Drowning in paperwork again?
Handling endless forms, contracts, and compliance documents eats into time you could spend closing deals or building client relationships.
Even worse, juggling scattered files often leads to missed deadlines and costly mistakes.
According to Record Storage Systems, document management issues create a staggering 21.3% productivity loss for businesses. That is hours lost every single week just trying to get organized—and it holds your entire agency back from growing.
This article will help you take control of your documents so you can focus on what matters.
In this article, I’m going to break down the 11+ best document management software for real estate agencies and show you exactly how each one helps boost your team’s efficiency and compliance.
You’ll find practical tips to streamline workflows, enhance security, and help your agents collaborate more smoothly.
Let’s get to it.
Quick Summary:
| # | Software | Rating | Best For |
|---|---|---|---|
| 1 | FileCenter → | Small agencies & mobile agents | |
| 2 | DocuSign → | High-volume brokerages | |
| 3 | PandaDoc → | Teams needing document analytics | |
| 4 | Kohezion → | Custom workflow-driven brokerages | |
| 5 | dotloop → | Enterprise & large brokerages |
1. FileCenter
Always hunting for that one missing property file?
FileCenter’s smart filing system shows your documents in a familiar “filing drawer” view, so it’s easy for you to keep every contract at your fingertips.
If you’re tired of combing through old folders and making do with clunky naming rules, you’ll love how you can locate critical real estate documents in seconds with consistent, intuitive organization built right in.
Paperwork headaches are a thing of the past.
FileCenter solves document chaos for busy agencies
With FileCenter, you and your team can scan, file, and retrieve real estate paperwork faster than ever.
Here’s how: You get powerful tools like a built-in PDF editor and OCR, making it easy to merge, split, and annotate real estate contracts and disclosures. Plus, you can store everything in a single, organized digital cabinet that’s accessible both on your network and securely via the cloud when you’re working remotely.
Additionally, FileCenter’s cloud integration means you’re not chained to your desk anymore. If you’re touring properties or juggling multiple deals, you can pull up property docs and make on-the-spot edits right on your laptop or tablet. Combine this with reliable on-premise security for those sensitive financials, and you’ve got seamless access without any extra hassle.
You’ll never lose another contract again.
Key features:
Intuitive document filing that mimics real “drawers” so your agents can categorize, search, and retrieve contracts without extra training or confusing folder trees.
All-in-one PDF editing and OCR built directly in so your team can merge, split, sign, and annotate customer forms without ever leaving FileCenter or buying extra tools.
Cloud-enabled access supporting remote property sales so your agents can open, edit, and organize documents anywhere—at the office, home, or on the road.
Verdict: If you want an effective document management software for real estate agencies, FileCenter delivers accurate filing and PDF tools that help agents keep deals moving whether in the office or out in the field.
2. DocuSign
Are you spending too much time on paperwork?
DocuSign’s real estate eSignature lets you send, track, and manage every document digitally—so you no longer have to chase clients for signatures.
This means your agreements come together much faster, and you reduce errors and manual back-and-forth that can slow down an entire transaction.
Here’s how you can transform workflows.
With DocuSign, you finally get a way to collect signatures securely and track every real estate agreement from start to finish.
The Rooms for Real Estate feature makes it simple to centralize all documents, messages, and deal tasks in one place. You can streamline even the most complex real estate transactions quickly, which keeps your pipelines moving and your team on the same page.
Plus, the Real Estate Association Forms capability minimizes manual entry by auto-populating your standard paperwork. Agents save serious time on prep work while boosting accuracy and minimizing costly compliance oversights. Since 82% of DocuSign documents are signed within a day and deals close up to 25 times faster, you can respond to clients quickly and stand out in a competitive market.
The result is more deals closed, fewer headaches, and a better client experience.
Key features:
- eSignature for Real Estate accelerates deal closures: Collect client signatures securely online and track every agreement, slashing turnaround time for busy agents and cutting out wasted hours.
- Rooms for Real Estate centralizes all transaction documents: Bring files, tasks, and communication together, so your entire team stays coordinated and reduces confusion during complex deals.
- Association Forms automation minimizes manual paperwork: Auto-populate standard real estate forms with client data, helping agents save time and avoid compliance errors on every transaction.
Verdict: If you want the most effective document management software for real estate agencies, DocuSign nails it. With 82% of documents signed in a day and 25x faster turnaround, you eliminate paper headaches and speed up every deal.
3. PandaDoc
Tired of spending hours on real estate paperwork?
