Why modern businesses rely on PDF editors

PDFs are the language of business: whether you are closing a deal, onboarding an employee, responding to an audit, or finalizing a vendor agreement, there is a high chance a PDF is involved. And once it enters your workflow, it needs to be editable, shareable, secure, and legally compliant. 

Here are some reasons teams depend on PDF editors every day: 

• Sales teams use them to generate proposals, collect signatures, and manage revisions. 

• Legal teams rely on secure tools for redaction, version control, and audit trails. 

• HR teams onboard employees with fillable forms and digital handbooks. 

• Finance teams review statements, invoices, and contracts. 

• IT teams need centralized tools for licensing, compliance, and data security. 

• Design and marketing teams use them for collaborative feedback on visual assets. 

Without the right PDF editor, users revert to inefficient workflows. They convert files back and forth, email versions around, print and scan documents, and expose sensitive data in the process. 

The right PDF editor eliminates those steps. It gives users the power to make changes instantly, send documents securely, collect legally binding signatures, and automate repetitive tasks. It also gives IT administrators visibility into usage and control over access and compliance settings. 

According to Nitro’s internal benchmarking, businesses can save over six hours per user each week with a consolidated PDF & eSign solution. Those savings add up fast when scaled across departments or global teams. 

How we evaluated the top PDF editors

To create a fair and comprehensive comparison, we evaluated each PDF editor based on ten core criteria. These are the capabilities most requested by our customers, and they reflect the needs of small businesses, large enterprises, and everything in between. 

• Editing and annotation tools 

• Form creation and eSigning capabilities 

• Security and compliance standards 

• Admin and deployment controls 

• Cross-platform availability 

• User experience and accessibility 

• Integrations with business software 

• Licensing flexibility and scalability 

• Customer support and onboarding 

• Product roadmap and responsiveness 

Each product was tested in real workflows including contract redlining, internal reviews, form creation, and multi-party signature collection.

We also evaluated platform performance, documentation quality, ease of deployment, and how well the solution fits into broader document and content ecosystems. 

Feature comparison: what to look for in a PDF editor 

Not all PDF editors serve the same purpose. Some focus on basic viewing and markup. Others are full platforms built for security-heavy, compliance-driven document management.

Here is a high-level breakdown of the capabilities you should expect from a modern PDF editor. 

• Edit text and images within the PDF file 

• Add or remove pages, merge files, rearrange content 

• Annotate, highlight, and comment for collaboration 

• AI-assisted features like smart redaction 

• Create fillable forms and automate data capture

• Track changes or document history 

• Secure documents with encryption, passwords, and redaction 

• Integrate with Microsoft 365, Google Workspace, Salesforce, or other tools 

• Centralize license and user management for IT teams 

• Deploy across desktop, browser, and mobile devices

Any tool that cannot meet these standards will limit your efficiency, compromise your compliance posture, or increase your total cost of ownership. 

Compare the best PDF editors at a glance

What are the top PDF editors in 2025? 

Below is an in-depth look at the leading PDF editors this year. Each review covers strengths, weaknesses, and use case fit. 

Nitro PDF

Nitro PDF is a secure, scalable PDF and eSigning platform designed for modern teams. It combines editing, collaboration, and analytics into one intuitive interface, with AI capabilities for improved productivity and streamlined workflows.

It is particularly well-suited for teams that need visibility and control without sacrificing usability. 

Nitro PDF: Strengths 

• Advanced editing, annotation, and redaction tools 

• Native eSigning built in, not added on 

• Admin portal for license control, provisioning, and analytics 

• Works across desktop and browser

• Compliant with ISO 27001, SOC 2 Type II, and GDPR 

• Strong integrations with Microsoft 365, Google Workspace, Salesforce 

• Transparent pricing and flexible licensing options 

• Highly rated customer support and ease of use, especially valued by SMBs and channel partners 

• Built-in AI tools for summarization, form creation, and data extraction
  
• Smart Redact, an AI-assisted redaction that automatically detects 30+ types of PII and permanently removes visible and hidden data

Nitro PDF: Weaknesses 

• No native Android editing app 

• Fewer pre-built integrations compared to Adobe  

Verdict: Nitro is ideal for teams that want simplicity without compromise. It is used by thousands of organizations worldwide, including governments, universities, and banks. It is built to serve users, admins, and executives alike. Its usability, responsive support, and transparent pricing make it a strong alternative to complex or high-cost legacy tools. However, organizations with strict regional data residency requirements or those needing highly specialized integrations may need to validate fit.

Adobe Acrobat Pro 

Adobe invented the PDF format, but the tool hasn’t kept up with the way modern teams work. It’s heavy, hard to navigate, and often includes features most users don’t need. For creative professionals, it still offers real value. But for legal, HR, sales, or operations teams, the ROI isn’t always there. 

