The 14 Best Knowledge Base Software for 2025

Think about all the knowledge your team has.

Consider everything they know about their jobs, serving customers, and keeping your business running smoothly.

Then there’s also the mountain of digital documents and paperwork that continues to pile up day by day.

It’s…a lot to keep track of, no?

It’s no surprise, then, that small businesses like yours lose thousands of hours searching for misplaced information every year.

What if there was a better way?

This is where knowledge management and knowledge base software comes into play.

Creating an online knowledge base can enhance internal knowledge sharing among your team, and can also provide your customers with instant access to the information they need. As a result, boosting internal efficiency and customer satisfaction becomes a breeze.

But:

You need an effective digital solution to make it all happen.

In this article, we’re going to take a look at the top knowledge base tools on the market today — and what you need to know to deploy them effectively within your company.

Let’s get started.

What is Knowledge Base Software?

Knowledge base software allows you to create and manage an online library of information that acts as a self-service hub for essential organizational knowledge.

Whether used internally by employees or externally by customers, knowledge base software makes it easy for users to find the information they need, when they need it.

A knowledge base platform houses a variety of content types, such as:

• FAQs
• User manuals
• How-to articles
• Troubleshooting guides
• Video tutorials

…and allows your team and customers to put it to good use as efficiently as possible.

Who Uses Knowledge Base Software?

If you’re not really sure if your company needs a knowledge base, let us just say:

You do.

Thankfully, there are knowledge base tools that cater to the needs of businesses of all kinds, including…

Startups

In addition to the above, small, growing startups use knowledge base software to streamline and optimize a number of internal and customer-facing processes.

Internally, an effective knowledge base can help teams:

• Foster team communication and collaboration 
• Streamline new employee onboarding 
• Enhance training and professional development opportunities

An external knowledge base can help lighten the load in terms of customer support — especially for teams that don’t yet have the capacity to field a dedicated customer service team.

Learn how Auger reduced their support requests by 80% and increased content delivery speed by 500x using Helpjuice.

Small Businesses

As a company continues to grow, so too will its need for an effective knowledge base solution.

For one, a solid knowledge base will help streamline operations and ensure uniformity by providing standard operating procedures and best practice documentation to all stakeholders. This will lead to fewer redundancies, bottlenecks, and other blockers for the team as a whole.

Moreover, small businesses can use knowledge base software to ensure organizational knowledge is kept intact, even when individual employees retire or otherwise leave the company. On that same token, teams can build on this retained knowledge over time as various specialists add unique insight and perspectives to existing content.

Check out how Fujitsu reduced phone calls and email tickets by 30% with our software.

Enterprise Companies

At the enterprise level, knowledge base software becomes crucial not just for streamlining business operations, but also for maintaining regulatory compliance and the like.

Again, all of the above — effective teamwork, customer service, etc. — apply here as well. 

But a comprehensive knowledge base is often required by industry regulations and/or by law to guarantee that a business is operating above board. In the unfortunate case that a company falls out of compliance, their knowledge base should also offer documentation as to how to proceed to mitigate and minimize damage done.

United Group achieved a 20% reduction in employee errors with 

Helpjuice’s knowledge base tool.

The Role of Knowledge Base Software in Knowledge Management

Knowledge base software plays a pivotal role in knowledge management by serving as the foundation for creating, sharing, and maintaining organizational knowledge.

As a subset of your Knowledge Management System (KMS), it helps streamline information flow, improve collaboration, and enhance both customer support and internal operations.

Centralizing Organizational Knowledge

Knowledge base software allows you to create a Single Source of Truth for your organizational knowledge.

The ultimate goal is to make essential knowledge and information as accessible, digestible, and useful as possible. Centralizing this information also allows knowledge creators to quickly and easily update knowledge content as needed to keep all team members, customers, and other stakeholders on the same page at all times.

In short, knowledge base software is the linchpin of your knowledge management system. Without an effective KB tool in place, it’d be near impossible to do anything related to knowledge management at all.

Enhancing Organizational Knowledge

With a comprehensive and organized knowledge base in place, it will become much easier to identify what your team is missing in terms of organizational knowledge.

From there, you can develop focused employee training programs that fill the right knowledge gaps — instead of simply providing training for the sake of training. This will not only enhance your team’s performance in relevant and impactful ways, but will also improve morale throughout your organization.

“The standardizing has allowed our new teammates to feel more comfortable and has reduced our training time by nearly 70% as we now have predefined training that is outlined in specific knowledge base articles. Employees can now self-train, and the time spent repeating has almost completely disappeared.”

-Ryan Puccinelli, 

Chief Culture Officer / Owner, IQ Total Source

The Benefits of Using Knowledge Base Software

While we’ve already touched on some of the benefits of using knowledge base software, it’s worth taking a closer look to see just what it can do for your customers and your team.

For Your Customers

Creating a knowledge base allows your team to assist your customers in a number of ways.

For one thing, an external knowledge base proactively delivers the information your customers need, whenever they need it. Instead of having to wait for your support staff to be available to solve their problems, they can do so on their own — and at their own pace.

What’s more, they can use your knowledge base to go far beyond their original goals or intentions. With access to all organizational knowledge, even your newest customers can become power users with ease — and, again, on their own accord.

And, because many of your customers will be better able to serve themselves, your support agents will be better able to help those who do need hands-on support. Showmojo, for example, improved its support response time by 300% due to cutting its support ticket numbers by 30%.

For Your Team

Your team will also benefit from creating both types of knowledge base in many ways.

A customer-facing knowledge base minimizes the need for hands-on assistance from your support staff. Since your customers can now solve common issues on their own, your support staff can dedicate more time and effort to solving more complex customer-facing and internal issues.