PandaDoc gives your agency tools like customizable templates, eSignatures, and instant analytics so you can handle contracts, lease agreements, and proposals without the usual document chaos.
This means you can cut document creation time to minutes instead of hours, accelerating client transactions and reducing errors that stall deals.
Everything gets much simpler from here.
With PandaDoc, I’ve seen how your team can automate the repetitive creation of purchase offers or lease forms, track client engagement with every document, and close deals faster—all in one user-friendly solution.
Plus, with eSignatures and online notarization available from any device, your agents don’t need to chase down paperwork or schedule in-person signings. You get legally compliant signatures that keep transactions moving, whether working from the office or with clients out in the field.
What really sets PandaDoc apart is the real-time document analytics and activity tracking. You can instantly see if a client opened their contract, follow up at the right moment, and identify potential delays before they impact your bottom line. This ties every feature together, supporting your entire sales process from start to finish.
You end up with more deals closed, less hassle.
Key features:
- Customizable templates for all real estate paperwork so your team can reduce manual entry, maintain brand consistency, and speed up agreement creation across leases, offers, and reports.
- Legally binding eSignatures and remote notarization allow your agents and clients to sign and notarize documents securely from anywhere with an internet connection, eliminating delays.
- Advanced document analytics and progress tracking give you visibility of recipient activity, letting you spot bottlenecks, optimize follow-ups, and close deals up to 80% faster.
Verdict:
PandaDoc is a top document management software for real estate agencies if you want to automate paperwork, track analytics, and offer secure remote signings. Real estate users have cut document prep time to just three minutes and reported significant improvements in client turnaround.
4. Kohezion
Efficient document management matters more than ever.
Kohezion gives you low-code tools to create custom databases, helping you organize contracts, client details, and property data the way you truly need.
If you’re tired of hunting for agreements or disclosures across folders and emails, you can now link every important document to a specific client or property record. This resolves those frustrating document hunts, and means you stay organized and accurate when dealing with multiple listings.
It’s time to simplify your daily real estate paperwork.
With Kohezion, you get a secure platform that streamlines your document storage and access. This means your team can pull up signed contracts, disclosures, or offer letters in seconds, not minutes, every time.
You’ll appreciate how you can automate workflow steps like client onboarding and compliance tracking, even setting up notifications to ensure nothing falls through the cracks. If you want to track document requests or see which clients haven’t signed yet, Kohezion makes the process visible and stress-free.
Plus, you can build reports that show you exactly where your deals, clients, and leases stand. Combine that with flexible dashboards and you’ve got full control—from listing to closing. The end result is a streamlined, fully connected hub for your real estate paperwork.
All your documents, at your fingertips.
Key features:
- Build custom document systems without IT help: Design workflows and organize listings or contracts around your agency’s real needs using a true no-code builder.
- Attach documents directly to client or property files: Quickly store, find, and reference contracts, agreements, and disclosures by linking them to relevant records with no data silos.
- Automate processes with reminders and clear reporting: Speed up client onboarding and compliance with automatic email alerts and powerful operational insights built into your dashboards.
Verdict: If you want a top document management software for real estate agencies, Kohezion gives your team control, customization, and productivity—real estate professionals report a 43% boost, making it ideal for busy agencies balancing efficiency with client service.
5. dotloop
Tired of juggling paperwork in real estate deals?
dotloop brings your documents, eSignatures, and collaboration tools into one organized digital workspace—so you can say goodbye to scattered folders or missed contract deadlines.
If you’re managing multiple transactions at once, making sure all documents are accessible and compliant becomes a real challenge for your team. Errors, delays, or back-and-forth emails with clients can slow everyone down, hurt productivity, and frustrate both you and your clients.
You need a better way to work.
dotloop gives your real estate agency a single command center for every transaction.
With Loops acting as your easy-to-navigate digital workspaces, you’ll keep every contract, form, and message at your fingertips. Quick access, error-free editing, and auto-population of real estate forms saves your team countless hours chasing down paperwork or fixing documentation errors.
Here’s how dotloop steps it up further. Integrated eSignatures let you (and your clients) sign agreements right from any device, keeping everything moving quickly and helping you maintain compliance from start to finish. Plus, since dotloop provides robust templates and a document editor designed specifically for real estate, you’re not stuck modifying generic forms or worrying about missing fields. The result? Smoother closings, fewer mistakes, and a more professional experience.
That’s why your deals close faster.
