# Scan123 Reviews 2026. Verified Reviews, Pros & Cons | Capterra

> Is Scan123 the right Document Management solution for you? Explore 62 verified user reviews from people in industries like yours to make a confident choice.

Source: https://www.capterra.com/p/126440/Scan123/reviews

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Scan123

4.5 (62)

[View alternatives](https://www.capterra.com/p/126440/Scan123/alternatives/)

Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/)

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Last updated March 13th, 2026

# Reviews of Scan123

Ease of use

4.6

Customer Service

4.7

## Pros and Cons in Reviews

MW

Michael W

Director, Information TechnologyAutomotive, 201 - 500 employeesUsed the software for: 6-12 months.

“Onboarding new users and setting up scanners is simple, and document performance is smooth and reliable.“

October 21, 2025

SJ

Shawn J

Agency ManagerHospital & Health Care, 11 - 50 employeesUsed the software for: More than 2 years.

“In order for us to see them now, we are having to create a fake client/caregiver or look through the files that are already prepopulated with personal information.“

March 19, 2026

PS

Peter S

Owner ManagerHospital & Health Care, 51 - 200 employeesUsed the software for: 1-2 years.

“We are getting ready to recommend Scan123 to our peers in our industry as it will simplify the hiring of employees and onboarding of new clients.“

October 10, 2024

WA

Wida A

Executive Director.Health, Wellness and Fitness, 10,001+ employeesUsed the software for: 1-2 years.

“We were never able to utilize their platform as we were "ghosted" on our inquiries.“

April 6, 2025

ES

Emma S

ReceptionistAutomotive, 201 - 500 employeesUsed the software for: 6-12 months.

“Scan123 has been a great addition to the business with the ability to keep all of our invoices and other documents in a secure place while being able to keep track of them easy and efficiently.“

August 16, 2023

WA

Wida A

Executive Director.Health, Wellness and Fitness, 10,001+ employeesUsed the software for: 1-2 years.

“They fell short on their onboarding and technical support.“

April 6, 2025

DG

Dominick G

Sr. Post ProducerMarketing and Advertising, 201 - 500 employeesUsed the software for: More than 2 years.

“We needed a solve because we were changing locations to a new office and needed to reduce clutter before the big move day, and we gave this a shot and it was amazing!“

March 17, 2025

DN

Don N

IT AdministratorTransportation/Trucking/Railroad, 1,001 - 5,000 employeesUsed the software for: 1-2 years.

“This is NOT a good way of managing this. When a user leaves the company the interface makes me disable them for each location instead of globally disabling the user.“

August 31, 2023

## Showing most helpful reviews

Showing 1-25 of 62 Reviews

Sort by:

Most Helpful

Rating

Company Size

Reviewer's Role

Length of Use

Frequency of Use

Pat W.  
Office Manager/Controller  
Automotive  
Used the software for: 2+ years

### "Great Scanning program"

August 21, 2023

5.0

Greatly reduced our document storage facility needs.

Pros

ease of use, easy retrieval, ability to lock out or allow particular users to each cabinet.

Cons

No problems, the system works great, we use Fujitsu scanners and they work well with it.

Review Source

PS

Peter S.  
Owner Manager  
Hospital & Health Care  
Used the software for: 1-2 years

### "Scan123 is the way to go"

October 10, 2024

5.0

We are getting ready to recommend Scan123 to our peers in our industry as it will simplify the hiring of employees and onboarding of new clients.

Pros

Easy to implement and very versatile to use for our needs.

Cons

I like all the features, it might be good to allow the end user an option to input their own documents at some time in the future

Switched from

[ApplicantStack](https://www.capterra.com/p/264567/ApplicantStack/)

User friendliness and ease of use, very intuitive.

Review Source

WA

Wida A.  
Executive Director.  
Health, Wellness and Fitness  
Used the software for: 1-2 years

### "Scan123-USER BEWARE!!"

April 6, 2025

1.0

Their Sales Team was great, BUT their Onboarding, Technical and especially Billing was terrible. We left tons of messages and email to no avail.

Pros

The interface and work flow, and some of the "sold" features that were never were able to use.

Cons

They fell short on their onboarding and technical support. We were never able to utilize their platform as we were "ghosted" on our inquiries. Read the FINE PRINT

Switched from

[Docusign](https://www.capterra.com/p/121506/Docusign/)

Feasibility and workflows was shown to do better, but failed

Review Source

JS

Jes S.  
Controller  
Automotive  
Used the software for: 1-2 years

### "Great product. Saves time and space!"

November 14, 2024

5.0

Easy to use. Rarely has glitches or technical problems. Easy to find things. I don't know how we survived without it!

