10 SharePoint Alternatives That Won't Break Your Budget

SharePoint is powerful but often overkill, expensive, complex, and requiring dedicated IT resources most small and medium businesses don't have.

If you're drowning in SharePoint licensing costs or frustrated by its complexity, you're not alone.

This guide reviews 10 modern SharePoint alternatives that offer better collaboration, simpler setup, and lower costs without sacrificing essential features.

Why Look for SharePoint Alternatives?

Common SharePoint Pain Points

Cost Issues:

• Microsoft 365 E3: $36/user/month (SharePoint included)
• SharePoint Server: $100,000+ implementation
• Customization costs: $50,000-$500,000
• IT staff required: 1-3 FTE for maintenance
• Hidden costs in training and adoption

Complexity Challenges:

• Steep learning curve for users
• Requires IT expertise to configure
• Overwhelming features (most unused)
• Difficult document organization
• Poor search functionality
• Migration headaches

User Experience Problems:

• Outdated interface (legacy feel)
• Slow performance
• Mobile experience lacking
• Confusing navigation
• Version control issues
• Permission management nightmare

Related: Explore our guides on corporate communication tools, workplace collaboration statistics, employee advocacy programs, and business transformation strategy. Use our social media strategy template and communication goals examples.

What to Look for in SharePoint Alternatives

Essential Features Checklist

Must-Have Capabilities:

✅ Document Management

• Version control
• File sharing and permissions
• Search functionality
• Folder organization
• Multiple file type support

✅ Collaboration

• Real-time co-editing
• Comments and feedback
• Task assignment
• Team spaces
• Mobile access

✅ Security

• User permissions (role-based)
• Encryption
• Compliance certifications
• Audit logs
• Data backup

✅ Integration

• Email integration
• Calendar sync
• Third-party app connections
• API availability
• Single sign-on (SSO)

✅ Usability

• Intuitive interface
• Minimal training needed
• Fast performance
• Good search
• Mobile-friendly

The 10 Best SharePoint Alternatives

1. Google Workspace (Drive + Sites)

Best For: Small to medium businesses, startups, Google-first companies

Key Features:

• Google Drive for document storage and sharing
• Google Sites for intranet and team sites
• Real-time collaboration in Docs, Sheets, Slides
• 30GB-unlimited storage per user
• Powerful search across all content
• Gmail, Calendar, Meet integration
• Mobile apps (iOS, Android)
• Version history and recovery

Pricing:

• Business Starter: $6/user/month (30GB)
• Business Standard: $12/user/month (2TB)
• Business Plus: $18/user/month (5TB)
• Enterprise: Custom (unlimited storage)

Pros: ✓ Very user-friendly ✓ Strong real-time collaboration ✓ Affordable pricing ✓ Fast and reliable ✓ Minimal training required ✓ Good mobile experience ✓ Strong search capabilities

Cons: ✗ Less robust workflow automation than SharePoint ✗ Limited customization for complex intranets ✗ Fewer enterprise-grade features ✗ Not ideal for Windows-heavy environments

Migration Difficulty: Easy (1/5)

Best Use Case: Small businesses, startups, and teams already using Google Workspace who want simple document collaboration without SharePoint complexity.

Why Choose This: If you prioritize ease of use and collaboration over complex workflows, Google Workspace delivers 80% of SharePoint functionality at 50% of the cost with 10% of the complexity.

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2. Notion

Best For: Knowledge management, wikis, project teams, remote companies

Key Features:

• All-in-one workspace (docs, wikis, databases)
• Flexible page structure and templates
• Real-time collaboration
• Databases and relational content
• Task and project management
• Embed rich content (videos, files, links)
• Powerful search
• Public and private pages
• API for integrations

Pricing:

• Free: Personal use, limited features
• Plus: $10/user/month - unlimited blocks, version history
• Business: $18/user/month - advanced permissions, analytics
• Enterprise: Custom - advanced security, dedicated support

Pros: ✓ Very flexible and customizable ✓ Modern, clean interface ✓ Good for knowledge bases and wikis ✓ All-in-one workspace (reduces tool sprawl) ✓ Strong community and templates ✓ Affordable for small teams ✓ Good mobile apps

Cons: ✗ Learning curve for advanced features ✗ Limited traditional file storage ✗ Not purpose-built for document management ✗ Can become disorganized at scale ✗ Permissions system simpler than SharePoint

Migration Difficulty: Medium (3/5) - Requires restructuring content

Best Use Case: Teams building knowledge bases, internal wikis, and project workspaces who want flexibility over traditional document management structure.