Key features:
- Loops digital workspaces organize every transaction file so your agents and brokers can access, manage, and track progress in real time without confusion or missing paperwork.
- Integrated eSignatures offer safe, compliant contract signing with clients from any device, reducing bottlenecks and making the process effortless for everyone involved.
- Custom real estate forms and smart templates allow your team to auto-populate fields, edit, and finalize documents efficiently, minimizing errors and redundant data entry.
Verdict: dotloop is a top document management software for real estate agencies because it powers over 50% of U.S. transactions, achieves a 98% retention rate, and eradicates costly paperwork inefficiencies with features tailored precisely to your workflow.
6. Brokermint
Tired of chasing documents and deadlines?
Brokermint’s transaction management and checklists put every document, detail, and communication for a deal in one organized place, so nothing falls through the cracks.
If you’re dealing with scattered files and compliance headaches, you’ll appreciate how Brokermint empowers you to keep every transaction on track and avoid costly delays at closing.
Here’s how Brokermint takes the pressure off.
Managing real estate documents can feel overwhelming, but Brokermint makes it simple from day one.
With Brokermint, you’re not just storing files—you’re tapping into smart transaction management where checklists guide your deals from initial offer through closing, so you always know what’s outstanding and what’s done. This structure helps streamline documents, details, and communication for every property you handle.
Additionally, Brokermint’s eSignature tools let you and your clients send and sign important documents securely from anywhere—so no more hunting for paperwork or delays due to missed signatures. Automated audit trails and record-keeping mean you always have easily searchable, exportable records that keep you audit-ready and compliant, which can relieve a lot of stress when you’re managing multiple deals at once.
The end result is confidence, organization, and more time back in your day.
Key features:
- Centralized transaction management with customizable checklists: Keep every document and communication for a deal together, ensuring nothing gets missed or lost on the way to closing.
- Integrated eSignature and digital state forms: Collect client signatures and fill out official documents online, making transactions quicker, more secure, and error-proof for everyone involved.
- Automated compliance and record-keeping audits: Always be prepared for an audit with digital record storage, searchable transaction logs, and easy export features to minimize compliance risks.
Verdict:
If you want an amazing document management software for real estate agencies, Brokermint checks all the boxes: document control, eSignatures, and top-notch compliance support. It’s purpose-built for brokerages looking for efficiency and peace of mind—helping manage thousands of monthly transactions easily.
7. Document Locator
Are you tired of wasting hours tracking down files?
Document Locator’s deep integration with Windows means your real estate team can find and organize files intuitively, right where they already work.
This approach directly addresses the frustration of juggling scattered contracts, disclosures, and transaction documents by providing quick, structured access to every critical file you need daily.
Here’s how you can finally eliminate those time-sucking document searches.
Document Locator lets you streamline your entire file management process for real estate.
Because it presents an interface that mirrors the familiar Windows folder structure, you and your agents can drag, drop, organize, and retrieve property files without a major learning curve. You’ll also benefit from advanced search and customizable metadata fields for pinpointing any contract, listing agreement, or client record in seconds—even when you just recall a name or keyword.
Additionally, its built-in version control keeps a detailed audit trail—perfect if you’re collaborating on deals and want to demonstrate compliance or need a clear record of every revision for legal or audit reasons. The flexibility to deploy on-premise or in the cloud makes it a fit whether your brokerage is in one office or spread across the state.
This all adds up to faster closings, less admin hassle, and more time for high-value real estate activities.
Your efficiency goals are finally within reach.
Key features:
- Familiar Windows interface with easy folder navigation so agents, admins, and brokers can manage, access, and share real estate files in an environment they already know and trust.
- Sophisticated search and metadata options for documents allow your team to quickly pinpoint leases, contracts, or property records using any keyword, name, or property-specific custom field.
- Automated version control with complete audit trails ensures total transparency on every file update, supporting collaborative transactions and regulatory compliance for your real estate practice.
Verdict: If you want a great document management software for real estate agencies that cuts file processing time by nearly 50%, Document Locator is a smart choice—especially for brokerages that want Windows integration, proven security, and a fully traceable document history.
8. DocuBase
Lost in the paperwork every time a deal closes?
DocuBase automates your document intake from every channel, so you can ditch manual uploads and endless data entry.
Think about how much easier life gets when every property contract, disclosure, or offer is securely archived and right at your fingertips instead of in filing cabinets or scattered inboxes.
So what can DocuBase do for your real estate workflow?
It gives you a streamlined command center for contracts, client docs, and closing paperwork.
