Software · head to head
OnBase vs DocuWare
The short version
- Each has a real cost: OnBase pricing starts at 2,000 USD per month, making it expensive for small agencies; DocuWare complex setup requiring significant IT effort before full functionality is achieved
- They diverge on capability: OnBase covers Content Management, DocuWare covers Document Storage.
Where they differ
Only the attributes on which OnBase and DocuWare actually diverge.
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 OnBase
- Content Management
- Case Management
- Records Management
- Intelligent Capture
- Salesforce
- Epic
Only in DocuWare
- Document Storage
- Intelligent Indexing
- Mobile Access
- Electronic Signatures
- SAP
- QuickBooks
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.
OnBase
- Citizen Services
- Records Management
- Public Safety
- Civic Engagement
DocuWare
- 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.
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
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
Pricing, plan by plan
OnBase
$400/month- Government$400/month
- Content Management
- Process Automation
- Case Management
DocuWare
On requestNo published plan breakdown. See the DocuWare review.
Which should you pick?
Choose OnBase if
- You need content management.
- You work on Web, Mobile.
- You also want case management.
Choose DocuWare if
- You need document storage.
- You work on Web, iOS, Android.
- You also want intelligent indexing.
Questions people ask
- Is OnBase or DocuWare better?
- Neither clearly leads. OnBase starts at $400/month and DocuWare at On request, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
- Which is cheaper, OnBase or DocuWare?
- OnBase starts at $400/month and DocuWare at On request.
- Does OnBase or DocuWare run on more platforms?
- OnBase runs on Web, Mobile. DocuWare runs on Web, iOS, Android.
- What is OnBase best used for?
- OnBase is most often used for citizen services, records management, public safety, civic engagement.
- What can OnBase do that DocuWare cannot?
- OnBase covers Content Management, Case Management, Records Management, Intelligent Capture. DocuWare covers Document Storage, Intelligent Indexing, Mobile Access, Electronic Signatures. Both handle Workflow Automation, Microsoft 365, Web support, Desktop support.
Answered from the vendors’ own pages
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.
SourceDocuWare: 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.
SourceOnBase: Does OnBase support mobile access?
Yes. Mobile access is a key feature of OnBase, allowing users to manage documents and cases on the go.
SourceDocuWare: What platforms does DocuWare support?
DocuWare is available as a web-based platform accessible via browser, with mobile apps available on iOS and Android.
SourceOnBase: 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.
SourceDocuWare: Does DocuWare offer offline access?
DocuWare has limited offline access capabilities. The mobile app offers fewer features compared to the desktop version.
SourceOnBase: 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