An internal knowledge base can have a far-reaching impact on your team’s overall performance, as well. 

With a centralized KB in place, your team will become more aligned in terms of both the “big picture” and day-to-day goings-on within the organization — ensuring efficient, effective, and consistent operations. Team members will stay on the same page as you move forward, with all incoming knowledge and information being synced as it’s uploaded into your own knowledge base. 

Lastly, your private knowledge base is where you’ll hold all of your onboarding and training materials. Similar to the way a customer-facing KB empowers your audience, an internal knowledge base allows your team members to take control of their own professional development and education.

For Your Business

Developing a knowledge base for your team or your customers (or, ideally, both) is just good business practice.

First and foremost, the operational benefits discussed above will inevitably lead to lower operational costs across the board. This additional capital can then be reinvested into your business to make even more impactful improvements moving forward.

"Helpjuice reduced our weekly management time by 80%, saving our team $11,500 annually in labor costs.”

Heather Forsythe, 

Director of Data Systems and Operations at Vivery

Your knowledge base can also be a catalyst for change wherever operational improvement is needed. With all organizational knowledge and documentation in one place, it becomes much easier to identify what processes need to be improved — and how to go about improving them.

Lastly, a comprehensive external knowledge base can supplement your content marketing and SEO efforts. While the main focus of your KB should always be on helping your customers, gaining some additional visibility on search engines can help you attract new prospects while positioning your brand as a trusted authority in your industry.

Effective Knowledge Base Design

Creating a knowledge base isn't just about compiling information; it's about building a resource that provides value to and empowers your team and your customers. 

That said, a strategic approach to designing your knowledge base is essential. 

Here’s how to do it.

Define Clear Goals

First, identify what you want to achieve with your knowledge base.

For example, you might be looking to use an internal knowledge base to improve operational efficiency, enhance employee onboarding and training, or reduce knowledge loss over time. A customer-facing KB, on the other hand, might aim to facilitate self-service efforts, reduce support ticket volume, or improve customer engagement and retention.

(While you may be looking to accomplish all of the above, clearly defining these goals from the start will help you prioritize each of them accordingly.)

From there, use the SMART framework to make your broad goals more actionable:

Internal Example: Reduce employee onboarding time by 30%, from 20 days to 14 days within 6 months by centralizing all training materials in the knowledge base.

Customer-Facing Example: Lower repetitive support tickets by 25% within 4 months by creating targeted self-service KB articles for common customer issues.

Structure Intuitively

Organize content into clear categories and subcategories that reflect user needs to make navigation seamless.

Take a look at this example from Children’s Primary Care Medical Group:

Note that users can quickly navigate back to higher-level categories and other sections of the knowledge base entirely using multiple methods at the top of the page. More on this in a moment.

Develop a Style Guide

A style guide ensures consistency across all knowledge base content, especially when multiple team members are involved. It should outline tone, structure, and presentation, focusing on formal, functional, and professional content while allowing subtle brand personality to shine through.

Creating a style guide will help knowledge creators decide how to best present the information (text, video, or multimedia) and identify who needs to be involved: knowledge managers, subject matter experts, and creatives. This ensures clarity, accuracy, and engaging presentation tailored to the audience’s needs.

Focus on Quality Content

Write comprehensive yet simple articles that address user pain points, supported by visuals or multimedia when necessary.

Key best practices to follow here:

• Write with the user in mind for clarity and usability; avoid unnecessary jargon and branded speech.
• Be comprehensive yet simple; provide quick answers while also offering opportunities for deeper dives as desired.
• Use interlinking to guide users across related content and help expand their knowledge.

Optimize Visibility & Accessibility

For your users to get the most possible value out of your knowledge base, it must be both visible and accessible.

To begin with, your users must be able to find your knowledge base with minimal friction. For your customers, this means linking to and promoting knowledge base content across your website and within chatbot conversations, emails, blog articles, and social media posts. Your internal knowledge base should be seamlessly embedded into the tools and platforms your team already uses, such as project management software, communication channels, and intranet portals.

Your users must then be able to navigate and use your knowledge base with ease — ensuring they can find the information they’re looking for without issue. To this end, make sure that…

• Knowledge content is formatted correctly and responsive on all devices
• Multimedia content loads properly and without decreasing load time
• Navigation buttons and hypertext links work properly
• Search functionality is easily accessible and provides accurate results

Measure the Impact

Understanding how users engage with your knowledge base involves analyzing both quantitative and qualitative data.

Start by tracking traffic, popular pages, and time-on-page metrics to establish a usage baseline, then add context by examining user behavior and on-site paths to identify areas for improvement. From there, solicit customer feedback from your users to get a more realistic and practical understanding of how your KB is helping them. 

Connecting your qualitative and quantitative data is crucial for getting the “full picture” of your KB’s impact and effectiveness. For customer-facing KBs, connect engagement metrics to outcomes like increased purchases, reduced support tickets, and improved loyalty. For internal KBs, measure productivity gains, IT support speed, and overall operational efficiency — along with any noticeable change in operational costs in these areas.

“Helpjuice has had a major impact on Odigo, reducing the time in training new employees by 25% in comparison to ZenDesk that they were using earlier and 30% in time used in creation of new articles, preparing images, reviewing and collaborating. This has resulted in a reduction in costs of at least 15-20% and an increase in productivity by 20%.”

Pankaj Bhatia, 

Consultant for Technical Writing at Odigo

Analyze and Iterate

With the above data in hand, you’ll be able to make laser-focused improvements to your knowledge content, your knowledge base, and your overall approach to knowledge management over time.

• Improving knowledge content may involve updating pertinent information or multimedia, removing unimportant or superfluous info, editing for clarity, or linking to additional resources.
   
