What’s the fastest way to stall progress? Forcing teams to rediscover answers that already exist.
found that 1 in 5 professionals spends 3+ hours daily just looking for files, messages, or additional context on their tasks. That’s nearly 40% of a full workweek wasted on something that should only take seconds!
As organizations scale, undocumented knowledge becomes a silent tax on productivity, draining time, doubling work, and eroding consistency.
A robust knowledge base isn’t optional anymore; it’s operational infrastructure.
In this blog post, we’ll dissect the most effective knowledge base software tools built to centralize information, eliminate redundancy, and support teams that think before they ask. 🧰
11 Best Knowledge Base Software Tools
Top Knowledge Base Software at a Glance
Let’s compare the top knowledge base software options.
Tool | Best for | Best features | Pricing* |
Centralizing company knowledge alongside projects and retrieving it with Contextual AI Team size: Ideal for teams of all sizes looking to reduce Work Sprawl |
Brain and Brain MAX, Docs, Enterprise AI Search, AI Knowledge Manager, | Free forever; customizations available for enterprises | |
Guru | Surfacing verified info directly in browser workflows Team size: Ideal for enterprise teams needing governance |
Chrome extension cards, verification reminders, analytics, ChatGPT integration | Free; Paid plans start at $25/month |
Slab | Collaborative internal docs with AI-enhanced editing Team size: Ideal for cross-functional teams of all sizes |
AI Autofix, Predict & Ask, granular permissions, rich search | Free; Paid plans start at $8/month |
Helpjuice | Building polished customer-facing knowledge portals Team size: Ideal for support teams of all sizes with branding needs |
Custom portal design, analytics, multi‑language support, Slack/Zendesk integration | Free trial; Paid plans start at $249/month |
Nuclino | Visualizing connections between wiki pages and topics Team size: Ideal for teams of all sizes using mind maps and docs |
Graph view, simultaneous editing, drag‑and‑drop structure | Free; Paid plans start at $8/month |
Bloomfire | Discovering content via AI and building learning paths Team size: Ideal for medium to large-sized learning & development teams | AI recommendations, Q&A threads, content indexing, usage analytics | Custom pricing |
Document360 | Structuring content in nested categories with control Team size: Ideal for medium to large-sized tech and compliance teams |
Versioning, markdown/WYSIWYG editor, granular access, search filters | Custom pricing |
ProProfs Knowledge Base | Rapid deployment with ready-made templates Team size: Ideal for small support teams | 40+ templates, drag‑and‑drop, multilingual support, AI workflows | Free for one author; Paid plans start at $79/month |
Tettra | Discoverable answers inside Slack chat flows Team size: Ideal for Slack-first companies of all sizes | AI search, content analytics, question threads | Free trial; Paid plans start at $5/user/month (min 10) |
HelpCrunch | Blending help desk and knowledge content Team size: Ideal for small support teams |
Unified chat+KB, SEO settings, public/private articles, preview mode | Free trial; Paid plans start at $15/month per user |
BookStack | Full control with self-hosted documentation Team size: Ideal for small, privacy-conscious teams | Shelf/book structure, diagram support, export options, granular permissions | Free |
What Should You Look for in Knowledge Base Software?
A good internal knowledge base tool should feel like an extension of your team’s thinking: organized, fast, and built for change.
Here are some core capabilities your knowledge base tool must have:
- Search accuracy: Surfaces the right content using context and structure, not just keyword hits
- Access control: Lets you manage who sees what, without creating permission bottlenecks
- Structured authoring: Gives writers the tools to build consistent, layered content that stays clear as it scales
- AI augmentation: Highlights relevant entries using AI to remove silos based on usage signals and intent, not random tags
- Unified access model: Supports internal documentation and external knowledge bases from one place
- Content analytics: Shows which docs are working, which ones are not, and where updates are overdue
- Interface clarity: Makes the entire system easy to navigate, even for someone using it for the first time
🔍 Did You Know? Nearly half of employees say their company’s digital organization is a mess, and 30% of Gen Z workers have thought about quitting because of it. Poor folder structures, confusing file names, and scattered documents are productivity killers.
The Best Knowledge Base Software
Here are our picks for the right knowledge base software for your information and document management workflow. ⚒️
How we review software at
Our editorial team follows a transparent, research-backed, and vendor-neutral process, so you can trust that our recommendations are based on real product value.
