Over 1.3 billion people worldwide live with a significant disability. That makes about 16% of the global population, or one in every six individuals. With this figure and trillions of PDFs being circulated every year, you’d expect these documents to be fully accessible. Yet more than 90% remain at least partially inaccessible, often appearing blank, distorted, or unreadable by assistive technologies.
Considering that 98% of businesses rely on PDF as their default file format for external communication, the accessibility gap is alarming. With 2.5 trillion PDFs in circulation and over 290 billion new PDFs created each year, the urgency to make PDFs inclusive has never been greater. [Source: Smallpdf]
This is where PDF tagging tools become indispensable.
Why Does PDF Tagging Matter?
At the heart of PDF accessibility lies tagging, which is the process of defining the semantic structure of a PDF so that headings, paragraphs, lists, tables, images, and links can be properly read by assistive technologies like screen readers. Without tagged PDFs, documents remain confusing or inaccessible to individuals with disabilities.
Beyond usability, improper or missing tagging exposes organizations to compliance risks under WCAG 2.2 AA, PDF/UA, Section 508, ADA, and EN 301 549 standards.
10 Best PDF Tagging Tools
Choosing the right tool not only ensures inclusivity but also mitigates legal liability while improving the reading experience for everyone. Below are the top 10 PDF tagging tools for 2025, each with unique strengths for different industries and organizational needs:
| Tool | Type | Tagging Automation & AI | Key Tagging Features | Compliance Standards | Integrations/ Deployment | Best For | Unique Selling Points |
|---|---|---|---|---|---|---|---|
| PREP | SaaS/Hybrid | Very High (90%+) |
|
WCAG 2.2 AA, PDF/UA, ADA, Section 508, EN 301 549 | Cloud, on-prem, LMS (Canvas, D2L), REST API, large file support |
|
Screen reader output side-by-side, 3-step remediation, enterprise security (SOC 2, GDPR), unlimited file size, customized onboarding |
| Adobe Acrobat Pro | Desktop | Medium (w/manual) |
|
WCAG 2.1/2.2, PDF/UA, Section 508, ADA | Desktop install, Adobe ecosystem |
|
Robust manual tools, deep documentation, and forms focus |
| Equidox | SaaS | High (Smart Zone AI) |
|
WCAG, Section 508, ADA | Web SaaS, secure on-premises, API |
|
Template and batch processing, flexible licensing |
| CommonLook | Desktop/SaaS | High (AI-enhanced) |
|
WCAG, PDF/UA, Section 508, HHS | Desktop, browser, plugin |
|
Simplified vs. advanced editor, report generator, pro training |
| Axes4 (axesWord) | Add-in | Very High (100% in Word) |
|
PDF/UA, WCAG 2.x, Section 508 | Microsoft Word (Windows) |
|
Direct integration with Word, prevention by design |
| PDFix | Desktop/API | High (auto-tag SDK) |
|
PDF/UA, WCAG, Section 508 | Desktop, API/SDK, custom workflows |
|
Programmable tagging engine, dev-centric |
| Docaxess | Web | High (core structure AI) |
|
PDF/UA (ISO 14890-1), WCAG, Section 508 | Pure web, browser |
|
Simple interface, no install, PDF/UA tuning |
| GrackleDocs | Cloud Add-on | High (Google AI) |
|
PDF/UA, WCAG, Section 508 | Google Workspace (Docs, Sheets, Slides) |
|
Only a full Google Workspace solution with teamwork features |
| CrawfordTech | SaaS/Enterprise | Very High (batch at scale) |
|
WCAG 2.0, PDF/UA, Section 508, HHS | SaaS, on-prem, hybrid, API |
|
Real-time, high-speed processing, omnichannel, braille/audio export |
| AccessiBe | Web Service | High (AI + human QA) |
|
WCAG, Section 508, ADA, PDF/UA | Web upload, API, MS Office integration |
|
White-glove hybrid remediation, pro human review, broad doc support |
1. PREP
PREP, developed by Continual Engine, is one of the most advanced PDF tagging tools, built for high-volume, enterprise-grade document remediation. It blends AI automation with human-level precision to create fully compliant tagged PDFs at scale. Its intuitive dashboard delivers real-time compliance reporting, supports WCAG 2.2 AA and PDF/UA standards, and enables bulk processing of tagged PDFs with a single click.