Adobe Acrobat Pro: Strengths 

• Deep feature set for editing and markup 

• Seamless integration with Adobe Creative Cloud 

• Familiar interface for design teams 

Adobe Acrobat Pro: Weaknesses 

• High pricing tiers for advanced features 

• Complexity that overwhelms non-technical users 

• License management challenges in large deployments 

Verdict: Acrobat is a fit for creative professionals and teams already invested in the Adobe ecosystem. For operations, legal, or finance teams, the value proposition is harder to justify. 

Foxit PDF Editor 

Foxit positions itself as the lightweight alternative to Adobe, and in some ways, it delivers. It’s fast and affordable. But it struggles when scaled across large organizations. Admin features are limited, and its UX feels behind competitors. For users who just need basic editing, it works, but for workflows involving signing, analytics, or collaboration, Foxit falls short. 

Foxit: Strengths 

• Fast desktop performance 

• Affordable pricing options 

• Available as perpetual or subscription license 

Foxit: Weaknesses 

• Interface feels dated 

• Limited browser support 

• Weak admin and analytics capabilities 

Verdict: Foxit is best for individuals or small teams that need fast performance without cloud collaboration features. It is not ideal for enterprises. 

PDFelement 

Wondershare’s PDFelement provides advanced editing at a budget-friendly price. It targets SMBs and individual users. 

PDFelement: Strengths 

• Powerful editing and OCR 

• One-time license options 

• Clean desktop experience 

PDFelement: Weaknesses 

• Overcrowded interface 

• Few integrations 

• Not optimized for teams or workflows 

Verdict: PDFelement works well for users who need occasional heavy editing, but lacks the collaboration and admin depth needed by larger organizations. 

Smallpdf 

Smallpdf is a browser-based tool for quick edits, conversions, or signatures. It is simple and fast but not built for scale. 

Smallpdf: Strengths 

• Easy to use 

• Good for occasional tasks 

• Web-based and lightweight 

Smallpdf: Weaknesses 

• Very limited editing and form capabilities 

• No admin portal or user management 

• Not suitable for teams 

Verdict: Perfect for students or casual users. Not viable for most businesses. 

Kofax Power PDF 

Power PDF, formerly from Nuance, is now owned by Kofax. It focuses on security and compliance for regulated industries. 

Power PDF: Strengths 

• Strong redaction and document security tools 

• Perpetual licensing available 

• No internet connection required for full functionality 

Power PDF: Weaknesses 

• Interface feels outdated 

• Deployment and support are complex 

• Not built for collaboration 

Verdict: Best for security-focused environments like law firms or government agencies. Not recommended for general business use. 

PDF-XChange Editor 

PDF-XChange is popular in engineering and design circles. It is packed with technical features but comes with a learning curve. 

PDF-Xchange: Strengths 

• Precise markup and measurement tools 

• Lightweight and customizable 

PDF-Xchange: Weaknesses 

• Steep learning curve 

• Lacks modern UI and UX 

• No native cloud support 

Verdict: Great for technical use cases. Less useful for daily document workflows or large teams. 

PDF Expert 

PDF Expert is a beautifully designed editor built specifically for macOS. It is a favorite among Apple users. 

PDF Expert: Strengths 

• Native macOS interface 

• Excellent for reading and annotating 

PDF Expert: Weaknesses 

• No Windows or browser support 

• No admin or team functionality 

Verdict: Ideal for solo Mac users. Not an option for cross-platform or enterprise needs. 

Soda PDF 

Soda PDF has gained traction as a mid-tier editor with both browser and desktop modes. 

Soda PDF: Strengths 

• Accessible from any device 

• Decent feature set for basic users 

Soda PDF: Weaknesses 

• Lacks depth for power users 

• Few integrations 

• UI inconsistency 

Verdict: Soda PDF is suitable for budget-conscious users with basic editing needs. 

Sejda PDF 

Sejda is a web-based PDF tool that appeals to individual users and freelancers. 

Sejda PDF: Strengths 

• Clean interface 

• Free tier available for low-volume users 

Sejda PDF: Weaknesses 

• Cannot scale to teams 

• No compliance or admin tools 

Verdict: Sejda is a helpful side tool but not a full document solution. 

Honorable mentions

A few PDF editors did not make the top ten but are worth mentioning for specific use cases: 

• PDFfiller: Strong in form workflows, particularly in education and small legal teams.
• DocHub: A simple Google-integrated tool for schools and nonprofits.
• iLovePDF: Great for quick conversions and mobile-first users.

These tools are helpful in limited or specialized use cases but are not comprehensive enough to be used as a business-wide PDF solution.