• Improving your knowledge base will likely involve restructuring your knowledge content and categories or enhancing visibility/usability/accessibility.
   
• Improving your knowledge management efforts is more about improving the backend processes of knowledge collection, content creation, and the use and sharing of organizational knowledge content.

Knowledge Base Information Architecture

Even the best knowledge content loses its value if users can’t find it. 

That’s where information architecture comes in.

Information architecture (IA) is the blueprint for a well-organized and user-friendly knowledge base. A strong IA focuses on three key elements: taxonomy, categories, and tagging.

Taxonomy

Taxonomy refers to the system used to organize and categorize your own knowledge base at the highest level. 

Source

As shown above, a KB’s taxonomy shows how overarching topics relate to one another, and how individual topics branch off into subtopics. 

Practically speaking, a solid taxonomy:

• Increases accessibility and usability of knowledge content for end-users
• Ensures knowledge content stays organized and consistent
• Ensures search engines and AI software can accurately analyze, interpret, and process knowledge content

Without this foundation in place, keeping your knowledge base organized and useful will become a nightmare — especially as your content library continues to grow.

Categories

Your knowledge base will be divided into multiple categories, each representing a broad yet essential topic related to your business, products/services, and/or industry.

Source

From there, each category can be further broken down into subcategories.

Typically, each subcategory will include multiple pieces of content which, when combined, will provide a comprehensive explanation of everything the user needs to know with regard to the topic.

Tagging and Metadata

Tags add flexibility and granularity by assigning keywords to each individual piece of content. 

Tagging allows users to discover related information with the click of a button — without having to backtrack through previous categories and subcategories. For knowledge creators, it makes all related knowledge content immediately visible to ensure consistency and to minimize redundancy.

Knowledge Base Software vs. Other Knowledge Management Solutions

In the vast knowledge management arena, a myriad of software solutions exist, each with a unique purpose. Knowledge base software, FAQ pages, wiki tools, intranet software, and help desk systems all strive to capture, organize, and disseminate information. However, it's essential to clarify that while these tools share similarities, they are not identical.

Let's take a look into the key distinctions and explore why knowledge base software might just be your champion in managing your organization's knowledge.

Knowledge Base Software vs. FAQ Page

While both knowledge bases and FAQ pages serve to proactively deliver information and support for commonly-encountered issues and frequently asked questions, there are significant differences.

FAQ pages are typically static, providing quick, surface-level answers to common questions. In contrast, knowledge base software allows you to create dynamic, immersive learning experiences for your audience. Moreover, knowledge base software offers analytics to help you understand customer interactions, measure content impact, and provide answers to the questions customers genuinely want to be addressed.

In short, while knowledge base software can be used to create FAQ pages, it goes beyond merely addressing customer queries.

Knowledge Base Software vs. Wiki Software

While the best wiki software like Atlassian’s Confluence allows for collaborative content creation, it lacks the many other operational features that knowledge base software is known for. 

Wikis are also typically open to an entire organization for editing purposes which leads to them being updated in a less structured, more “free” manner. This can cause misinformation to be spread, out-of-date information to be overlooked, and new information to slip through the cracks.

In contrast, knowledge bases are managed in a more structured, standardized manner by your dedicated knowledge management team, ensuring accuracy and up-to-date information at all times.

Knowledge Base Software vs. Intranet Software

At first glance, intranet software like SharePoint or Google Drive may seem like the best knowledge management software choice for managing company knowledge and sharing it internally. However, intranets often suffer from limited permission control, leading to system bloating, duplications, and difficulties in locating information. Additionally, intranet software lacks version history, which can result in employees following outdated policies or procedures.

Knowledge base software, on the other hand, provides a more structured and navigable experience, with permission controls and version history, making it easier to manage and access up-to-date content.

To illustrate the challenges faced when using intranet software and the benefits of switching to knowledge base software, consider this quote from Jennifer Hoffman, Knowledge Manager at Capital City Bank Group:

“Prior to using Helpjuice, we were using a centralized intranet as well as shared drives to communicate company policies and procedures as well as changes to those policies and procedures.  

The issue was that employees expressed issues with 'not knowing where to look' for the information they needed to answer client questions and/or complete the tasks associated with their job. This led to inefficiencies and a poor experience for our clients.  

Switching to Helpjuice allowed us to centralize all of our information and job aide resources.  The search feature is so powerful that our associates are often able to find the content they are looking for before they even finish typing the search term!”

Knowledge Base Software vs. Help Desk Software

Both self-service knowledge bases and help desk ticketing software allow you to provide laser-focused support to your customers.

The difference:

Help desks facilitate direct engagement between customers and support staff, while knowledge bases offer a self-service option. The more comprehensive your knowledge base, the less your customers will need to rely on your help desk for support.

(One thing to note: Some help desk software providers like Zendesk and its alternatives include knowledge base features. But since they aren’t standalone products, their knowledge bases can be challenging to manage. Plus, they often come with limited analytics and search capabilities.)

Knowledge Base Software Deployment Options

Knowledge base providers typically take one of three approaches for delivering their software:

• SaaS (software-as-a-service) model
• Open-source software
• Free or freemium tool

Let’s take a look at what each type has to offer — and which solution might best suit your team’s needs.

SaaS Knowledge Base Software

Many knowledge base software providers, such as Helpjuice, take the SaaS approach to serving their audience.

Basically, this means the customer pays a monthly subscription fee to the provider in exchange for access to the software. The provider also takes care of server maintenance and security, and offers various levels of service and support to its individual clients.

For teams looking for a comprehensive, user-friendly solution to their knowledge base needs, the SaaS option is the best bet.

With no hardware or software installation needed, teams can quickly create, manage, and access knowledge base content at any time, on any device. The software’s user-friendly interface — coupled with open access to customer support — ensures your team will get the most possible value out of their knowledge base over time.