Key Features
- Screen reader side-by-side preview.
- Batch/bulk processing and OCR for scanned PDFs.
- Built-in accessibility checker and error detection.
- Unlimited file size handling.
- Enterprise security (SOC 2, GDPR compliant).
- LMS and API integrations for large organizations.
- AI-powered auto-tagging with 90% or above accuracy.
With its automation and compliance-first design, PREP is ideal for enterprises, education, healthcare, and government bodies.
2. Adobe Acrobat Pro
A trusted name in document handling, Adobe Acrobat Pro offers both manual and semi-automated tagging. While not as advanced in AI as newer tools, it remains a go-to for structured remediation.
Key Features
- Manual tagging with structural editing.
- Accessibility checker and reflow support.
- Alt text, bookmarks, and form support.
- Extensive tutorials and resources.
3. Equidox
Equidox uses Smart Zone AI to simplify remediation, making it particularly strong for tables, lists, and scanned files. It balances automation with collaborative workflows, streamlining the PDF tagging process.
Key Features
- Smart Zone AI for auto-tagging.
- Batch processing and HTML preview.
- OCR support for scanned docs.
- Collaboration features for teams.
4. CommonLook
CommonLook focuses on compliance validation alongside PDF tagging, offering advanced remediation for complex layouts. It’s a premier solution for organizations seeking detailed reporting.
Key Features
- Auto-tagging plus manual controls.
- Accessibility report generator.
- Advanced table and layout handling.
- Training and workflow support.
5. Axes4
Axes4 (AxesWord) is a time-saving add-on that transforms PDFs into fully accessible, tagged documents. It integrates directly with Microsoft Word, embedding tags during document creation to prevent accessibility issues later.
Key Features
- Creates tagged PDFs directly in Word.
- Template-driven accessibility.
- Multi-language support.
- Layout and table recognition.
6. PDFix
Designed for developers and enterprises, PDFix provides SDK and API options to automate tagging workflows at scale. With its auto‑tagging engine, PDFix recognizes document structure, tags headings, lists, and tables, and generates fully tagged PDF outputs.
Key Features
- Programmable auto-tagging engine.
- SDK and API for integrations.
- Batch processing support.
- Recognizes lists and tables.
7. DocAxess
DocAxess is a browser-based tool requiring no installation, offering straightforward auto-tagging and reading order corrections. You can structure and tag your documents to make them readable and accessible to everyone, including people with disabilities.
Key Features
- Web-based remediation.
- Reading order correction tools.
- Strict PDF/UA compliance tuning.
- Clean, simple interface.
8. GrackleDocs
GrackleDocs is the only Google Workspace add-on for accessibility, enabling Docs, Sheets, and Slides users to create compliant tagged PDFs. This full-service accessibility provider can simplify the tagging process by converting existing PDF documents into accessible formats.
Key Features
- Auto-tagging within Google Workspace.
- Accessibility checker and table wizard.
- Layout detection.
- Collaboration-friendly for education.
9. Crawford Technologies
CrawfordTech’s AccessibilityNow solution is built for enterprises with huge document volumes, enabling batch processing and omnichannel accessibility outputs. The Auto Tagger engine batch-processes entire PDF libraries, delivering fully standards-compliant tagged PDFs (PDF/UA, WCAG).
Key Features
- High-speed enterprise batch tagging.
- Cloud, hybrid, or on-prem deployment.
- Support for transactional docs.
- Output in braille, audio, and more.
10. AccessiBe
AccessiBe blends AI with human QA for a powerful hybrid remediation approach. It supports multi-format files and ensures reliable compliance validation.
