eFileCabinet Pricing and Plan Cost Reviewed 2022 - businessnewsdaily.com (2023)

Our 2020 research and analysis of document management systems leads us to recommend Rubex by eFileCabinetas the best low-cost document management system for small businesses. We chose eFileCabinet from the dozens of document management systems we considered for its useful features and low cost. It offers a cost-effective solution that doesn’t cut corners on the most important features. Small businesses can leverage eFileCabinet as a reasonably comprehensive platform for document management without breaking the bank.

To read our full methodology and a more comprehensive list see our best document management systems page.

Editor’s note: Looking for a document management system for your business? To help you choose the one that’s right for you, fill out the questionnaire below for more information from our vendor partners.


Rubex by eFileCabinet offers several plans for small businesses, which differ in storage space and features and are each billed annually. Monthly billing is available at a slightly higher price per month. Full details can be found on eFileCabinet’s pricing page.

  • Advantage – $55 per user, per month (3-user minimum):The Advantage pricing package builds on the Basic plan’s offerings, expanding storage space to 1TB of data and including secure file sharing, workflow automation, custom and preset templates, user check-in and checkout, profile tagging, e-signature tools, audit trail features, and mobile access. When paying monthly, the Advantage plan costs $66 per user, per month.
  • Business – $99 per user, per month:The Business package is marketed as Rubex by eFileCabinet’s best value, offering the widest array of features among the pricing packages. In addition to the features available in the Advantage plan, the Business package offers 5TB of storage space, onboarding tools, manager and admin approvals, and data-specific file routing. Workflow automation tools and zonal optical character recognition (OCR) capture are available as add-ons. When paying monthly the Business plan costs $119 per user, per month.
  • Unlimited – $199 per user, per month: The Unlimited plan offers all the features in the Business plan with unlimited storage capacity. Add-on features for the Business plan, such as zonal OCR and workflow automation tools, are included in the subscription price at this level. When paying monthly, the Unlimited plan costs $239 per user, per month.


In its lowest-cost plan, Rubex by eFileCabinet offers some of the most important features we looked for in our review. These are the major features in the Basic plan.

Secure File Sharing

Rubex by eFileCabinet has partnered with SecureDrawer, which allows you to encrypt and electronically send confidential files as large as 1GB to co-workers or clients. For Rubex by eFileCabinet’s cloud-based platform, it requires several security precautions to ensure files are always protected. All documents are stored in the company’s data centers, which are certified Level 1 PCI-compliant. For maximum protection, documents are encrypted in transmission. These security measures are critical when you’re trusting a third-party custodian to monitor and manage your documents.

Version Control

Rubex by eFileCabinet saves all the different versions of documents as they are edited, whether the changes are minor or major. It also archives previous versions of each document for later reference.


Rubex by eFileCabinet integrates with Microsoft Office, QuickBooks, Salesforce, Sage and Foxit. It also offers API integration at the Advantage level and higher.

Mobile Application

Rubex by eFileCabinet offers a user-friendly mobile app. It provides quick access to the documents you use most. The homepage displays files you have recently worked on and those you have marked as favorites. In addition, there is a menu tab with a search bar to quickly locate any document in the system and a link to view all your cabinets, drawers and folders.

User Permission Settings

Rubex by eFileCabinet allows system administrators to restrict which users can access and edit files. Permissions can be assigned on both an individual and group basis, making it easy to set up general permissions, but one nice aspect of the software is that you can override these general permissions on a case-by-case basis as needed.

For businesses with more extensive document management needs, the Advantage pricing tier considerably expands upon the features available in the Basic tier. These are some of those tools.

Custom Templates

You can use templates to quickly generate common document types, like letters generated automatically on your company letterhead or invoices. You can choose from and then customize a variety of templates to automate the routine aspects of document creation for your business.

Check-in and Checkout

A check-in and checkout feature ensures that two users cannot be making parallel edits to the same version of a document. This prevents the creation of multiple branches of the same document and ensures all edits are included in a single updated version of the file. Older versions are archived for later review.


The zonal OCR tool is used when scanning files or importing them into the system. OCR can read images, making the document fully searchable. It can also be used to automatically pull keywords out into the metadata fields, helping to automate the document organization process.


Metadata fields allow you to affix tags to a file, organizing it within the larger file cabinet structure of your document management software. Those keywords can also be used to quickly search for a file and any others with the same metadata.

Audit Log

The audit log is a useful administrative and security tool that shows every action taken by every user on the system, with a date and time stamp. Audit logs can help ensure the security of a system and the accountability of individual users. It can also be used for regulatory compliance if your business must meet certain data security standards.


At the Advantage level and higher, eFileCabinet offers APIs to build new integrations with third-party software your business may use.