Why Choose This: Perfect if you're building a company wiki, knowledge base, or want one flexible tool to replace multiple apps.

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3. Confluence (by Atlassian)

Best For: Tech teams, software companies, organizations using Jira

Key Features:

• Team collaboration spaces
• Rich document editor
• Page templates and macros
• Integration with Jira (seamless)
• Version history
• Comments and @mentions
• Powerful permissions
• Atlassian Marketplace (1,000+ apps)
• Roadmaps and whiteboards

Pricing:

• Free: Up to 10 users
• Standard: $6.05/user/month - unlimited storage
• Premium: $11.55/user/month - advanced permissions, analytics
• Enterprise: Custom - unlimited storage, 24/7 support

Pros: ✓ Good for technical documentation ✓ Tight Jira integration (for dev teams) ✓ Robust permissions and organization ✓ Good templates for various use cases ✓ Strong search functionality ✓ Mature product with large community

Cons: ✗ Can feel complex for non-technical teams ✗ Dated interface compared to newer tools ✗ Expensive as you scale ✗ Better for wikis than document storage ✗ Steeper learning curve

Migration Difficulty: Medium (3/5)

Best Use Case: Software development teams, tech companies, and organizations already using Jira who need tight integration with development workflows.

Why Choose This: The obvious choice for engineering teams who need documentation tightly coupled with project management and development workflows.

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4. Box

Best For: Enterprises, regulated industries, security-focused organizations

Key Features:

• Enterprise-grade document management
• Advanced security controls
• Compliance certifications (HIPAA, FINRA, FedRAMP)
• Unlimited external collaboration
• Box Notes for collaboration
• Workflow automation (Box Relay)
• E-signature (Box Sign)
• 1,500+ integrations
• Advanced admin controls

Pricing:

• Business: $17/user/month - 100GB per user
• Business Plus: $28/user/month - unlimited storage
• Enterprise: Custom - advanced security, compliance
• Enterprise Plus: Custom - advanced workflows, analytics

Pros: ✓ Enterprise-grade security ✓ Strong compliance features ✓ Unlimited external collaboration ✓ Good integration ecosystem ✓ Works well for regulated industries ✓ Advanced workflow automation ✓ Reliable and scalable

Cons: ✗ More expensive than competitors ✗ Interface not as modern ✗ Collaboration features lag behind Google ✗ Steeper learning curve ✗ Overkill for small businesses

Migration Difficulty: Medium (3/5)

Best Use Case: Enterprises, healthcare, finance, and legal firms needing advanced security, compliance, and external collaboration at scale.

Why Choose This: When security, compliance, and external collaboration are non-negotiable, Box delivers enterprise features without SharePoint complexity.

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5. Dropbox Business

Best For: Creative teams, agencies, design-focused companies

Key Features:

• Simple file sync and sharing
• Dropbox Paper for collaborative docs
• File requests (collect files from clients)
• Smart Sync (cloud-only files)
• Version history (180 days on Advanced)
• Dropbox Transfer (up to 100GB files)
• Integration with Adobe, Slack, Zoom
• Mobile scanner and editing
• Advanced sharing controls

Pricing:

• Professional: $19.99/user/month - 3TB storage
• Standard: $15/user/month (3+ users) - 5TB team storage
• Advanced: $24/user/month - unlimited storage
• Enterprise: Custom - advanced admin, support

Pros: ✓ Extremely simple to use ✓ Reliable sync across devices ✓ Great for large files (creative work) ✓ Excellent mobile experience ✓ Smart Sync saves local storage ✓ Strong brand recognition ✓ Works seamlessly across platforms

Cons: ✗ Limited collaboration features ✗ Paper (docs) not as robust as competitors ✗ More expensive than Google Workspace ✗ Less feature-rich for enterprise needs ✗ Weak workflow automation

Migration Difficulty: Easy (2/5)

Best Use Case: Creative agencies, design teams, and businesses working with large files who prioritize simple sync and sharing over complex collaboration.

