setup, Optional Google account sync, Offline generation. OnBase covers Content Management, Workflow Automation, Case Management, Records Management.

Answered from the vendors’ own pages

Google Authenticator: Does Google Authenticator cost anything?

No, it is free with no subscription or in-app purchases.

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
Google Authenticator: Is cloud sync safe?

Google documents it as protected by your Google account security. Whether that is an acceptable trade-off versus device-only storage is debated; you can turn sync off if you prefer local-only codes.

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
Google Authenticator: Can I export my codes to another app?

There is no official bulk export; moving to a different authenticator typically requires re-adding each account from its setup page.

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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