Rubex by eFileCabinet Pros

Rubex by eFileCabinet’s user interface resembles an email inbox, such as Microsoft Outlook, and can be navigated in much the same way. On the left side of the screen, Rubex by eFileCabinet features a customizable folder tree that organizes all your documents. You can see and annotate documents in a preview window.

For small businesses on a budget that need the central features of a document management system, Rubex by eFileCabinet delivers a comprehensive software application that should suit their needs and workflows. The higher-priced plans provide a path for very small businesses to grow into as they scale and their budget expands, making eFileCabinet our best pick for a low-cost document management system.

The interface is sleek, modern and minimalist. However, the multiple windows and icons will take new users some time to learn. The learning curve isn’t very steep, but some users might require some minor training to grasp the less-intuitive aspects of the system. Still, eFileCabinet shouldn’t slow down your day-to-day workflow once your staff becomes proficient with the system.

Rubex by eFileCabinet Cons

While Rubex by eFileCabinet offers a strong low-cost option with its Basic plan, many useful features are only available in its Advantage package or higher. At $55 a month per user, that plan is comparable to the costs of other document management companies we evaluated.

The interface itself is sleek, modern and minimalist. However, the multiple windows and icons will take new users some time to learn. The learning curve isn’t very steep, but some users might require some minor training to grasp the less-intuitive aspects of the system. Still, Rubex by eFileCabinet shouldn’t slow down your day-to-day workflow once your staff becomes proficient with the system.

Ready to choose a document management system? Here’s a breakdown of our complete coverage:

  • Best Document Management Software and Systems
  • Document Management Systems: A Buyer’s Guide
  • Best Document Management System for Ease of Use

Editor’s note: Looking for a document management system for your business? To help you choose the one that’s right for you, fill out the questionnaire below for more information from our vendor partners.

Adam Uzialko is a writer and editor at business.com and Business News Daily. He has 7 years of professional experience with a focus on small businesses and startups. He has covered topics including digital marketing, SEO, business communications, and public policy. He has also written about emerging technologies and their intersection with business, including artificial intelligence, the Internet of Things, and blockchain.


How much is e file cabinet? ›

When paying monthly the Business plan costs $119 per user, per month. Unlimited – $199 per user, per month: The Unlimited plan offers all the features in the Business plan with unlimited storage capacity.

What is Rubex by eFileCabinet? ›

Rubex by eFileCabinet is a Software-as-a-Service (SaaS) document management, cloud storage, and file sharing solution designed to help organizations go paperless and effectively organize their files and documents.

Where can you search and store corporate process documents? ›

MediaFire is one of the go-to tools for storing and sharing videos, pictures, documents, and audio. It simplifies workflow for teams and individuals. Pro tip: With Android and iOS mobile apps, MediaFire allows you to access, store, and send files on the go.

What is eFileCabinet used for? ›

eFileCabinet is the all-in-one document management software solution that enables businesses to run their organization with more power and efficiency—from automation and workflow creation, to customizability and control.

Does Microsoft have a document management system? ›

Does Microsoft have a Document Management System? Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management.

Is Google Drive a document management system? ›

Google Drive is a cloud-based program that allows you to create, edit, store, and share documents. Many businesses use it as a file management system; documents sit in the Cloud as well as synchronising with users' local versions of the system.

Which computer programs work best for organizing a filing system? ›

Some of the popular cloud-based file management solutions include Google Drive, Dropbox, Apple iCloud, and Microsoft OneDrive. Be sure to check this Apple iCloud vs Microsoft OneDrive guide to learn how the two platforms compare.

How do I download Rubex? ›

Downloading the Rubex Desktop App

To install the Rubex Desktop App, start by logging in to your Rubex account here. Once logged in, click on the download icon at the top right of the Rubex page to download the installer for the Rubex Desktop App. Once the download is complete, run the installation file.

What is a good electronic filing system? ›

So perhaps the best solution comes in the form of today's popular Cloud services like Google Drive, OneDrive, and DropBox. These services let you keep your filing system on your own computer, but then mirror your computerized files onto the Cloud, maintaining the same folder structure and layout.

Which all software are used for digital documentation? ›

Answer. Explanation: Enterprise Content Management Systems manage and control digital documents created using Microsoft Office Suite and accounting software like CAD etc.

What are examples of DMS? ›

Document management systems (DMS) is the process of storing electronic documents and images of paper-based documents through software.
Top 10 Document Management Systems in 2021
  • DocuWare. ...
  • Dropbox Business. ...
  • eFileCabinet. ...
  • Google Drive. ...
  • Laserfiche. ...
  • LogicalDOC. ...
  • M-Files. ...
  • OnlyOffice.
23 Aug 2021

Is SharePoint the best document management system? ›

SharePoint is a Time Saver

SharePoint is one of the fastest document management systems available. Once it is successfully implemented, it saves a lot of time for the companies using them. As a Document Management System, it makes it easier to share, manage, change and find documentation.