Why Choose This: If you work with large creative files and need dead-simple sync across devices, Dropbox is unbeatable.

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6. Microsoft OneDrive + Teams (Without SharePoint)

Best For: Microsoft 365 users who want simpler collaboration

Key Features:

• OneDrive for personal file storage (1TB per user)
• Teams for team collaboration and chat
• Real-time co-editing in Office apps
• Version history and recovery
• Integration with Outlook, Calendar
• Mobile apps
• External sharing controls
• Microsoft 365 app integration

Pricing:

• Microsoft 365 Business Basic: $6/user/month
• Microsoft 365 Business Standard: $12.50/user/month
• Microsoft 365 E3: $36/user/month (includes SharePoint)

Pros: ✓ Included with Microsoft 365 ✓ Seamless Office app integration ✓ Familiar for Windows users ✓ Robust security features ✓ Large file storage (1TB+) ✓ Good collaboration features ✓ Enterprise-ready

Cons: ✗ Teams can become messy at scale ✗ Not as intuitive as Google Workspace ✗ Requires Microsoft ecosystem commitment ✗ OneDrive sync issues occasionally ✗ Advanced features require higher tiers

Migration Difficulty: Easy if already on Microsoft (1/5)

Best Use Case: Organizations already on Microsoft 365 who want to use OneDrive and Teams for collaboration without the complexity of SharePoint sites.

Why Choose This: You're already paying for it with Microsoft 365—use OneDrive for files and Teams for collaboration without touching SharePoint.

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7. Huddle

Best For: Client collaboration, professional services, agencies

Key Features:

• Secure client workspaces
• Document management and approval
• Task management
• Client portals (white-label)
• E-signatures
• Compliance-ready (ISO 27001, SOC 2)
• Audit trails
• Microsoft 365 integration
• Mobile apps

Pricing:

• Workgroup: $10/user/month - 10GB per user
• Enterprise: $20/user/month - 20GB per user, advanced features
• Enterprise Plus: Custom - unlimited storage, premium support

Pros: ✓ Purpose-built for client collaboration ✓ White-label client portals ✓ Strong security and compliance ✓ Excellent for professional services ✓ Approval workflows built-in ✓ Good balance of features and simplicity

Cons: ✗ Lesser-known brand ✗ Smaller integration ecosystem ✗ Limited internal collaboration features ✗ Dated interface ✗ Expensive for internal-only use

Migration Difficulty: Medium (3/5)

Best Use Case: Law firms, accounting firms, consultancies, and agencies that need secure client collaboration workspaces with approval workflows.

Why Choose This: When client collaboration is your primary use case and security/compliance matter, Huddle excels where SharePoint is overkill.

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8. Coda

Best For: Teams wanting docs that act like apps, flexible workflows

Key Features:

• Documents as applications
• Built-in databases and tables
• Formulas and automations
• Two-way integrations (Slack, Google, etc.)
• Templates and packs
• Real-time collaboration
• Customizable views
• Embedded content
• Publishing and sharing controls

Pricing:

• Free: Unlimited docs for personal use
• Pro: $12/user/month - unlimited docs, version history
• Team: $36/user/month - advanced permissions, admin tools
• Enterprise: Custom - advanced security, support

Pros: ✓ Incredibly flexible and powerful ✓ Replace multiple tools with one doc ✓ No-code automation capabilities ✓ Modern, intuitive interface ✓ Strong integration ecosystem ✓ Great for custom workflows ✓ Active community and templates

Cons: ✗ Steep learning curve initially ✗ Can be overly complex for simple needs ✗ Not traditional document storage ✗ Expensive for larger teams ✗ Requires mindset shift from traditional docs

Migration Difficulty: Hard (4/5) - Requires rethinking workflows

Best Use Case: Teams wanting to build custom tools, databases, and workflows within documents rather than use traditional document storage.

