Top 7 Features to Look for in PDF Accessibility Software

There are many tools available to help make PDF accessibility achievable and efficient. But what features should you look for in a PDF remediation software to find the best one for you? The accessibility landscape can feel overwhelming, especially with dozens of tools claiming to solve the same problems. But not all remediation software is created equal. Some require steep learning curves, while others leave you with PDFs that still fall short of WCAG compliance. And when accessibility is done poorly, it’s not just a technical issue—it can exclude people from essential information like healthcare instructions, educational resources, or government forms.
That’s why choosing the right PDF accessibility software matters. The best tools don’t just help you check a compliance box; they streamline remediation, save your team valuable time, and ensure every document is usable for people of all abilities. Take a look at the seven essential features that accessibility experts and forward-thinking organizations rely on every day.

1. Automation

The most efficient remediation tools automate repetitive and tedious tasks without sacrificing accuracy. Equidox uses AI-powered Smart Detectors to automatically identify PDF elements such as text, headings, tables, and lists. Users can accept suggestions, adjust zones, and export compliant documents quickly.
Other platforms also offer AI-assisted reading order or auto-detection of headings and tables, but the speed and accuracy can vary. Automation saves time and reduces human error.

2. Table Remediation

Tables are among the most challenging PDF elements to fix due to merged cells, multi-level headers, and complex layouts. They often require a lot of time and manual effort. Equidox’s Table Detector lets you place a single zone over a table, apply detection sliders to identify rows and columns, set header levels, correct merged cells, and preview in HTML format.

Tools that efficiently handle tables can save hours of manual work, making them a key differentiator in PDF accessibility software.

3. Forms

Accessible forms require fields to have clear labels, tooltips, and meaningful descriptors—e.g., “Date (MM/DD/YYYY)” rather than just “Date.” The best software minimizes the need to wrestle with tag trees or complicated manual corrections.

Equidox includes intuitive forms remediation tools alongside alt text management, helping document creators of all skill levels produce fully accessible forms.

4. Batch Processing
For organizations managing repetitive PDFs like statements, reports, or templates, batch processing is essential. Equidox AI is specifically designed for high-volume, templated documents. Once a template is trained, the AI can automatically apply tags across an entire batch of PDFs, saving hours of repetitive work.

5. Compliance

A PDF accessibility tool is only useful if it helps you meet standards. Look for software that supports WCAG 2.1 & 2.2, Section 508, AODA, EAA, and other global standards.

Equidox ensures that exported documents pass both automated and manual audits, addressing issues that automated checkers alone might miss. Tools with built-in compliance dashboards or validation reports are increasingly expected by accessibility teams. Equidox provides both an HTML preview and output warnings that help check your work.

 

6. Collaboration & Workflow Management

When remediating PDFs at scale, accessibility isn’t just about technology—it’s also about teamwork. Collaboration and workflow management features allow multiple users to work efficiently on the same documents without confusion or duplication.

Organizations can assign tasks, track progress, and maintain a clear audit trail—critical for large institutions like universities, government agencies, or corporations handling thousands of PDFs.

Equidox provides a centralized platform where users can see which documents have been tagged, which require review, and which are ready for publishing. Automated notifications and task assignments keep everyone aligned, while version control ensures no changes are lost or overwritten.

Streamlined collaboration saves time, reduces errors, and ensures all PDFs meet WCAG standards. A well-organized workflow supports training and accountability, giving new team members a clear roadmap for completing remediation tasks efficiently. These features aren’t just “nice to have”—they’re essential for managing high-volume or complex PDF accessibility projects.

7. Usability

If the tool is difficult to use, adoption stalls, and remediation slows. Look for:

• Intuitive interfaces and keyboard shortcuts so non-experts can contribute efficiently. Equidox offers a streamlined interface and easy keyboard shortcuts for faster remediation.
• Features like Zone Transfer and Page Match that reuse previous remediation work across multiple documents.
• Free training, support, and help documentation to get started quickly. Equidox Software is designed for quick onboarding and provides robust support resources that many competitors do not.
• Usability ensures that accessibility initiatives are sustainable and effective across your organization.

Why Equidox Checks All the Boxes

Software that delivers on these seven features—automation, table remediation, forms, batch processing, compliance, collaboration, and usability—enables organizations to produce accessible PDFs faster, with fewer errors and lower costs.

In the crowded market of PDF accessibility tools, not all software is created equal. These seven features act as a checklist to ensure you select a solution that doesn’t just promise compliance—but delivers it efficiently and sustainably.

]If you want to compare options or see Equidox in action, request a demo or explore our Guide to PDF Accessibility.

Tammy Albee

Tammy Albee | Director of Marketing | Equidox Tammy joined Equidox after four years of experience working at the National Federation of the Blind. She firmly maintains that accessibility is about reaching everyone, regardless of ability, and boosting your market share in the process. "Nobody should be barred from accessing information. It's what drives our modern society."