Here’s a detailed rundown of how we review software at .
1. (Best for teams needing a unified workspace for projects and knowledge sharing)
You create the documentation and share the link. Then someone pings you asking for information that you already wrote down in the documentation. Multiply that by every team, project, and repeated question, and the gaps start to show.
The problem isn’t that your team lacks information. It’s that no one knows where to find it, or if it’s even current.
Our research shows that more than half of all employees (57%) waste time searching through internal docs or the company knowledge base to find work-related information. And when they can’t? One in six resorts to personal workarounds—digging through old emails, notes, or screenshots just to piece things together.
fixes this at the source as the world’s first Converged AI Workspace.
It starts with Knowledge Management, which lets you centralize process docs, policies, team guidelines, and ongoing updates inside your workspace, as searchable with keywords as it is with natural language AI commands.
Your knowledge always remains connected to your Tasks and Chat Channels, not buried in separate email threads that no one wants to dig through. For instance, your legal team might create a contract review guide and attach it to every vendor agreement intake task. Anyone reviewing contracts can open the document from the task, follow the checklist, and complete the work without needing clarification.
Seamless, version-controlled documentation
Everything gets built on the foundation of Docs.
These are collaborative, flexible documents fully integrated with your project boards and task lists. You can link them to project views, keep them docked for easy access in the Docs Hub, and use rich formatting, slash commands, and real-time comments to collaborate effectively.
And with version history, permissions, and the ability to publish or share externally, Docs work just as well for internal planning as they do for external reviews or stakeholder alignment.
AI-powered assistance
As your documentation grows, Brain helps your team access the correct information without the time and energy-sink of manual searching.
Suppose your HR manager needs the updated parental leave policy. Instead of checking old folders, they ask Brain to search and find it for them, and get the latest doc section surfaced instantly. The answer appears in context, inside the workspace, without delay. And Brain even cites its sources so you can fact-check summarized, precise answers!
You can also use the AI for creating documentation from scratch much faster, by asking its AI Writer to generate wikis, SOPs, how-to guides, and other forms of content.
💡 Pro Tip: Tired of answering the same questions in team chat? Turn on ’s Auto-Answers Agent in your Chat Channels. It listens for question posts, searches your Docs/Tasks/Chats, and automatically replies with the right info—freeing you up for meaningful work.
Workspace search
If you want to search not just your workspace, but also external, connected apps such as Google Drive, GitHub, and others, try ’s Enterprise AI Search, which scans everything: docs, tasks, comments, and AI responses.
For example, your onboarding specialist types ‘IT equipment setup’. returns the SOP from Docs, opens helpdesk tasks related to provisioning, and a past conversation about remote access, so they see the full picture in one place.
💡 Pro Tip: Want to search your workspace, connected apps, and the web at the same time? Turn to Brain MAX, your desktop AI companion, that makes it possible. Brain MAX acts as a unified search bar, letting you ask in plain language or voice (using Talk to Text).
To help you move quickly, the Knowledge Base Template includes ready-made pages for team policies, onboarding flows, and internal directories. A support team can populate it with escalation steps, product walkthroughs, and template replies. Each Doc can be organized by category and linked to the ticketing workflow so agents always know where to look.
best features
- Connect external tools: Import your team’s docs from third-party tools like Notion or Confluence without losing formatting, structure, or context
- Collaborate seamlessly: Tag teammates on specific lines in Docs with Assign Comments so feedback and edits stay focused
- Manage internal communication: Use Chat to discuss documents, share updates, and keep conversations connected to the work
- Draw visual workflows: Map out processes, brainstorm ideas, or diagram systems right alongside your documentation with Whiteboards
limitations
- Steep learning curve due to its extensive features and customization options
pricing
free forever
Best for individual users
Free Free
Key Features:
unlimited
Best for small teams
$7 $10
Everything in Free Forever plus:
business
Best for mid-sized teams
$12 $19
Everything in Unlimited, plus:
enterprise
Best for many large teams
Get a custom demo and see how aligns with your goals.
Everything in Business, plus:
* Prices when billed annually
The world’s most complete work AI, starting at $9 per month
Brain is a no Brainer. One AI to manage your work, at a fraction of the cost.