SaaS knowledge base providers often offer tiered levels of service, meaning a low barrier of entry for small and growing businesses. The fixed cost-per-month, at any tier, is a small price to pay for access to the software and laser-focused service and support.

Regardless of the service tier, most SaaS knowledge base tools allow users to customize the interface in a variety of ways. 

Going with the SaaS option will allow you to get your knowledge base up and running in no time while keeping costs and downtime to a minimum. If you need a knowledge base tool that will grow with your team, SaaS is the way to go.

Open Source Knowledge Base Software

Other knowledge base software providers take the open source approach, in which they give your team access to the code for the KB software — your team can then tailor the software to their specific needs.

This means that your team will be responsible for maintaining the software, in addition to the servers on which their knowledge base will be hosted. 

Unlike the SaaS option, open source software is usually offered free of charge by the developer. Again, the main trade-off here is that you’ll be responsible for pretty much every process related to your knowledge base software — with minimal support from the developer.

Overall, open source knowledge base software is the best option for teams that:

1. Want to have complete control over their KB’s interface and key features
2. Have the capacity to maintain and improve the software over time

Free/Freemium Knowledge Base Software

If your team has absolutely no experience using a knowledge base or you are using a CMS like WordPress that offers free knowledge base themes or plugins, these free options may seem like a good place to start. 

Going this route, you’ll be able to get your team’s feet wet in a completely no-risk environment, allowing them to get acclimated with the basic features of modern knowledge base software.

But, your team will quickly find their hands tied once they get the hang of using the new software. Depending on the specific free tool being used, there may be restrictions on the features the team can use, the number of users the software supports, or the number of customizations that can be done to the template.

Additionally, these free options typically have no analytics and limited search functionality that’s keyword-based.

Harnessing the Power of the Right Knowledge Base Software

Getting a phenomenal knowledge management system boils down to which knowledge base software you choose. It's about finding a solution that not only answers your immediate needs but also scales with your business and supports your growing team.

By now, you’re pretty much convinced that knowledge base software stands taller than alternatives like FAQs, wikis, intranets, and help desk tools. You've also learned what to look for in a winning knowledge base solution, alongside the value of:

• User-friendly interfaces
• Powerful authoring capabilities
• Dynamic search functionalities
• Customization options
• Insightful analytics

Now, the golden question: are you ready to make an informed choice?

Helpjuice, designed to cater to businesses of all shapes and sizes, offers all these essentials and more. Virgin Mobile, Amazon, TCL, Shipt, and Hertz are just a few of the many companies that have experienced Helpjuice’s transformative impact on their knowledge management processes.

Why not come see what the fuss is all about?

We cordially invite you to explore the world of Helpjuice firsthand. We're so confident in our software's power to revolutionize your knowledge management that we're offering you a risk-free, 14-day trial. Dive in, discover the features, experience the user-friendliness, and see the difference it can make for your organization.

Don't wait to empower your team and customers with the knowledge they need when they need it. Take the first step towards unlocking your organization's potential by signing up for your 14-day free trial today or requesting a demo to see Helpjuice in action.

There's a reason why the most successful companies choose Helpjuice for their knowledge management needs. It's time to discover that reason for yourself.

How to Choose the Right Knowledge Base Software

While all knowledge base tools vary in certain ways in order to better serve their target audience, some features are near-universal amongst modern knowledge base software.

(To be blunt: If the KB software you’re considering doesn’t offer these features to some degree, you probably want to look elsewhere.)

User-Friendly Content Authoring

Your knowledge base software of choice should allow you to create, format, and edit knowledge content with ease.

More specifically, you want to be sure the tool’s authoring options and interface match the technical abilities of your team. For basic users, a drag-and-drop, WYSIWYG interface is likely the best option — while advanced users might seek out a tool offering a rich text editor, or even an HTML-based interface.

In any case, it’s essential that your knowledge base tool allows your team to inject text, images, and other multimedia into your knowledge content with minimal friction.

Templates

While you may choose to create knowledge content and articles from scratch, you also want to consider whether your KB tool offers templates to help you get started.

Content planning templates can further streamline the creation process, keeping stakeholders apprised of what content is being created, what needs to be updated, and when knowledge content is to be published.

Using pre-built templates can save your knowledge creators time and energy from the get-go — and can ensure that your knowledge content maintains uniformity as you add to it over time.

Unique Customization Options

In addition to offering pre-built templates, the software should allow you to customize both the structure and appearance of your knowledge base to your end-users expectations.

If DIY customization isn’t your style, look for a provider that offers expert assistance in this area. Helpjuice’s support team, for example, can help guide you through the process of customizing your knowledge base — and will even set up your platform for you based on your needs.

“Helpjuice’s support staff is always responsive and available to assist at any point, making the setup process simple after you learn the basics.”

Misael Cedillos,

Senior Business Information Content Designer at Assurant

Collaborative Authoring and Formatting

With remote and distributed teams becoming more and more prevalent, it’s crucial that your knowledge base software allows for collaborative authoring and formatting — both asynchronously and in real-time.

Knowledge creators should be able to mark-up, comment on, and otherwise annotate knowledge content to keep all stakeholders up-to-date with recent changes or changes to be made.

Laser-Focused Search Features

AI-powered search functionality becomes increasingly important as your knowledge library grows in size and depth.

This advanced technology is helpful for both content creators and end-users, as it automatically catalogues knowledge content based on keyword usage — and in turn delivers the right information quickly and accurately.

In-Depth Reporting and Analytics

It’s vital that your KB software provide automated reports to help you determine the effectiveness — and to make impactful improvements to — your knowledge base.