Pros

Easy to use. Efficient. Cost effective. Can be used with any DMS. Saves space since we can shred a lot of documents immediately, instead of storing them for years.

Cons

I'd like to be able to create my own cabinets, but other than that, I really can't complain. :)

Switched from

[Dealertrack DMS](https://www.capterra.com/p/100994/Dealertrack-DMS/)

Easier to scan and find things that we need. Easier to customize access. Less Costly.

Review Source

DG

Dawn G.  
Client Care Manager-Office Manager  
Hospital & Health Care  
Used the software for: 1-2 years

### "Positive interaction with the Scan 123"

August 28, 2024

5.0

My overall experience with Scan 123 has ben extremely positive. I am especially pleased with Rosie Perikul, Customer Success Coach. She is very responsive and professional.

Pros

I like the security and ease of use for our caregivers and clients.

Cons

I would like to be able to see the actual ticket after I submit it. Not Just the ticket number.

Switched from

[Jotform Sign](https://www.capterra.com/p/10014571/Jotform-Sign/)

We were looking for a more up to date platform that was also HIPPA compliant.

Review Source

TG

Tracey G.  
COO  
Health, Wellness and Fitness  
Used the software for: 2+ years

### "Gibson Care "

February 10, 2024

5.0

Five plus years of discussions going from a high document organization to a paperless organization.

Pros

Support of the team that now just quickly makes the changes through the support tickets. And "Boom" it is done. Great job.

Cons

I enjoy creating success for our organization. More collaboration on design and talking through with me and my team would increase product value.

Alternatives considered

[Docusign](https://www.capterra.com/p/121506/Docusign/)

Reason for choosing Scan123

Cost and \[sensitive content hidden\]. I enjoyed talking with \[sensitive content hidden\] and felt my interests were important and the items we discussed would be conisdered or implemented.

Review Source

MW

Michael W.  
Director, Information Technology  
Automotive  
Used the software for: 6-12 months

### "Exceptionally Easy to Deploy and Use"

October 21, 2025

5.0

Almost a perfect experience! The system does exactly what it promises. Onboarding new users and setting up scanners is simple, and document performance is smooth and reliable. I especially love the built-in audit and security features. Highly recommend this solution — a must-have for any automotive dealership!

Pros

Configuration from start to finish is very quick, and the system is easy to use, making end-user training simple and efficient.

Cons

The search functionality could use improvement — the ability to search for and retrieve a list of multiple documents should be a basic feature.

Review Source

PL

Penny L.  
Receptionist Extraordinare  
Automotive  
Used the software for: 1-2 years

### "Great Service"

February 11, 2025

4.0

When I have had a problem, the problem is easily solved the first time Scan123 hears about it and the problem is solved quickly without having to spend too much time on it.

Pros

I can easily correct mistakes when I mislabel files and problems solved quickly and easily. I don't have to keep calling back.

Cons

It would be nice if there was only one tab to click to indicate either: 1) one sided or 2) two sided and you would be blocked until a choice was made. Also, I would there to be link for two-sided copies that won't be easily missed. The current placement of the link is in an obscure place.

Review Source

SA

Shannon A.  
Rental agent and reception  
Automotive  
Used the software for: 2+ years

### "Good for business"

March 24, 2025

4.0

Mostly positive for my daily use aside from the couple of things I mentioned above.

Pros

The ability to scan work docs in vs keeping paperwork for years is handy.

Cons

When it separates docs when it shouldn't or mislabels them. Getting signed out for "inactivity" when you are in the middle of scanning docs.

Review Source

DG

Dominick G.  
Sr. Post Producer  
Marketing and Advertising  
Used the software for: 2+ years

### "Scan123 - A Great Product"

March 17, 2025

5.0

I started using Scan123 at one of my old jobs when we had to start digitizing old documents that were taking up space. We needed a solve because we were changing locations to a new office and needed to reduce clutter before the big move day, and we gave this a shot and it was amazing!

Pros

I absolutely love how Scan123 makes it very simple to find any of my files almost instantly. It's easy to use and intuitive, and instead of wasting my time digging for the files I need and I can actually find what I'm looking for super quickly!

Cons

I have no complaints, Scan123 has been incredibly valuable for me.