Why Choose This: When you want documents that can do more—act like apps, automate workflows, and replace multiple tools with flexible, powerful docs.

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9. Samepage

Best For: Small to medium teams wanting all-in-one collaboration

Key Features:

• Team pages and workspaces
• Real-time document collaboration
• Video chat and screen sharing
• Task management
• Calendar integration
• File storage and sharing
• Team chat
• Search across all content
• Mobile apps

Pricing:

• Free: Up to 10 users, 5GB storage
• Pro: $8/user/month - unlimited users, 100GB per user
• Enterprise: $12/user/month - unlimited storage, priority support

Pros: ✓ All-in-one platform (reduces tool sprawl) ✓ Affordable pricing ✓ Built-in video chat ✓ Easy to use ✓ Good for small teams ✓ Combines docs, tasks, chat, video

Cons: ✗ Less well-known brand ✗ Smaller integration ecosystem ✗ May lack some enterprise features ✗ Not as polished as major competitors ✗ Limited advanced features

Migration Difficulty: Easy (2/5)

Best Use Case: Small to medium teams wanting one affordable tool for documents, tasks, chat, and video instead of paying for multiple apps.

Why Choose This: Budget-conscious teams tired of juggling multiple tools will appreciate Samepage's all-in-one approach at a fraction of SharePoint's cost.

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10. Alfresco

Best For: Large enterprises, open-source advocates, complex document management needs

Key Features:

• Enterprise content management (ECM)
• Open-source platform
• Advanced workflow automation
• Records management
• Compliance features
• API for custom development
• Cloud or on-premise deployment
• Integration with Microsoft 365, Google
• Advanced search and metadata

Pricing:

• Community Edition: Free (self-hosted, open-source)
• Alfresco Content Services: Custom enterprise pricing
• Governance Services: Add-on for compliance

Pros: ✓ Open-source flexibility ✓ Highly customizable ✓ On-premise or cloud options ✓ Advanced document management ✓ Strong for regulated industries ✓ No vendor lock-in ✓ Active open-source community

Cons: ✗ Requires technical expertise ✗ Self-hosting means maintenance burden ✗ Steeper learning curve ✗ Enterprise pricing can be expensive ✗ Less user-friendly than modern alternatives

Migration Difficulty: Hard (5/5) - Requires technical expertise

Best Use Case: Large enterprises, government agencies, and organizations with complex document management, workflow, and compliance requirements needing full customization.

Why Choose This: When you need enterprise-grade document management, full control, and customization capabilities without vendor lock-in, Alfresco delivers.

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Comparison Matrix

Quick Decision Guide

How to Choose the Right Alternative

Decision Framework

Step 1: Identify Your Primary Use Case

Planning your technology strategy? Read about business transformation, corporate communication tools, and leadership skills for change management.

Document Storage & Collaboration: → Google Workspace, OneDrive + Teams, Dropbox

Knowledge Base & Wiki: → Notion, Confluence, Coda

Client Collaboration: → Huddle, Box, Google Workspace

Enterprise Document Management: → Box, Alfresco, SharePoint alternatives with ECM

All-in-One Platform: → Samepage, Notion, Coda

Step 2: Consider Your Team Size

Small Teams (5-50 people):

• Google Workspace
• Notion
• Samepage
• Dropbox Business

Medium Teams (50-500 people):

• Google Workspace
• Confluence
• Box
• OneDrive + Teams

Large Enterprises (500+ people):

• Box
• Alfresco
• OneDrive + Teams
• Confluence

Step 3: Assess Technical Capabilities

Non-Technical Teams:

• Google Workspace (easiest)
• Dropbox Business
• Samepage
• OneDrive + Teams

Technical Teams:

• Confluence (especially with Jira)
• Coda
• Notion
• Alfresco

Step 4: Budget Considerations

Tight Budget (<$10/user/month):

• Google Workspace Business Starter ($6)
• Confluence Standard ($6.05)
• Samepage Pro ($8)
• OneDrive + Teams ($6)

Mid-Range ($10-20/user/month):