Try for free
ratings and reviews
- G2: 4.7/5 (10,000+ reviews)
- Capterra: 4.6/5 (4,000+ reviews)
What are real-life users saying about ?
Here’s a firsthand perspective on as a knowledge management software tool (from a G2 review):
📮 Insight: A typical knowledge worker has to connect with 6 people on average to get work done. This means reaching out to 6 core connections on a daily basis to gather essential context, align on priorities, and move projects forward.
The struggle is real—constant follow-ups, version confusion, and visibility black holes erode team productivity. A centralized platform like , with Connected Search and AI Knowledge Manager, tackles this by making context instantly available at your fingertips.
2. Guru (Best for real-time knowledge verification)
via Guru
Your team deserves knowledge that adapts to their workflow rather than disrupting it. Guru’s browser extension recognizes specific URLs and proactively displays relevant knowledge cards exactly when needed.
The enterprise search software assigns verifiers to each card who receive automated reminders to review content accuracy at set intervals. Internal teams can highlight outdated information and leave feedback directly on knowledge cards, creating a crowdsourced approach to content maintenance.
Guru best features
- Retrieve information with robust, typo-tolerant, faceted, and natural language search capabilities
- Analyze content usage, performance, and user engagement to optimize your knowledge strategy
- Connect the knowledge base software securely to ChatGPT for AI-powered knowledge retrieval
Guru limitations
- Its card verification system requires consistent participation from designated verifiers
- The browser extension functionality is limited to Chrome, Opera, and Microsoft Edge only
Guru pricing
- Free
- All-in-one: $25/month per user
- Enterprise: Custom pricing
Guru ratings and reviews
- G2: 4.7/5 (2100+ reviews)
- Capterra: 4.9/5 (600+ reviews)
What are real-life users saying about Guru?
This is how one user described their experience:
3. Slab (Best for modern collaborative editing)
via Slab
Slab combines a strong editor with fast search capabilities, providing customizable templates to standardize documentation formats. This helps you build consistent content faster across teams.
Users can give and receive feedback through comments and emoji reactions on posts, while managers gain insight into trending content and engagement metrics. You can also organize files and folders using topics and collections that create logical information hierarchies.
Slab best features
- Control access to sensitive information with granular permissions and role-based access controls
- Monitor trending content and engagement patterns through analytics dashboards
- Leverage AI-powered tools like AI Autofix (for error correction), AI Predict (for smart suggestions), and AI Ask (for instant answers from your knowledge base)
Slab limitations
- A limited integration ecosystem compared to enterprise-focused knowledge base software
- Advanced formatting options are restricted compared to full document editors
Slab pricing
- Free
- Startup: $8/month per user
- Business: $15/month per user
- Enterprise: Custom pricing
Slab ratings and reviews
- G2: 4.6/5 (285+ reviews)
- Capterra: 4.8/5 (35+ reviews)
What are real-life users saying about Slab?
One G2 review puts it this way:
🔍 Did You Know? 91% of data pros say bad data hurts business performance, but only 23% say their company is actually prioritizing data quality. That’s a big disconnect. Better document management and smarter collaboration tools can help close the gap by keeping information accurate, searchable, and up-to-date.
4. Helpjuice (Best for branded customer portals)
via Helpjuice
Customer-facing knowledge bases need polished presentation and powerful customization options. Helpjuice excels at creating branded knowledge portals that seamlessly integrate visual identity elements. It even provides advanced analytics showing article performance, user behavior patterns, and content effectiveness metrics.
Publish content in over 300 languages and integrate with tools like Slack, Zendesk, and Salesforce to streamline your workflow. You can even fully customize your portal with your company’s colors, fonts, layouts, and custom CSS and HTML.
Helpjuice best features
- Capture leads through integrated contact forms and strategic CTAs
- Filter search results using advanced taxonomies and content categories
- Analyze user behavior patterns through detailed performance metrics to enhance customer satisfaction
Helpjuice limitations
- Limited internal collaboration tools for team-based content creation
- Page loading speeds can slow down for content-heavy knowledge bases
Helpjuice pricing
- Free trial
- Knowledge Base: $249/month
- AI-Knowledge Base: $449/month
- Unlimited AI-Knowledge Base: $799/month
Helpjuice ratings and reviews
- G2: 4.6/5 (255+ reviews)
- Capterra: 4.7/5 (95+ reviews)
What are real-life users saying about Helpjuice?
