Top paperless apps offer Adobe Scan and Scanner Pro for document scanning, Google Drive and Dropbox for cloud storage, DocuSign and SignNow for e-signatures, and Notion for note-taking. These tools help you eliminate paper workflows and improve productivity.
Quick Start: Begin with Google Drive or Dropbox for storage, add Scanner Pro or Adobe Scan for digitizing documents, and use DocuSign or SignNow for signatures. This basic stack covers 80% of paperless needs.
Document Scanning Apps
1. Adobe Scan
Best for: High-quality scans with automatic text recognition
| Feature | Details |
|---|---|
| Price | Free (premium $9.99/month) |
| Platform | iOS, Android |
| OCR | Yes, automatic |
| Cloud sync | Adobe Document Cloud |
Why it's great:
- Automatic edge detection
- Excellent OCR quality
- Direct PDF export
- Integration with Adobe products
Best for: Businesses already using Adobe tools, anyone needing quality OCR.
2. Scanner Pro by Readdle
Best for: iOS users who want premium scanning features
| Feature | Details |
|---|---|
| Price | $3.99 (one-time) |
| Platform | iOS only |
| OCR | Yes |
| Cloud sync | iCloud, Dropbox, Google Drive, more |
Why it's great:
- One-time purchase (no subscription)
- Excellent scan quality
- Workflow automation
- iCloud sync built-in
Best for: iPhone/iPad users wanting a premium, one-time purchase scanner.
3. Microsoft Lens
Best for: Microsoft 365 users
| Feature | Details |
|---|---|
| Price | Free |
| Platform | iOS, Android |
| OCR | Yes |
| Cloud sync | OneDrive, OneNote |
Why it's great:
- Completely free
- Direct integration with Word, PowerPoint, OneNote
- Whiteboard mode for meetings
- Business card scanning
Best for: Microsoft 365 users, teams standardized on Microsoft.
4. Genius Scan
Best for: Cross-platform teams
| Feature | Details |
|---|---|
| Price | Free (Pro $7.99) |
| Platform | iOS, Android |
| OCR | Yes (paid) |
| Cloud sync | Multiple services |
Why it's great:
- Works on both iOS and Android
- Batch scanning
- Smart file naming
- PDF encryption
Best for: Mixed iOS/Android teams needing consistent scanning.
Cloud Storage & Document Management
5. Google Drive
Best for: Collaboration and accessibility
| Feature | Details |
|---|---|
| Price | Free (15GB), $1.99/month (100GB), Business from $6/user/month |
| Search | Excellent, including inside documents |
| Collaboration | Real-time editing |
| Integration | Google Workspace |
Why it's great:
- Generous free tier
- Powerful search (finds text in scanned docs)
- Real-time collaboration
- Works everywhere
Best for: Teams wanting easy collaboration and sharing.
6. Dropbox
Best for: Simple file sync and sharing
| Feature | Details |
|---|---|
| Price | Free (2GB), Plus $11.99/month, Business from $15/user/month |
| Features | Smart Sync, Paper, Sign (HelloSign) |
| Integration | Wide third-party support |
Why it's great:
- Seamless sync across devices
- Paper for collaborative documents
- HelloSign integration for signatures
- Excellent third-party app support
Best for: Teams wanting reliable sync and broad integrations.
7. OneDrive
Best for: Microsoft-centric businesses
| Feature | Details |
|---|---|
| Price | Free (5GB), included with Microsoft 365 |
| Integration | Deep Microsoft 365 integration |
| Features | Personal Vault, PC backup |
Why it's great:
- Included with Microsoft 365
- Deep Office integration
- Personal Vault for sensitive files
- Automatic PC backup
Best for: Businesses using Microsoft 365.
8. Box
Best for: Enterprise security and compliance
| Feature | Details |
|---|---|
| Price | Free (10GB), Business from $15/user/month |
| Security | Enterprise-grade, compliance certifications |
| Features | Workflow automation, extensive integrations |
Why it's great:
- Strong security and compliance
- Granular permissions
- Workflow automation
- 1,500+ integrations
Best for: Enterprises with strict security requirements.
E-Signature Apps
9. DocuSign
Best for: High-volume, enterprise signing
| Feature | Details |
|---|---|
| Price | From $10/month (personal), $25/user/month (business) |
| Features | Templates, workflows, 400+ integrations |
| Compliance | SOC 2, HIPAA, FedRAMP |
Why it's great:
- Industry leader
- Most recognized by signers
- Extensive integrations
- Enterprise features
Best for: Businesses with high volume or complex signing needs.
See also: DocuSign alternatives
10. SignNow
Best for: Value-focused teams
| Feature | Details |
|---|---|
| Price | From $8/user/month |
| Features | Templates, bulk send, mobile apps |
| Compliance | SOC 2, HIPAA |
Why it's great:
- Competitive pricing
- Strong feature set
- Good mobile experience
- Solid API
Best for: SMBs wanting full features at lower cost.
11. HelloSign (Dropbox Sign)
Best for: Simplicity and Dropbox users
| Feature | Details |
|---|---|
| Price | From $15/user/month |
| Features | Simple interface, Dropbox integration |
| Compliance | SOC 2, HIPAA (Business) |
Why it's great:
- Very easy to use
- Clean interface
- Dropbox ecosystem
- Good API
Best for: Teams prioritizing simplicity.
See also: Free signature software
Note-Taking & Documentation
12. Notion
Best for: All-in-one workspace
| Feature | Details |
|---|---|
| Price | Free (personal), Plus $8/user/month, Business $15/user/month |
| Features | Notes, databases, wikis, projects |
| Collaboration | Real-time, comments |
Why it's great:
- Replaces multiple tools
- Flexible database features
- Great for documentation
- Templates for everything
Best for: Teams wanting to consolidate tools.