• Notion Business ($18)
• Google Workspace Business Standard ($12)
• Dropbox Standard ($15)
• Huddle Workgroup ($10)

Enterprise Budget (>$20/user/month):

• Box Business Plus ($28)
• Dropbox Advanced ($24)
• Coda Team ($36)

Step 5: Integration Requirements

Microsoft Ecosystem: → OneDrive + Teams (obviously) → Box (good Microsoft integration)

Google Ecosystem: → Google Workspace (obviously)

Atlassian Tools (Jira, Trello): → Confluence (seamless integration)

Salesforce/CRM: → Box (strong CRM integrations)

Slack: → Most have Slack integration; check specifics

Migration Strategy

How to Move Away from SharePoint

Phase 1: Audit (Weeks 1-2)

1. Inventory Current Content

   • List all SharePoint sites
   • Document active vs inactive
   • Identify critical workflows
   • Map permissions and access

2. Assess Usage

   • Who uses what
   • Frequently accessed content
   • Rarely used content
   • Custom apps or workflows

3. Identify Requirements

   • Must-have features
   • Nice-to-have features
   • Deal-breaker limitations
   • Integration needs

Phase 2: Select Alternative (Weeks 3-4)

1. Shortlist Options (3-5)

   • Based on your requirements
   • Budget constraints
   • Technical capabilities

2. Trial Period

   • 2-week trial minimum
   • Test with real workflows
   • Involve actual users
   • Document feedback

3. Make Decision

   • Stakeholder buy-in
   • Budget approval
   • Migration plan agreement

Phase 3: Prepare Migration (Weeks 5-6)

1. Clean Up Content

   • Archive old/inactive content
   • Delete unnecessary files
   • Organize structure
   • Document everything

2. Plan New Structure

   • Folder/workspace organization
   • Naming conventions
   • Permission structure
   • User groups

3. Prepare Users

   • Announce change
   • Explain benefits
   • Address concerns
   • Schedule training

Phase 4: Migrate (Weeks 7-10)

1. Pilot Migration

   • One team or department
   • Test workflows
   • Gather feedback
   • Refine process

2. Phased Rollout

   • Department by department
   • Or all at once (smaller orgs)
   • Continuous support
   • Document issues

3. Parallel Operations

   • Keep SharePoint read-only
   • Direct new work to new platform
   • Gradual transition
   • Safety net maintained

Phase 5: Optimize (Weeks 11-12)

1. User Training

   • Platform tutorials
   • Best practices
   • Q&A sessions
   • Documentation

2. Adoption Monitoring

   • Usage analytics
   • User feedback
   • Issue resolution
   • Quick wins highlighted

3. Full Transition

   • Decommission SharePoint
   • Final data archival
   • License cancellation
   • Celebrate success

Migration Tools

Automated Migration Services:

1. CloudM (Multi-platform migration)
2. AvePoint (SharePoint specialist)
3. SysTools (Affordable option)
4. Mover (Microsoft-owned, limited platforms)
5. Native platform tools (varies by alternative chosen)

Cost Estimate:

• DIY manual: Free (time-intensive)
• Small business (<100GB): $500-$2,000
• Medium business (<1TB): $5,000-$15,000
• Enterprise (>1TB): $20,000-$100,000+

Common Migration Challenges

Issues and Solutions

Challenge 1: Complex Permissions

Problem: SharePoint's granular permissions don't map 1:1 to alternatives

Solution:

• Simplify permission structure
• Use groups instead of individual permissions
• Start with broader access, refine over time
• Document new permission model

Challenge 2: Custom Workflows

Problem: SharePoint workflows need rebuilding in new platform

Solution:

• Map existing workflows
• Identify which are actually used
• Rebuild critical workflows first
• Use platform's automation tools or Zapier

Challenge 3: Legacy Content

Problem: Years of accumulated content, much outdated

Solution:

• Archive anything >2 years old unused
• Let teams decide what to migrate
• Don't migrate everything blindly
• Keep SharePoint read-only for reference

Challenge 4: User Resistance

Problem: "We've always used SharePoint"

Solution:

• Emphasize benefits (easier, faster, modern)
• Quick wins in pilot phase
• Training and support
• Champion advocates