A quick snippet from a real user:
5. Nuclino (Best for visual knowledge mapping)
via Nuclino
Information connections matter more than isolated articles. Nuclino helps create wiki structures with visual graph representations that show knowledge relationships. The platform combines familiar wiki editing with mind-map-style organization, assisting teams to understand how different pieces of information connect.
Create nested pages (‘items’) organized into collections, with support for rich content such as tables, code blocks, embedded media, and easy linking using @mentions. Multiple users can edit simultaneously, with auto-save, version history, and comments as well.
Nuclino best features
- Link related documents effortlessly using fast internal linking, connecting knowledge across your workspace
- Visualize your knowledge base with the intuitive graph view, board view, and list view to explore
- Manage tasks and projects directly within documents using Kanban boards, to-do lists, and task assignments
Nuclino limitations
- No built-in approval workflows for content review processes
- Reporting and analytics features need significant enhancement based on knowledge base software reviews
Nuclino pricing
- Free
- Starter: $8/month per user
- Business: $12/month per user
Nuclino ratings and reviews
- G2: 4.7/5 (20+ reviews)
- Capterra: 4.7/5 (100+ reviews)
What are real-life users saying about Nuclino?
According to one G2 reviewer:
6. Bloomfire (Best for AI-powered knowledge discovery)
via Bloomfire
Bloomfire uses machine learning algorithms to surface relevant content based on user behavior and contextual needs. The knowledge management system creates social learning environments where teams can ask questions and receive answers from subject matter experts across the organization.
Automatic content tagging reduces manual categorization work while improving content discoverability. Learning paths guide users through complex topics in structured sequences, transforming scattered information into coherent educational experiences.
Bloomfire best features
- Discover relevant content through AI-powered recommendation algorithms
- Build guided learning paths for complex topic navigation
- Create and manage articles with automatic content indexing, real-time transcription, and features for generating summaries and key takeaways
Bloomfire limitations
- Initial platform configuration requires significant time investment
- Social learning features may not align with all corporate cultures
Bloomfire pricing
Bloomfire ratings and reviews
- G2: 4.6/5 (450+ reviews)
- Capterra: 4.4/5 (250+ reviews)
What are real-life users saying about Bloomfire?
A Capterra review shared this about the knowledge base software:
🧠 Fun Fact: WYSIWYG (pronounced wiz-ee-wig) stands for ‘What You See Is What You Get,’ and it’s exactly that! Instead of editing raw HTML or markdown, a WYSIWYG editor lets you create and format content just like you would in a Word doc. What you see while editing—fonts, colors, and layouts—is precisely how it’ll look when published.
7. Document360 (Best for hierarchical content organization)
via Document360
Document360 excels at creating hierarchical content architectures using categories, subcategories, and nested article structures. You can reorder or hide categories and control user access at each level, ensuring relevant content is easily discoverable and properly secured
Its version control functionality tracks document changes automatically while maintaining historical records for compliance purposes. The document collaboration software also features search capabilities, including filtering options that narrow results by content type, category, or publication date.
Document360 best features
- Separate AI knowledge bases for different audience types and access levels
- Benefit from an intuitive Markdown/WYSIWYG editor with rich formatting, code blocks, media embedding, tables, and automatic saves
- Get support for custom branding, domains, SEO settings, and integrations with Slack, Zendesk, Microsoft Teams, Google Analytics, and chatbot tools
Document360 limitations
- Advanced customization features require technical expertise
- Limited branding options for organizations requiring a unique visual identity
Document360 pricing
Document360 ratings and reviews
- G2: 4.7/5 (400+ reviews)
- Capterra: 4.7/5 (200+ reviews)
What are real-life users saying about Document360?
Hear it from this G2 reviewer:
8. ProProfs Knowledge Base (Best for rapid deployment)
via ProProfs Knowledge Base
Time-to-launch matters when teams need online knowledge bases to be operational immediately. ProProfs Knowledge Base simplifies this setup with over 40+ pre-built, customizable knowledge base templates and an intuitive drag-and-drop homepage builder.
