Software-as-a-Service (SaaS) offerings come with numerous advantages for both businesses and users, and it is no surprise that their usage is skyrocketing. Companies are allocating more than 40% of their IT budgets to SaaS solutions this year and 51% in 2025, Gartner says. This trend holds true in the realm of document management services as well, enabling the creation and delivery of documents and communications to clients, including contracts, statements, invoices, notifications, and personalized letters.
Here are 13 advantages of SaaS for document management in business
SaaS software is gaining popularity because it offers several key benefits:
Maximum accessibility
SaaS software is accessible from any internet-connected device via a web browser. This enables users to work from anywhere at any time, promoting mobility and remote work. It also eliminates the complexity of updates and issues associated with older versions. Quadient offers a solution running in intern browsers to enterprise for designing, updating, personalizing and sending documents and communications.
User-friendly service
SaaS services are often packaged and provide ready-made business solutions. This allows users to be more self-reliant and efficient in implementing the solutions they need, without relying on their IT department. Quadient provides a user-friendly interface, empowering teams to manage document design and creation independently.
Business scalability
SaaS solutions are designed to accommodate business growth, offering integrated flexibility in terms of managed volume. You can easily add or remove users based on your needs. SaaS document management solutions are also engineered to handle large document volumes without the need for companies to increase their technical capacity. This way millions of documents can be created without impact on enterprise IT infrastructure.
Automatic updates
SaaS software providers typically handle maintenance, security updates, and functional improvements. Users automatically benefit from the latest features without any effort. In the case of Quadient's Inspire Evolve, the world's number one SaaS document management solution, updates occur every two months, enabling innovation, product adaptation to trends, and enhanced customer experience.
Reduced initial costs
SaaS solutions often eliminate the need for investing in expensive servers, hardware, and software. Initial costs are generally lower, which can be advantageous for small businesses. Quadient offers medium-sized companies access to a professional document management solution with pricing tailored to their size.
Easy deployment
Implementing SaaS software is typically quick and straightforward, allowing companies to start using the tools promptly. Quadient's infrastructure is designed for almost instant deployment in development, testing, and production environments.
Simplified management
SaaS providers handle infrastructure management, security patches, backups, and availability. This relieves companies of many technical tasks and significantly reduces associated costs. For instance, Quadient's operational teams work 24/7 to manage the platform, ensuring its security and stability. This is particularly important when companies generate batch or on-demand documents.
Enhanced collaboration
SaaS solutions are often designed to facilitate team collaboration, with features like real-time document sharing and integrated communication tools. In the context of document management, this is crucial for business users who can collaborate directly on regulatory or administrative document creation and updates. For example, the marketing team can edit promotional text on a document, while the legal department can add legal disclaimers. This avoids the need for interactions with the IT department.
Customization
Many SaaS software options offer customization features to meet each company's specific needs. As an example, Quadient's SaaS solution, can help enterprises to customize their documents and communications using font and style that match their branding.
Enhanced security
SaaS software providers often make significant investments in security, helping protect company data against online threats. Quadient has a dedicated team to manage the security of its infrastructure and adheres to international cybersecurity best practices.
Long-term savings
While monthly costs may accumulate, many companies realize long-term savings through reduced maintenance and IT management expenses. Although it's challenging to quantify, it is widely accepted that SaaS solutions are generally more cost-effective because SaaS providers benefit from economies of scale and can offer fairer prices.
Trial versions
Many SaaS software providers offer free trial periods or trial versions, allowing companies to test a solution before committing. Others, like Quadient, enable businesses to start with limited financial risk and commitment.
Technical scalability
SaaS solutions can adapt to your company's size, enabling you to increase or reduce resources based on your needs without having to purchase new software or hardware. Quadient offers a document management platform that adapts to the document volume needs of its clients.
In summary, Software-as-a-Service (SaaS) offerings combine flexibility and accessibility with economic benefits while reducing the complexity of IT management for businesses, making them an attractive option for many organizations. However, it's essential to select a reliable provider and consider your company's specific needs before making a commitment.
Quadient is a global leader in Customer Communication Management and offers the world's number one SaaS document management solution.