13. Evernote
Best for: Individual note-taking and web clipping
| Feature | Details |
|---|---|
| Price | Free (limited), Personal $14.99/month, Professional $17.99/month |
| Features | Web clipper, document scanning, search |
| Platform | All platforms |
Why it's great:
- Powerful web clipper
- Search within attachments
- Long-established, stable
- Good mobile apps
Best for: Individuals capturing information from many sources.
14. Microsoft OneNote
Best for: Microsoft 365 users
| Feature | Details |
|---|---|
| Price | Free (included with Microsoft 365) |
| Features | Notebooks, sections, pages, drawing |
| Integration | Microsoft 365 |
Why it's great:
- Free with Microsoft 365
- Flexible canvas
- Handwriting support
- Real-time collaboration
Best for: Microsoft 365 users, tablet note-takers.
Expense & Receipt Management
15. Expensify
Best for: Expense reporting and receipt capture
| Feature | Details |
|---|---|
| Price | Free (basic), Collect $5/user/month, Control $9/user/month |
| Features | Receipt scanning, expense reports, reimbursement |
| Integration | Accounting software, corporate cards |
Why it's great:
- SmartScan reads receipts automatically
- Mileage tracking
- Corporate card reconciliation
- Approval workflows
Best for: Businesses with travel/expense reimbursement.
16. Dext (formerly Receipt Bank)
Best for: Accounting-focused receipt processing
| Feature | Details |
|---|---|
| Price | From $24/month |
| Features | Receipt extraction, accounting integration |
| Integration | QuickBooks, Xero, Sage |
Why it's great:
- Excellent data extraction
- Deep accounting integration
- Supplier rules
- Multi-entity support
Best for: Businesses wanting receipts directly in accounting software.
Form & Data Collection
17. JotForm
Best for: Online forms with signatures
| Feature | Details |
|---|---|
| Price | Free (5 forms), Bronze $34/month, Silver $39/month |
| Features | Form builder, e-signatures, integrations |
| Templates | 10,000+ templates |
Why it's great:
- Easy form building
- Built-in e-signatures
- Conditional logic
- Payment collection
Best for: Replacing paper forms with digital versions.
18. Typeform
Best for: Beautiful, engaging forms
| Feature | Details |
|---|---|
| Price | Free (limited), Basic $25/month, Plus $50/month |
| Features | Conversational forms, logic jumps |
| Design | Best-in-class |
Why it's great:
- Superior user experience
- High completion rates
- Logic branching
- Integration ecosystem
Best for: Customer-facing forms where experience matters.
Building Your Paperless Stack
Essential Stack (Small Business)
| Function | Recommended App | Monthly Cost |
|---|---|---|
| Scanning | Adobe Scan | Free |
| Storage | Google Drive | Free-$6/user |
| Signatures | SignNow | $8/user |
| Notes | Notion | Free-$8/user |
| Total | $8-22/user |
Professional Stack (Growing Business)
| Function | Recommended App | Monthly Cost |
|---|---|---|
| Scanning | Scanner Pro | $3.99 (one-time) |
| Storage | Dropbox Business | $15/user |
| Signatures | DocuSign | $25/user |
| Notes | Notion | $8/user |
| Expenses | Expensify | $5/user |
| Total | $53/user |
Enterprise Stack
| Function | Recommended App | Monthly Cost |
|---|---|---|
| Storage | Box | $15+/user |
| Signatures | DocuSign Enterprise | Custom |
| Documentation | Notion Business | $15/user |
| Expenses | Expensify Control | $9/user |
| Forms | JotForm | $39+ |
Paperless Implementation Tips
Week 1: Foundation
- Set up cloud storage
- Install scanning app on all phones
- Create folder structure
Week 2: Signatures
- Choose e-signature platform
- Create templates for common documents
- Train team on sending docs
Week 3: Processes
- Identify remaining paper processes
- Create digital alternatives
- Set up expense capture
Week 4: Optimization
- Automate where possible
- Create workflows
- Measure and improve
Frequently Asked Questions
How much can going paperless save?
Average savings include:
- $80/employee/month in paper, printing, storage costs
- 2+ hours/week per employee in document retrieval time
- Reduced filing and physical storage costs
Is paperless actually more secure?
Yes, when implemented properly. Digital documents can be encrypted, access-controlled, and audited—capabilities paper doesn't have. The main risk is improper access management.
What about documents that "require" paper?
Very few documents legally require paper anymore. The ESIGN Act made e-signatures valid for most transactions. Check specific requirements for wills, certain real estate documents, and court filings.
How do I handle incoming paper mail?
Options include:
- Scan immediately, recycle original (for most documents)
- Use virtual mailbox services that scan for you
- Keep originals only when legally required
Conclusion
Going paperless is achievable with the right tools:
Start with essentials:
- Scanning app (Adobe Scan - free)
- Cloud storage (Google Drive - free)
- E-signatures (SignNow - $8/user)
Add as needed:
- Note-taking (Notion)
- Expense management (Expensify)
- Form collection (JotForm)
Key benefits:
- 2+ hours/week saved per person
- $80+/month saved per employee
- Better security and compliance
- Work from anywhere
The investment in tools is quickly offset by time savings, reduced costs, and improved productivity.
Related reading:
Last updated: January 28, 2026
Disclaimer: Pricing may vary by region and plan. Verify current pricing on vendor websites.