Review Source

SW

Stephanie W.  
Controller  
Automotive  
Used the software for: 2+ years

### "Great Software"

August 27, 2021

5.0

The initial setup was very smooth, the representatives of the company did a thorough demo, were very attentive and communicative throughout the whole setup, and pricing was in line with what was quoted. They worked directly with our IT team and the setup was very smooth. The customer service and support has only continued at the same high level in our multiple years with them. Their support team is VERY responsive and I have only had good experiences. As Controller, I work with a lot of different vendors; I wish all were as great as Scan123.

Pros

Multiple cost tiers depending on pages scanned, so cost is easy to manage/customize. The software is easy to implement, intuitive to new users, simple yet effective.

Cons

My experience with the software has been superior so far. However, I have not used other scanning software to compare against.

Review Source

Response from Scan123

August 31, 2021

Hi Stephanie! Thank you so much for the review, I am glad to hear our industry leading support team is so great to work with. We value your continued business and are always a call away for anything!

KP

Kathryn P.  
Accounts Receivable Liaison  
Automotive  
Used the software for: 2+ years

### "REVIEW"

July 29, 2020

4.0

STORAGE, LOOKING UP INFORMATION NECESSARY TO ACCOUNT COLLECTIONS.

Pros

EASY SCANNING , EASY LOOK UP , I DON'T KNOW WHAT MORE CAN I SAY.

Cons

I cannot print a decent report to give to my managers on outstanding invoices and repair orders. Since the software change several months ago I can't even do a control print without the menu bar being printed, sen Hue a copy of what it looks like. Also, the sequence report is more than necessary, I am not interested in what I have it is what I don't have and that is all I need.

Reason for choosing Scan123

WE ALREADY HAD SCAN123 NOT CHANGING

Review Source

Response from Scan123

November 16, 2020

Kay, you are one of our favorite customers! Thanks to your feedback, updates the the Sequence and Exception reports have been made to resolve the issues you described, as well as make them more robust overall. Thanks again Kay!

CS

Coleen S.  
Admin assistant/cashier  
Automotive  
Used the software for: 2+ years

### "Great value and customer service"

January 29, 2020

5.0

Great product overall. Quick responses to issues and repair tickets. I can call and if I leave a message the response is usually within the hour.

Pros

As the administrator, it is easy to use and assign new users in our company and removing rights when someone leaves the company. Having the global search option is a HUGE time saver when things are added to an incorrect folder by accident with multiple scanners.

Cons

I would like to be able to filter searches. sometimes when saving an incorrect key is hit by mistake and finding it to correct is not easy. I'd like to be able to search for the last items uploaded that way I'm not wasting time looking for it.

Review Source

MV

Mary V.  
Administrative  
Automotive  
Used the software for: 1-2 years

### "Easy to use, great Customer Service"

January 12, 2022

5.0

Great. It is easy to use and when I do have a problem, customer service is quick to respond.

Pros

It is very easy to use and the customer service is quick.

Cons

I have not ran into a problem that was not easily fixed.

Review Source

Response from Scan123

April 29, 2022

Hi Mary! Thanks so much for the review, we appreciate you as a customer and hope to always meet your high expectations!

SK

Sue K.  
Warranty Clerk  
Automotive  
Used the software for: 2+ years

### "Scan 123 user"

January 20, 2022

5.0

don't have to save a hard copy in our storage room

Pros

easy to use and can get any issues solved by phone pretty quickly

Cons

easy to use helpful people if a issue occurs

Review Source

LS

Lisa S.  
accounting clerk  
Automotive  
Used the software for: 6-12 months

### "Lisa's review"

May 26, 2021

4.0

good

Pros

its easy to scan the documents and upload them. Finding a file is easy also.

Cons

I would like a little more control over being able to create cabinets or delete files.

Review Source

DD

David D.  
Human Resources Manager  
Retail  
Used the software for: 2+ years

### "Document Storage"

November 9, 2020

4.0

Important document storage for confidential files that need to be stored and accessed periodically. Easy to upload files and administer control.

Pros

Easy document storage at affordable price.

Cons

This system is ideal for my intended purpose and I do not have any negatives to post.

Review Source

Response from Scan123

December 2, 2020

Thank you for the nice review David! We are always thrilled to hear that that Scan123 is easy to use!

TF

Terri F.  
Cashier  
Automotive  
Used the software for: Less than 6 months

### "Ease of use, Ease of search can't be beat"

May 5, 2022

5.0

Excellent product with ease of scanning. Search is very simple and retention is in the clouds.