On the user’s end, you’ll want to know:

• What search queries they’re using / What topics they’re searching for
• Which articles get the most traffic
• If the articles actually help users solve their issues

Internally, AI-powered analytics can help identify knowledge gaps, enhance existing knowledge content, and optimize visibility and deliverability to the end-user.

Access Control & Other Security Features

Security and privacy is always a top concern in most industries — especially when it comes to organizational knowledge and other sensitive information.

Regardless of your niche, your KB tool should allow administrators to control who can access and edit your knowledge content, and from where they can do so. If your company is bound by HIPAA, GDPR, or other such privacy laws, it’s imperative that your knowledge base software adhere to the appropriate laws and regulations.

Version History

Version history and control is an essential feature for KB software, as it ensures existing knowledge content is never overwritten, deleted, or otherwise lost forever.

From an analytical standpoint, version control allows you to A/B test your knowledge content to determine which version is more impactful — again without the risk of losing the actual knowledge in question.

Multilingual & Localization Support

Your knowledge base software should be able to translate your knowledge content into any of the languages spoken by your audience members.

Ideally, the software will also translate information like currency and measurements to the user’s local norms. Those that utilize artificial intelligence may also be able to identify phrases and terms of speech that don’t translate well in other languages — and automatically make the appropriate adjustments with minimal friction.

Powerful Integrations

Ensuring your knowledge base software integrates seamlessly with the other vital tools in your tech stack is key to getting full use out of it.

For one, it allows end-users to access knowledge content on multiple platforms as they complete routine tasks — without having to jump to a separate window or app. And, it ensures knowledge content remains consistent, no matter what platform your users access it from.

AI-Powered Assistance

As artificial intelligence technology evolves, you’ll likely see it used in a number of ways within modern knowledge base software.

Including:

• Text and image search
• Categorization and tagging
• Reporting and analytics

Helpjuice Swifty and Wizardshot tools leverage AI tech to help teams create step-by-step tutorials, which can then be injected into instructional knowledge content for end-users.

Check out a quick demo of Wizardshot in action!

Progressive Service Provider

Beyond the features of the actual knowledge base software, you want to be sure the tool’s provider is:

• Responsive to their audience’s feedback, and
• Always looking toward the future of their industry

You can get a feel for where a provider stands by checking out customer case studies on their website, or by looking at past and current reviews of their software throughout the web.

Where to Find Knowledge Base Software Reviews

While we’ve provided a ton of information on the best available knowledge base tools in this article, there are a number of other sites that might help you identify the KB software that’s best for your business.

Software Review Sites

Software review sites — like G2, Capterra, Gartner, and Product Hunt — provide in-depth information on nearly any knowledge base tool available today.

These directories typically include info such as:

• Product features and functions
• Screenshots and video demonstrations
• Company/Provider details

And, of course, user reviews of the software collected and curated over time. In many instances, user review sections include responses from the provider — giving potential users insight into the team’s customer service and support efforts.

Online Forums

You can also check out sites like Reddit and Quora for more candid information on specific knowledge base tools — and can request feedback from current software users as needed.

As the info on these sites are more freeform than the structured reviews on the sites mentioned above, the discussions here tend to be rather blunt and to-the-point. And, the forum-based nature of Reddit and such allows for more back-and-forth conversation to be had between users.

The 14 Best Knowledge Base Software Solutions

With so many tools on the market, finding the right software to create and manage your company’s knowledge base can be overwhelming.

But it doesn’t have to be.

The truth is, because there are so many different options available, you’re guaranteed to find the solution that’s best for your team and your audience.

With that in mind, let’s take a look at some of the best knowledge base solutions available today: 

1. Helpjuice
2. Zendesk
3. Confluence
4. Hubspot Service Hub
5. Help Scout
6. ServiceNow
7. Bloomfire
8. Notion
9. Slite
10. Nuclino
11. Guru
12. Archbee
13. Shelf
14. Bookstack

1. Helpjuice

Helpjuice is a top-rated and award-winning knowledge base solution that sets the standard for creating external or internal knowledge bases.

With accolades from Capterra, GetApp, G2, Software Advice, and more, our software helps to improve your knowledge management experience.

Our intuitive interface lets teams create knowledge content and assemble their comprehensive knowledge base effortlessly. For those seeking advanced editing and customization, Helpjuice offers access to the source code for a tailored experience.

Collaboration has never been easier, with remote and real-time capabilities built into Helpjuice's interface. Managers can assign tasks, make comments, request revisions, and track version history for seamless teamwork.

Over time, Helpjuice's reporting and analytics dashboard will help you refine your knowledge management initiatives, boosting your team's and customers' productivity.

The best part? 

All of Helpjuice's features are available at each pricing tier, ensuring streamlined scaling as your company grows.

Here’s how our customers use our knowledge base platform:

• Vacasa delivers on-demand, self-driven customer support with its knowledge base
• Apptegy uses its internal knowledge base to streamline employee onboarding processes
• Valant’s knowledge base helps improve internal processes and deliver valuable content to their customers

Helpjuice Features

• Easy-to-use article editor with WYSIWYG and markdown options
• Real-time collaboration with live commenting features
• Google-like, AI-powered search combs plaintext, PDF, and even image content for keywords and phrases
• Powerful analytics to optimize knowledge base usage
• Integrates with a number of other tools directly like Slack, Microsoft Teams, Freshdesk, Salesforce, and more
• Exceptional customer support, hands-on user onboarding, and free expert customization

Helpjuice is Best For…

Established teams seeking to streamline customer and/or technical support, boost productivity, and enhance internal knowledge sharing

Helpjuice Pricing

• 4 users: $120 / mo
• 16 users: $200 / mo
• 60 users: $289 / mo
• Unlimited users: $659 / mo

All of Helpjuice’s features are available at every tier of service

2. Zendesk

Zendesk's customer service software is all about enabling teams to deliver great service and support to their customers.