Can you use SharePoint as a document management system? ›

Document management with SharePoint lets users manage common document types, such as Word, Excel, PowerPoint, OneNote, and create folders to save and manage those documents in customer engagement apps (Dynamics 365 Sales, Dynamics 365 Customer Service, Dynamics 365 Field Service, Dynamics 365 Marketing, and Dynamics ...

What is the difference between OneDrive and SharePoint? ›

OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. Behind the scenes, SharePoint in Microsoft 365 provides the content services for all files in Microsoft 365, including files you work with in Teams, Yammer, and Outlook.

Is Dropbox a document management system? ›

Dropbox is an online software solution that manages electronic documents for both individuals and teams. It can serve as your document repository, but it can also simplify how you organize, find, and work with digital files.

How do I organize my Google Drive? ›

Managing the Mess: How to Organize Your Google Drive
  1. Start with Folder Structure.
  2. Implement Some Color.
  3. Standardize Your System.
  4. Update Your Naming Conventions.
  5. Use Your Sub-Folders.
  6. Use List View and Stars.
  7. Regularly Audit your Google Drive.
  8. Try Google Workspaces.

What are the 3 basic types of file management? ›

The types of files recognized by the system are either regular, directory, or special. However, the operating system uses many variations of these basic types. All file types recognized by the system fall into one of these categories. However, the operating system uses many variations of these basic types.

How do I organize my files automatically? ›

We'll take a look at file organization apps and show how you can use them to organize different types of files in Windows automatically.
  1. File Juggler. If you're having trouble organizing the files, consider using an automation utility app. ...
  2. PhotoMove. ...
  3. TagScanner. ...
  4. FileBot. ...
  5. Easy File Organizer. ...
  6. Copywhiz.
5 Mar 2021

How do I organize my computer files and folders for dummies? ›

Best Practices For Organizing Computer Files
  1. Skip the Desktop. Never ever store files on your Desktop. ...
  2. Skip Downloads. Don't let files sit in your Downloads folder. ...
  3. File things immediately. ...
  4. Sort everything once a week. ...
  5. Use descriptive names. ...
  6. Search is powerful. ...
  7. Don't use too many folders. ...
  8. Stick with it.
30 Nov 2018

How big is a filing cabinet? ›

A standard office file cabinet is typically 28 ½ inches deep, with a drawer that can accommodate up to 27 inches of files. On the other hand, there are also shallower cabinets, like a 26 1/2-inch deep cabinets with a 25-inch drawer depth. There is also a 25-inch deep file with 23 ½-inch drawer size.

What is lateral filing system? ›

Lateral filing is when papers are added from the side of the file and the identification tab is on the side of the file. To pull the document out, you grab the sides edges. The main benefit of this type of filing system is that it is more space efficient.

What is the best file cabinet brand? ›

  • Best Overall: Lorell Two-Drawer File Cabinet. Courtesy of Amazon. ...
  • Best Lateral: Veda 2-Drawer Lateral Filing Cabinet. Wayfair. ...
  • Best for Small Spaces: Devaise 3-Drawer Slim Vertical File Cabinet. Courtesy of Amazon. ...
  • Best Vertical: Cavitt 4-Drawer Vertical Filing Cabinet. ...
  • Best Mobile: Lorell Mobile File Cabinet.
22 Aug 2022

Why should file cabinets be locked when not in use? ›

Filing cabinets that lock help to keep customer information, business processes and procedures, and product designs and ideas safe from competitors and out of the wrong hands. Prevent Stolen Information: Filing cabinets that lock help to keep information out of the hands of those with no access to the storage unit.

How do you keep files upright in a filing cabinet? ›

File Divider Kit

This ensures that your files aren't just eating up space in the cabinet. This piece of equipment is used to hold files tight and upright. It is easy to use as it attaches to your file drawer and allow you access to the files in the drawer.

What are disadvantages of lateral filing? ›

DISADVANTAGES Lateral files can be awkward to use. Lateral files are bulky and difficult to move, especially if filled with paperwork. They can also be quite expensive and take up large amounts of floor space.

What are the 3 types of filing systems? ›

Filing in Alphabetical order. Filing by Numbers/Numerical order. Filing by Places/Geographical order.

What are the disadvantages of vertical filing? ›

What is vertical filing? What are its disadvantages?
  • It consumes more space as the folders are kept in standing position and big cabinets are also needed.
  • It is comparatively more expensive as the special type of folders and drawers are needed.
  • It is not suitable for the small organization due to limited resources.

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