With multichannel document acquisition, DocuBase brings in PDFs, scanned forms, and email attachments automatically, building a complete deal file behind the scenes for your agents. Plus, customizable workflow templates mean you can automate tasks like routing approvals, sending contracts for sign-off, or setting reminders for compliance deadlines—so nothing gets bottlenecked or forgotten during a busy month.
Additionally, DocuBase boasts electronic archival with audit trails and encryption, which translates into bulletproof storage that will stand up to audits and local retention laws. Together, these features drastically cut processing costs and make your office operations smoother. The result? You move deals along with fewer headaches and keep every transaction audit-ready—giving you more time to focus on your clients.
Everything you need for secure property deals.
Key features:
- Automated document intake from all channels: Digitize incoming real estate paperwork straight into your deal pipeline and eliminate manual uploads, slashing processing times for your entire sales team.
- Customizable workflows and contract templates: Boost compliance and transaction speed by automating repetitive tasks such as routing, approvals, and notifications for key deal milestones.
- Encrypted archival with audit trails: Meet regulatory requirements and ensure data integrity with secure document storage and accessible, verifiable records for audits or client requests.
Verdict: If you want an effective document management software for real estate agencies, DocuBase provides enterprise-grade automation, end-to-end compliance, and proven cost savings—trusted by leading property teams to accelerate closings and reduce document headaches by up to 40%.
9. Revver
Are you wasting time searching for documents?
Revver’s intelligent search and indexing let you instantly pull up any property or client document, minimizing lost hours and headaches.
This means you don’t have to worry about wasting time digging through endless email threads or shared drives to respond quickly to buyer, seller, or compliance requests.
You deserve a system that adapts to real estate.
Revver helps you stay organized and compliant every step of the way.
With powerful workflow automation, you can tailor Revver’s forms and processes to match how your real estate office handles contracts, lease approvals, or listing packages. This means you can reduce manual tasks and handle document approvals quickly, so deals move forward instead of stalling out. Plus, advanced metadata tagging makes every file simple to find—just type a keyword, property address, or client name, and you’re there.
Additionally, Revver’s secure cloud storage and permission controls keep confidential information under wraps, even when you’re collaborating externally. Role-based access, full audit trails, and encryption help you meet regulatory needs, so you never have to worry about compliance or privacy issues again. One real estate client is already seeing dramatic cost reductions after ditching their previous patchwork of software for Revver.
Your workflow just got a major upgrade.
Key features:
- Custom workflow automation for real estate processes: Set up rule-based document routing and e-signature requests to accelerate deals and reduce manual bottlenecks every step of the way.
- Powerful search and auto-indexing for files: Organize and retrieve contracts, disclosures, and property documents by client or address with just a few keystrokes—no more time lost on file hunts.
- End-to-end security and collaboration tools: Encrypt sensitive documents, track user access, and restrict sharing so client data always stays secure, whether inside your office or with outside partners.
Verdict:
If you’re looking for a great document management software for real estate agencies, Revver’s advanced automation, search, and secure sharing make it a top contender. It’s already delivering significant cost savings and streamlined compliance for busy real estate offices like yours.
10. Zoho
Is your paperwork slowing deals for your agency?
Zoho gives you centralized team folders, real-time document editing, and automated workflows—all aimed at organizing contracts and files, reducing manual tasks, and increasing speed for real estate professionals.
It’s about letting you track, update, and approve contracts without wasted time, so every property file and agreement is right where you need it and your sales process keeps moving.
Efficiency is within your reach.
With Zoho, you can bring all your contracts, property listings, and client files together in easy-to-access team folders that cut down on time lost searching for documents or asking colleagues for updates.
This means you can work together securely on contracts in real time, review document changes with detailed version history, and spend less energy worrying about errors or outdated files. It’s the difference between having absolute control over your workflow and juggling disconnected folders or endless email attachments.
Additionally, workflow automation does the heavy lifting for things like document approvals or gathering signatures, syncing directly with Zoho’s CRM if you’re handling client-related files. The result is more time to focus on deals, knowing compliance risks are slashed by up to 50%, and on average you save over 20 team-hours each month.
Zoho adapts to your business needs.
Key features:
- Centralized team folders for real estate documents: Keep listings, contracts, and marketing materials organized so your whole team finds what they need without delays or confusion.
- Real-time document versioning and collaboration: Let your agents edit contracts and reports together, track changes, and avoid mix-ups over outdated files or missed updates.