Source

Whether via self-service portal or supercharged hands-on assistance, Zendesk allows you to quickly give your users the info they need to accomplish their current goals — and then some.

For teams looking to grow their customer support efforts around external knowledge bases, Zendesk offers a feature-rich, user-friendly solution. Zendesk’s support for multiple channels (from email and text to social media and live chat) means your employees and your customers will never have to go far to get what they need to succeed.

Zendesk Features

• AI-powered search and chatbots provide instant, automated answers
• Content management and accessibility features ensure knowledge integrity
• Integrates with all Zendesk tools and third-party apps via Zendesk’s marketplace

Zendesk Pros

• User-friendly interface and navigation
• Seamless integration with various customer service channels
• Detailed analytics and reporting capabilities

Zendesk Cons

• The pricing model can be expensive for smaller businesses
• Setting up advanced workflows or integrations may require technical expertise
• Not a dedicated knowledge base tool

Zendesk Pricing

Knowledge base available at all tiers:

• Suite Team: $55 per agent/month
• Suite Growth: $89 per agent/month
• Suite Professional: $115 per agent/month

Zendesk is Best For…

Customer support and service teams looking to enhance their customer experience through efficient self-service options

3. Confluence by Atlassian

Atlassian's Confluence empowers teams to enhance customer service through strategic knowledge management and an accessible knowledge base. 

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Integrated with Jira's helpdesk software, Confluence deflects basic support tickets, allowing users to find solutions independently while support teams track self-service instances and follow up as needed.

Confluence Features

• Real-time editing, tagging, commenting, and notifications enable seamless collaboration
• User dashboards keep stakeholders updated on KB changes
• Integrates with Atlassian tools and others to establish a Single Source of Truth

Confluence Pros

• Real-time collaborative tools and features
• Easily organize, surface, and prioritize important documentation
• Flexibility in creating, managing, and customizing knowledge content

Confluence Cons

• Search functionality is complex and sometimes inaccurate
• Importing and exporting functions aren’t always reliable
• Vague error messages and troubleshooting issues

Confluence Pricing

• Free for up to 10 users
• Standard: $5.16 per user/month
• Premium: $9.73 per user/month
• Enterprise pricing available on request

Confluence is Best For…

Organizations looking to enhance knowledge sharing through structured, accessible, and collaborative efforts

4. Hubspot Service Hub

Hubspot’s customer service platform is all about helping your customers help themselves.

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Like Zendesk and Confluence, Hubspot’s knowledge base tool is part of an all-encompassing suite of tools aimed at enhancing the overall customer experience. By integrating with your CRM, Hubspot lets you track user engagement and proactively deliver need-to-know info to your customers right when they need it.

Hubspot Service Hub Features

• Fully integrated support solution streamlines ticket resolution
• Interaction tracking and customer feedback management drive continuous content improvement
• Integrates with thousands of third-party apps via Hubspot App Collections

Hubspot Service Hub Pros

• Intuitive knowledge base setup
• Integrates well with other Service Hub features
• Streamlined multimedia support

Hubspot Service Hub Cons

• Poor customizability
• Migrating content to your online knowledge base can be difficult
• Not a dedicated knowledge base tool

Hubspot Service Hub Pricing

Knowledge base available at all tiers:

• Service Hub Professional: Starts at $90/month per seat
• Service Hub Enterprise: Starts at $150/month per seat

Hubspot Service Hub is Best For…

5. Help Scout

Help Scout is a popular help desk software that offers multiple features to help businesses better support their customers. 

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Help Scout Docs lets you create a knowledge base that can be used both internally and externally. The software’s no-code interface makes it easy to build a knowledge base with minimal technical knowledge or outside assistance.

Help Scout Features

• User-friendly design lets you create a knowledge base in minutes
• Beacon widget provides site-wide access to your knowledge base
• Integrates with Help Scout's shared inbox for streamlined customer support

Help Scout Pros

• Intuitive interface for creating and managing knowledge content
• Simple search functionality for basic needs
• Customizable reports for multiple use cases

Help Scout Cons

• Lack of aesthetic customization options
• Lack of advanced search features
• Software updates can cause technical issues

Help Scout Pricing

Knowledge base available at all tiers:

• Free for up to 50 contacts per month
• Standard: $50/month for 100 contacts/month, unlimited users
• Plus: $75/month for 100 contacts/month, unlimited users

Help Scout is Best For…

Small to medium-sized teams seeking to enhance their customer support operations via self-service options

6. ServiceNow

ServiceNow actually offers three different versions of its knowledge base system:

• One for customer service management
• One for IT support enhancement
• One for HR and other internal operations

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(Note that each KB tool is available as part of ServiceNow’s larger software suites — each focusing on the above processes.)

ServiceNow’s KB offering(s) focus heavily on real-time knowledge harvesting and documentation. As new data and information becomes available, knowledge managers and other team members can immediately use it to enhance their current knowledge and improve their operations.

ServiceNow Features

• Knowledge blocks organize related content and minimize redundancy
• Knowledge Subscriptions keep users informed about changes in specific domains
• ML-powered analytics identify knowledge gaps to improve content and enhance organizational knowledge

ServiceNow Pros

• Supports ITIL processes, aiding in incident and change management workflows
• Extensive customization for various use cases
• Integrates seamlessly with ticketing systems and other customer support tools

ServiceNow Cons

• Steep learning curve for non-technical users
• Some issues with versioning
• Price point may be too much for smaller teams

ServiceNow Pricing

Contact ServiceNow’s team for pricing

ServiceNow is Best For…

Large enterprises and organizations with complex IT service management needs

7. Bloomfire

Bloomfire’s software helps teams evolve their knowledge management system to the point of knowledge engagement.