Challenge 5: Metadata Loss

Problem: Custom metadata doesn't transfer

Solution:

• Export critical metadata to CSV
• Rebuild in new platform
• Use tags instead of complex taxonomy
• Simplify, don't replicate exactly

Cost Comparison

5-Year Total Cost of Ownership (100 Users)

SharePoint Online (Microsoft 365 E3):

Licensing: $36/user/month × 100 × 60 = $216,000
Implementation: $50,000
Training: $15,000
Ongoing admin (1 FTE): $300,000
Total: $581,000
Per user per year: $1,162

Google Workspace Business Standard:

Licensing: $12/user/month × 100 × 60 = $72,000
Implementation: $10,000
Training: $5,000
Ongoing admin (0.25 FTE): $75,000
Total: $162,000
Per user per year: $324

Notion Business:

Licensing: $18/user/month × 100 × 60 = $108,000
Implementation: $15,000
Training: $8,000
Ongoing admin (0.25 FTE): $75,000
Total: $206,000
Per user per year: $412

Confluence Standard:

Licensing: $6.05/user/month × 100 × 60 = $36,300
Implementation: $20,000
Training: $10,000
Ongoing admin (0.5 FTE): $150,000
Total: $216,300
Per user per year: $432

Savings vs SharePoint:

• Google Workspace: 72% savings
• Notion: 65% savings
• Confluence: 63% savings

Frequently Asked Questions

Can I keep some SharePoint features while moving to an alternative?

Yes! Many organizations use a hybrid approach: keep SharePoint for specific workflows or departments while moving general collaboration to simpler alternatives. OneDrive + Teams is a common "SharePoint-lite" approach.

What happens to our SharePoint data during migration?

Your data remains in SharePoint until you explicitly migrate it. Most migrations are non-destructive—content is copied, not moved, allowing you to keep SharePoint accessible during transition.

Do these alternatives work with Microsoft Office files?

Yes, all alternatives support Office files (Word, Excel, PowerPoint). Some (Google Workspace, OneDrive) convert to their native formats; others (Box, Dropbox) keep originals. Co-editing support varies.

Which alternative is easiest to learn?

Google Workspace is universally considered easiest, followed by Dropbox Business. Notion has a learning curve but becomes intuitive. SharePoint-like complexity: Alfresco, Confluence.

Can we trial multiple alternatives before deciding?

Absolutely! Most offer 14-30 day trials. We recommend trialing 2-3 simultaneously with different teams to compare real-world usage.

Final Recommendation

Our Top Picks by Scenario

Best Overall Alternative: Google Workspace - Simplicity, collaboration, affordability, and ease of use make it the best choice for 80% of organizations leaving SharePoint.

Best for Microsoft 365 Users: OneDrive + Teams - You're already paying for it; skip SharePoint complexity and use these instead.

Best for Knowledge Management: Notion - Flexible, modern, perfect for building wikis and knowledge bases.

Best for Tech Teams: Confluence - Especially if using Jira; purpose-built for developer documentation.

Best for Enterprises: Box - Security, compliance, and external collaboration at scale.

Best Budget Option: Samepage - All-in-one collaboration at $8-12/user with no per-user storage limits.

Best for Creative Teams: Dropbox Business - Reliable sync, large file handling, simple interface.

Take Action

Your Next Steps

Week 1:

1. Audit your current SharePoint usage
2. Identify pain points and requirements
3. Calculate current total cost

Week 2: 4. Shortlist 3 alternatives from this guide 5. Start free trials simultaneously 6. Involve key stakeholders in testing

Week 3: 7. Gather feedback from trials 8. Make decision with team buy-in 9. Build business case for leadership

Week 4: 10. Get approval and budget 11. Plan migration strategy 12. Prepare users for change

Don't let SharePoint's complexity and cost hold your team back. Modern alternatives deliver better collaboration experiences at a fraction of the cost—and your team will actually enjoy using them.

Next Steps: Optimize your collaboration stack with corporate communication tools, workplace collaboration statistics, employee advocacy programs, business transformation guide, and leadership listening skills. Use our social media strategy template and B2B content generator.