Key Features
- AI tagging with human quality assurance.
- Multi-format file support.
- Compliance validation tools.
- MS Office and API integration.
How to Choose the Right PDF Tagging Tool
Selecting the right tool depends on a lot of factors, including:
Document Types & Complexity
Pick a PDF tagging tool that matches the kind of files you handle. Simple text files may need only basic tagging, but complex layouts with tables, forms, or images require stronger features.
Processing Volume & Batch Handling
Think about how many PDFs you need to remediate. For occasional fixes, a simple tool works fine, but for bulk or ongoing needs, look for batch processing and automation.
Regulatory/Standards Support
Make sure the PDF tagging tool aligns with accessibility standards like WCAG, PDF/UA, or Section 508. This ensures your documents are usable and compliant.
Automation Level & Accuracy
Check how much the tool automates and how accurate the results are with the tagged PDFs. A good tool saves time but still lets you make manual adjustments where needed.
Manual vs. Automated PDF Tagging
| Aspect | Manual Tagging | Automated Tagging |
|---|---|---|
| Process | User manually applies tags to each element. | Software automatically detects structure and applies tags. |
| Time & Effort | Time-consuming, detail-heavy. | Fast, minimal effort. |
| Accuracy | High if the user knows accessibility standards. | May miss elements in complex layouts. |
| Control | Complete control over tag placement. | Limited control and requires manual review. |
| Skill Level Needed | Strong knowledge of accessibility standards. | Minimal technical expertise required. |
| Best For | Those seeking precision and control. | Users who need quick, scalable results. |
| Compliance | Depends on user expertise. | Generally strong, but may need adjustments. |
Key Takeaways
- Choosing the right PDF tagging tool is crucial for maintaining compliance, improving user experience, and streamlining document workflows.
- While there are plenty of robust tools out there, PREP stands out for its AI-driven speed, precision, and enterprise-level reporting. For organizations seeking a seamless, scalable approach to PDF remediation, PREP by Continual Engine is a compelling choice.
Frequently Asked Questions (FAQs)
What’s the difference between PDF tagging and PDF remediation?
PDF tagging adds a hidden structural layer to define content, while PDF remediation addresses all accessibility issues, including tagging, to ensure full compliance.
What’s the difference between a tagged and an untagged PDF?
A tagged PDF has a defined structure that makes it accessible to screen readers, while an untagged one does not.
Which standards should my PDF tagging tool support?
Look for tools that meet PDF/UA (ISO 14289) and WCAG 2.2 Level AA for global compliance.
How do tools validate tagged outputs?
Automated checkers highlight issues, while manual review or screen reader simulation ensures usability. PREP’s accessibility checker offers both.
What is tagging accuracy?
It refers to the percentage of correctly identified tags compared to the actual content, validated against a “gold standard” or accessibility reports.
What’s the legal risk of improper tagging?
Non-compliance risks lawsuits, penalties, and contract losses under ADA, Section 508, and WCAG.
Can PDF tagging tools handle forms, tables, and scanned PDFs?
Yes, advanced tools like PREP can accurately tag complex tables and forms while also using OCR to make scanned or image-based PDFs fully accessible.
Which tools best handle complex tables and lists?
PREP, CommonLook, Equidox, and PDFix are recognized for advanced AI-based handling of tables and nested structures.
Which tools produce the most accurate AI alt text?
PREP, Equidox, and GrackleDocs lead the way, though human review remains best practice.
How do tools handle OCR’d scanned PDFs?
OCR extracts text, then adds tags. PREP, Equidox, PDFix, and CrawfordTech excel here.
Which tools validate against WCAG 2.2 AA?
PREP, CommonLook, Equidox, and Adobe Acrobat Pro all support detailed WCAG validation.
Can I tag headings, tables, and images in PDFs automatically?
Yes, tools like PREP, Equidox, and PDFix offer automated tagging for headings, tables, images, and other elements. PDFix supports layout templates for auto-tagging complex tables and floating elements with compliant structure.