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In other words, it’s less about creating and storing knowledge for “whenever it’s needed” and more about doing so for practical purposes. As remote work becomes more common and teams become more decentralized, Bloomfire aims to maintain organizational alignment through knowledge-focused initiatives.

Bloomfire Features

• Interactive dashboards highlight key updates and content needing revisions
• AI-driven search quickly guides users to relevant content
• Contribution tracking helps teams improve knowledge creation over time

Bloomfire Pros

• Streamlined content uploading and knowledge sharing functionality
• Intuitive and intelligent search capabilities
• Top-notch customer service and support

Bloomfire Cons

• Editing/updating existing content can cause formatting issues
• Lack of creative flexibility and customization options
• Lack of in-depth reporting

Bloomfire Pricing

Bloomfire offers Team, Department, and Enterprise tiers of service. Contact Bloomfire for pricing.

Bloomfire is Best For…

Organizations in multiple growth stages aiming to enhance collaboration and streamline knowledge management processes

8. Notion

Notion is a knowledge base system for teams that already have a basic wiki-style KB in place — and are looking to ramp things up.

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It’s an all-in-one solution, allowing teams to combine knowledge management, project management, and other procedural tasks into one supercharged initiative.

Notion automatically organizes and prioritizes knowledge content based on use cases, importance, and overall value. This makes for highly-contextual, on-demand learning experiences for your team and customers — and higher levels of productivity for all involved parties.

Notion Features

• Drag-and-drop interface simplifies knowledge creation and editing
• 100+ customizable templates ensure clear communication of complex topics
• Project management tools streamline knowledge management at every stage

Notion Pros

• “Endless” customization options for various use cases
• Seamless real-time collaborative functionality
• Active user community continually adding templates, tutorials, and more

Notion Cons

• Steep learning curve for beginners and non-tech users
• Performance issues loom as databases grow larger
• Asynchronous collaboration and notifications can be problematic

Notion Pricing

• Free for individual use
• Plus: $10 per seat/month
• Business: $15 per seat/month
• Enterprise pricing available on request

Notion is Best For…

Organizations looking to integrate various aspects of project management, documentation, and knowledge sharing into a single, cohesive workspace

9. Slite

Slite focuses squarely on helping teams create and manage a cohesive and comprehensive internal knowledge base.

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Slite allows teams to surface and document new knowledge as it arises. From meeting minutes and project updates, to customer engagement data, to emerging best practices and procedural changes, Slite makes it easy for teams to showcase new information in real-time — and for stakeholders to access it as needed.

Slite Features

• User dashboard highlights new and updated content in context
• Collaborative tools support real-time brainstorming and creation for all teams
• Performance tracking enables continuous improvement of content and processes

Slite Pros

• Templates allow for quick and easy knowledge content creation
• AI-powered search functionality
• Exceptional real-time and asynchronous collaboration

Slite Cons

• Limited customization options for advanced users
• Performance issues with larger documents
• Some formatting issues when importing external documents

Slite Pricing

• Standard: $8 per month / member
• Premium: $12.50 per month / member
• Enterprise pricing available on request

Slite is Best For…

Small to medium-sized teams — especially those operating remotely — seeking an intuitive platform to centralize information and enhance productivity

10. Nuclino

Nuclino streamlines your team's knowledge management process by creating a unified workspace where everyone can collaborate and share knowledge effectively. 

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Nuclino's approach to knowledge management is highly interactive, engaging team members in real-time collaboration. This engagement isn't limited to just storing and retrieving information, but extends to creating, editing, and commenting on documents — ensuring knowledge management remains a priority for your team.

Nuclino Features

• Graph View visualizes connections between documents for easy navigation
• Real-time editor enables simultaneous collaboration on a single document
• Enrich content with embeds, videos, slides, and files for dynamic knowledge sharing

Nuclino Pros

• Simple interface with an easy learning curve
• Imports and exports large documents and files without issue
• Responsive and helpful customer support

Nuclino Cons

• Some issues with search functionality
• Advanced editing features are limited
• Difficult to manage multiple workspaces and taxonomies

Nuclino Pricing

• Free version allows for up to 50 items and 3 canvases
• Starter: $6/user/month for unlimited items and canvases
• Business: $10/user/month for advanced and AI-powered features

Nuclino is Best For…

Small to medium-sized teams seeking a simple platform to centralize information and enhance productivity

11. Guru

Guru is an AI-powered knowledge management platform that centralizes your team's information and makes it accessible within their existing workflows.

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As teams continue to work remotely, Guru offers a solution to keep everyone on the same page, regardless of location. With Guru, teams can track the use and impact of shared knowledge to help them understand its influence on their overall productivity.

Guru Features

• Browser extension and integrations provide direct access to your knowledge base.
• AI Suggest delivers predictive search and context-based recommendations.
• Verification workflows ensure knowledge stays accurate and current.

Guru Pros

• Intuitive interface for creating and sharing knowledge cards
• Integrations seamlessly embed knowledge content into existing workflows
• Precise support documentation helps users overcome challenges

Guru Cons

• Notifications can bog down the software and become overwhelming
• Some issues with search functionality
• Redundant/duplicate cards can be difficult to manage

Guru Pricing

• Free 30-day trial
• All-in-One: $15 / user / month
• Enterprise pricing available on request

Guru is Best For…

Customer support, sales, and internal teams looking to integrate knowledge content seamlessly into their workflows

Honorable Mentions

While the software mentioned above are some of the best knowledge base tools available, there are a number of other solutions on the market you might want to check out.

Including:

• Archbee: A knowledge management platform designed to unify teams and their knowledge with a focus on simplicity and collaboration. Its intuitive document editor, real-time collaboration, and integrations with popular tools make it a user-friendly solution for businesses of all sizes.
  