Pros

Software is simple and complete. Recovery is easy as is verification of document with a clean read.

Cons

I'm new, but I haven't found any real negatives yet.

Review Source

Response from Scan123

June 13, 2022

Hi Terri! That is fantastic news about our platform, we hope you enjoy it and let us know how we can ever do better!

JM

JAckie M.  
Receptionist  
Automotive  
Used the software for: 2+ years

### "Scanner"

December 1, 2021

4.0

have no issues with the system

Pros

Easy to use and retrieve documents for copying

Cons

Don't have any complaints at present time

Review Source

Response from Scan123

December 7, 2021

Hi Jackie, thanks so much for the review. You have been a fantastic customer and we look forward to working with you more in the future.

JM

JARED M.  
SERVICE/PARTS DIRECTOR  
Automotive  
Used the software for: 6-12 months

### "EXCELLENT PRODUCT"

July 1, 2020

5.0

It has been a very good experience overall.

Pros

Ease of use, both on the input side and the ease of document searching/viewing.

Cons

Haven't found anything I do not like yet.

Review Source

Response from Scan123

July 9, 2020

Hi Jared, Thank you for much for your kind review! Ease of use and speed remain top priorities as we continue to improve our product!

SP

SCOTT P.  
CFO  
Automotive  
Used the software for: Less than 6 months

### "Excellent Value - Very Easy to Use"

May 15, 2020

4.0

Pros

Great value for money - very easy to use - customer support is very good

Cons

Not much to say here - for a 3rd party application, it works very well with our DMS. For the $$$ it more than delivers

Review Source

Response from Scan123

May 28, 2020

We LOVE hearing from a CFO that we are a great value for the money!! Woo-hoo! What a great compliment. Thank you for taking the time to write a positive review, we genuinely appreciate it! We pride ourselves on being affordable, easy to work with and our over the top technical support, based right here in the USA!

SJ

Shawn J.  
Agency Manager  
Hospital & Health Care  
Used the software for: 2+ years

### "Great Storage Solution but needs work with Customer Satisfaction"

March 19, 2026

3.0

We were disappointed during our experience at how the customer satisfaction and attention to detail seemed to decline. Changes to the customer service department gave you several reps and you never knew who would be contacting you.

Pros

The storage capabilities with Scan123 is good if you want a back up storage solution. All files are easy to access, and are kept in what they call cabinets. We were able to easily transfer from one cabinet to another which helped maintain organization with our day to day operations.

Cons

We started noticing issues with the customer service. Most specifically, how long it was taking for changes/updates to be made to our current forms being used. The system does not allow for revisions on the users end, you have to have the revisions done by the Scan 123 team. At first the revisions were quick and accurate but that started to change as we went. The software lacks the ability for you to see your companies documents without fabricating a test person which makes errors harder to spot. We started seeing signature and text field issues that were missed or inaccurate. Unfortunately, this caused us to have to resort to in-person paper signing which defeats the purpose of the software. It would be great if the user had the ability to upload and integrate signature lines.

Alternatives considered

[Docusign](https://www.capterra.com/p/121506/Docusign/)[Adobe Acrobat Reader](https://www.capterra.com/p/170833/Acrobat-Reader-DC/)

Reason for choosing Scan123

We liked the implementation and customer service experience!

Review Source

AP

Albert P.  
IT Admin  
Automotive  
Used the software for: 2+ years

### "Nothing Better"

January 23, 2025

5.0

It's very reliable when I turn it on I don't worry about whether it's going to work or not it's been very consistent.

Pros

Very reliable program and a must have for our type of business

Cons

The only gripe is when it times out while your actually working and scanning in it. Doesn't happen often just occasional interruption... Maybe once a day.

Review Source

MM

Michelle M.  
Accounts Payable Receivable  
Automotive  
Used the software for: 2+ years

### "Love Scan123"

September 20, 2024

5.0

Very convenient and easy to use. Makes my life easier to just look at my computer for my documents

Pros

It is so easy to use and love that we can store our documents into Scan123.

Cons

I can not come up with any complaints. Just love that I can store all of my documents into this system.

Review Source

mP

michael P.  
service consultant  
Automotive  
Used the software for: 1-2 years

### "login issue"

November 6, 2024

5.0

communication with \[sensitive content hidden\] was fast and easy.

Pros

scan123 provides an easy way to search for information on a dime.

Cons

login issue can be frustrating but can understand the protocol behind 2-step authentication.

Review Source

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