Choosing the Right PDF Editor for Your Business

PDF files have become a crucial part of business communication — but why was the PDF format created in the first place?

Originally developed by Adobe in the early 1990s, the Portable Document Format (PDF) was designed to allow documents to be shared and printed exactly as the sender intended, regardless of the recipient’s computer, fonts, or software. Before PDFs, sharing Word documents often led to frustrating results: fonts would change, page layouts would shift, and critical details could be lost if the recipient didn’t have the same software setup.

In short, PDFs were designed for publishing — not for editing. Typically, a PDF was generated after a document was finalized in Word, Excel, or other programs, and was considered the “finished product.”

However, business needs have changed. Today, it’s common to need to edit PDFs — whether it’s to correct a typo, update a figure, combine multiple PDF documents into one, or insert a missing page. Sometimes, the original Word or Excel file isn’t available — perhaps the PDF came from a client, a government website, or a third-party system. In these cases, being able to edit the PDF directly is essential.

Adobe Acrobat: The Gold Standard

Since Adobe invented the PDF format, it’s no surprise that Adobe Acrobat Pro remains the most powerful and reliable PDF editing tool on the market. Adobe offers:

• Adobe Acrobat Reader (free) — to view PDFs (also possible in Chrome and Edge browsers).
• Adobe Acrobat Pro (paid) — to fully edit PDFs, including modifying text, images, and pages.

For businesses, Adobe Acrobat Pro for Teams is available for around $40 AUD per month per user (based on a 3-year subscription). Individual users can subscribe for about $26 AUD per month, but individual plans cannot be transferred to another employee if staffing changes.

While Adobe Acrobat Pro is considered the most robust option — particularly for businesses dealing with large or complex PDF documents — not every small business can justify the ongoing subscription cost, which can amount to around $400 AUD per year.

More Affordable Alternatives: PDF-XChange Editor

Fortunately, there are more affordable PDF editing tools available. One popular and highly recommended option is PDF-XChange Editor by Tracker Software:

• One-time cost: USD $62 (about AUD $100).
• Includes 1 year of support and updates.
• Perpetual license — no ongoing subscription fees.

PDF-XChange Editor is reliable for everyday tasks like editing text, inserting images, rearranging pages, and combining files. It performs well even with larger PDFs, although it may not have the advanced features or absolute polish of Adobe Acrobat Pro.

Recommendation

• If budget allows, and you want maximum reliability and features — particularly for larger businesses handling a high volume of PDFs — Adobe Acrobat Pro is the best choice.
• If cost is a concern, and your PDF editing needs are more straightforward, PDF-XChange Editor offers excellent value at a fraction of the price.

In Summary:
Modern business workflows increasingly require the ability to edit PDFs. Investing in the right PDF editor — whether premium or more affordable — can save time, reduce frustration, and ensure your documents remain professional and accurate.