- Automated approvals and CRM integration: Speed up document collection and approval, minimize admin with workflow automation, and connect your documents to client data instantly.
Verdict:
If you want a great document management software for real estate agencies, Zoho delivers. With centralized storage, real-time collaboration, and workflow automation, you can reduce compliance risks by 50% and save your team 20 hours a month.
11. Alfresco
How much time do you lose searching files?
Alfresco brings all your contracts, deeds, and client files into one secure, centralized spot—making information instantly accessible for your real estate team, wherever they are.
Trying to juggle property documents in scattered folders or emails slows closings, frustrates agents, and puts deals at risk. Quickly retrieving what you need, every time, is essential for real estate success.
That’s where automation changes everything.
Alfresco solves this by offering intuitive document management tailored for complex real estate workflows.
With its advanced search and flexible metadata features, you can find client records, listings, or contracts in seconds—by keyword, tag, or property. This means you’ll spend less energy hunting down documents, and have more time to serve your buyers and sellers.
Here’s how intelligent process automation brings it together: Alfresco lets you automate repetitive yet vital processes like approvals, new listings, and even compliance checks. This not only eliminates manual errors, but also speeds up every transaction cycle—from onboarding to closing. Plus, because everything’s tracks in a single source-of-truth, you’ll always have an audit trail ready for regulators or internal review.
Alfresco was designed to streamline efficiency.
Key features:
- Centralized content repository for contracts and records so every agent can reliably access transaction files and property documents, wherever they are on any device.
- Intelligent process automation streamlines repetitive real estate tasks, including approval workflows and client onboarding—helping your agency move deals forward with far less friction or delay.
- Advanced search + custom metadata dramatically cuts retrieval time, letting you instantly filter files by tag, content, or property detail, and respond to client needs without missing a beat.
Verdict: Alfresco stands out as a top document management software for real estate agencies by offering cost savings of up to 96%, robust workflow automation, and easy document retrieval—perfect if you want your agents operating at peak efficiency.
12. CoStar
Is your agency buried in lease paperwork again?
CoStar centralizes all your property and lease documents in one searchable platform, making it easy to access, manage, and audit every file.
If you’re like most real estate professionals, you know how time-consuming document management can get. Staying organized with reliable, CPA-tested tools like these means fewer errors and more time for closings.
Let’s get into why this matters now.
Real estate agencies like yours need document management tools that go beyond basic storage, and CoStar was truly built with your daily operations in mind.
Lease Accounting & Administration automates everything from origination through financial reporting. That means you can handle lease renewals, audits, and compliance in one place, helping you avoid those last-minute scrambles. With insurance certificates and claims also stored alongside each property record, your team has all key paperwork at their fingertips—no more chasing files during negotiations.
Custom Reporting & Analytics takes your efficiency up a level. You’ll be able to run detailed reports on lease expirations, analyze market trends, and visualize your entire portfolio’s risks and opportunities. The result? You support better decisions for your investors, owners, or potential buyers—without manual spreadsheet pain.
Ready for improved document reliability and less stress?
Key features:
- Complete lease lifecycle management and reporting: Automates lease origination, renewals, and compliance with CPA-tested reliability so your team avoids manual errors and last-minute surprises
- All-in-one property document centralization: Stores leases, insurance certificates, and claims for millions of properties, ensuring immediate access to critical data during negotiations or audits
- Deep custom analytics for actionable market insights: Generates powerful custom reports and visualizations, empowering your agency to identify trends and confidently inform investors or clients
Verdict:
With its integrated lease accounting, document centralization, and custom analytics, CoStar stands out as a top document management software for real estate agencies delivering a 99% customer renewal rate—a testament to real efficiency and decision support at scale.
Conclusion
Drowning in paperwork again?
Choosing the right document management software for your real estate agency can feel overwhelming with so many similar solutions—especially when so much rides on making the right call.
In fact, businesses switching to document management systems often see a solid 21% increase in productivity. With time and revenue on the line, making the smart choice here can truly transform your agency.
Here’s my recommendation after comparing everything.
From my experience, FileCenter is hands-down the top pick for tackling document chaos in real estate. It solves the headaches of scattered files, messy compliance, and wasted hours—whether you’re in the office or out meeting clients.
The best document management software for real estate agencies should make finding and working with files effortless. That’s exactly where FileCenter shines, letting your agents scan, organize, and retrieve critical contracts in seconds—even on the go.
I’d suggest you start a free trial of FileCenter today and experience how much easier document management can be.
Regain your time and close deals faster.