   
• Shelf: A knowledge base platform focused on delivering clear, ROI-driven results through automation. Its features include streamlined publication workflows, full-text search for quick access to information, and live chat for seamless transitions from automated support to human assistance.
  
   
• BookStack: A free, open-source, self-hosted knowledge base solution designed to simplify knowledge organization and sharing. Its hierarchical structure, modeled after books with pages and chapters, enhances readability and accessibility, while its WYSIWYG interface and built-in diagram creation tools make content creation intuitive and efficient.
  
   
• Stonly: An interactive knowledge base replaces static articles with dynamic guides, improving issue resolution and user engagement. It is strategically positioned where customers need it, reducing friction and encouraging self-service, while its advanced search capabilities help users find solutions quickly. Its modular design ensures ease of updates, keeping content current and relevant.

Knowledge Base Software Frequently Asked Questions

Still have some burning questions about the nitty-gritty aspects of knowledge base software?

You’re not alone.

To allay any lingering confusion you may have, we’ve compiled some of the most common questions our customers come to us with as they get started using Helpjuice.

(Note: The answers provided to these frequently asked questions apply specifically to Helpjuice.)

How easy is it to set up and manage the knowledge base?

Helpjuice is designed for simplicity, requiring no technical expertise to set up or manage. Our support staff will remain on-hand to help you with setup as needed.

Can our knowledge base match my company’s branding?

Absolutely! You can fully customize the design to match your branding, including colors, fonts, and layouts.

Does the platform integrate with existing tools and systems (e.g., CRMs, support ticketing systems)? What APIs are available for custom integrations?

Helpjuice integrates seamlessly with tools like CRMs and support ticketing systems. Additionally, our open API allows you to build custom integrations tailored to your specific needs.

• Related Article: Introducing Our New Import Feature

How do I keep my content updated and relevant?

Helpjuice’s version control and permissions settings help you manage and update content efficiently.

• Related Article: What Are Article Versions and Revisions

Can I segment the content for different users and user types?

Yes, you can set up user roles and access levels to ensure the right content is available to the right audience. Access levels can also be used to control who can edit certain content.

Related Articles:

• Users
• Overview: Accessibility

How does the system manage user roles and permissions, and is Single Sign-On (SSO) supported to streamline user authentication?

Helpjuice provides predefined user roles to manage permissions. SSO is supported to streamline authentication, enhancing security and ease of access.

• Related Article: Single Sign-On Authentication

Is my company’s (and my customer’s) data safe?

Yes, your data is hosted on secure servers with SSL encryption and complies with major privacy regulations like GDPR.

What security protocols and certifications are in place to protect data, and how do you ensure compliance with data privacy regulations?

Helpjuice uses AES 256 encryption for data at rest and TLS 1.2 for data in transit. We comply with GDPR and PCI standards. While Helpjuice does not have SOC 2 or ISO certifications, our cloud provider, Heroku, holds a SOC 2 certification.

• Related Article: Privacy Policy

Where is our data stored, and how do you ensure compliance with international data protection laws relevant to our operations?

Data is stored in an AWS data center located in Virginia, USA. We comply with GDPR and other international data privacy laws to ensure your operations are always in line with relevant regulations.

What uptime guarantees do you provide, and how is system performance monitored to ensure reliability?

Helpjuice guarantees high uptime as outlined in our SLA. System performance is continuously monitored, and regular vulnerability assessments are conducted to ensure reliability and security.

Who owns the data stored in the knowledge base, and what options are available for data export if we decide to migrate to another platform in the future?

Customers retain full ownership of their data. Helpjuice provides easy export options to ensure smooth migration to other platforms if necessary.

• Related Article: How To Export Your Helpjuice Data

What kind of support do you provide?

Helpjuice offers onboarding calls, training sessions, and continuous support through our Help Center, live chat support, Swifty Chatbot, and Swifty Helpbar. These resources are included in all subscriptions without additional charges.

• Related Article: How to Contact Helpjuice Support: Your Options for Assistance

How do I request specific design or functionality changes?

Submit a request through our customization portal, and our team will handle it for you.

• Related Article: How to Submit Customization Requests

How frequently is the platform updated, and can you provide insight into upcoming features or improvements that may impact our use of the knowledge base? 

Helpjuice regularly releases bug fixes and new features, all of which are documented on our public roadmap.

How do I track which articles are performing well?

Use Helpjuice’s built-in analytics to monitor performance, identify gaps, and improve content.

• Related Articles: Analytics

How can I collect feedback from users to improve my Knowledge Base?

Helpjuice offers the "Give Feedback About this Article" feature, enabling users to provide suggestions directly on articles helping you refine and enhance your content.

• Related Article: Give Feedback About this Article

Helpjuice: A Comprehensive Knowledge Base Software Solution for Your Team

If you’re still on the fence about which knowledge base tool is right for your team — both now and in the future — we definitely suggest checking out all that Helpjuice has to offer.

(I mean, would you expect us to point you elsewhere?)

All kidding aside, our software offers the most comprehensive and progressive knowledge base solution on the market today. And, again, we offer all of Helpjuice’s features at every tier of service — regardless of the size of your team.

But don’t just take our word for it; check out what some of our top customers have to say about our software:

• “Our experience with using Helpjuice has exceeded our expectations and our goal for our budget! As someone working in the software industry myself I can tell you they are knocking it out of the park compared to other knowledge base softwares I have tried.”
   
• “Helpjuice is a brilliant way to connect many products or documentation under one roof.”
   
• “Helpjuice has been the perfect knowledge base tool.”

Ready to get started?

Book a free demo with Helpjuice’s team today!