Importing content is seamless: bring in Word documents, PDFs, PowerPoint presentations, or HTML files with formatting intact, then fine-tune using the WYSIWYG editor or AI enhancements for faster content creation.
ProProfs Knowledge Base best features
- Schedule content publication and updates through AI-automated workflows
- Support multiple languages for international customer bases
- Publish and distribute content as public or internal knowledge bases, FAQs, help centers, manuals, and documentation
ProProfs Knowledge Base limitations
- The integration ecosystem is smaller than specialized knowledge management tools
- Collaboration features are basic for teams requiring complex approval workflows
ProProfs Knowledge Base pricing
- Free (One author, up to 25 pages)
- Essentials: $79/month per author
- Business: $99/month per author
- Enterprise: Starts at $199.99/month (billed annually)
ProProfs Knowledge Base ratings and reviews
- G2: 4.6/5 (25+ reviews)
- Capterra: 4.7/5 (25+ reviews)
What are real-life users saying about ProProfs Knowledge Base?
See what this G2 review says:
💡 Pro Tip: Create and enforce a standardized naming convention for all documents. Include date formats, project codes, and document types (e.g., ‘20XX_Q2_ProjectX_Requirements_Draft.docx’). Pair this with consistent metadata tagging, such as department, category, or document stage, to enhance searchability and classification, especially in large repositories.
9. Tettra (Best for Slack-native knowledge management)
via Tettra
Tettra transforms Slack workspaces into organized knowledge repositories where information stays accessible within existing workflows.
The AI tool for knowledge management captures valuable conversations automatically, converting Slack discussions into permanent, searchable documentation. Knowledge requests enable team members to ask questions directly in Channels, triggering document creation when answers are provided.
Tettra best features
- Measure knowledge usage frequency through Slack-based analytics tracking
- Integrate seamlessly with Slack and Microsoft Teams to answer questions in chat and notify teams of new or updated pages
- Search your knowledge base with AI-powered semantic search and tagging that delivers relevant results
Tettra limitations
- Its core functionality is heavily dependent on the Slack integration ecosystem
- Content formatting options are restricted compared to dedicated wiki platforms
Tettra pricing
- Free trial
- Basic: $5/month per user (minimum 10 users)
- Scaling: $10/month per user (minimum 10 users)
- Professional: $7,200/year (includes first 50 users)
Tettra ratings and reviews
- G2: 4.7/5 (130+ reviews)
- Capterra: Not enough reviews
What are real-life users saying about Tettra?
Straight from a G2 review:
💡 Pro Tip: Set up Automations for document approvals, version control, status updates, and notifications. For example, create custom automations that automatically assign a reviewer when a doc is submitted for approval or alert team members when a final version is published. This reduces manual follow-ups and accelerates content cycles for your entire knowledge base.
10. HelpCrunch (Best for unified customer experience)
via HelpCrunch
Customer support and knowledge management often operate in separate systems, creating friction. HelpCrunch combines help desk functionality with knowledge base features, enabling unified customer experience workflows.
Support agents can create knowledge articles directly from resolved customer conversations, capturing solutions while they solve problems. The platform routes customers to relevant self-service content automatically before they create support tickets.
HelpCrunch best features
- Maintain unified branding across support channels and knowledge base interfaces
- Optimize articles for SEO and social media with dedicated settings for metadata and sharing, ensuring your content is discoverable and shareable
- Preview and manage article publication with draft, preview, and publish options, ensuring only ready content goes live
HelpCrunch limitations
- The knowledge base functionality is secondary to customer support features
- Advanced knowledge management capabilities are missing for complex organizational needs
HelpCrunch pricing
- Free trial
- Basic: $15/month per user
- Pro: $25/month per user
- Unlimited: $620/month
HelpCrunch ratings and reviews
- G2: 4.7/5 (230+ reviews)
- Capterra: 4.8/5 (190+ reviews)
What are real-life users saying about HelpCrunch?
This is how one G2 review described this knowledge base software:
11. BookStack (Best for self-hosted control)
via BookStack
BookStack offers open-source flexibility through self-hosted deployment options, eliminating concerns about vendor lock-in. That means your team has complete control over where your data lives and how it’s managed, no strings attached. Plus, you can tweak the interface, features, and themes to match your exact needs.
What really sets it apart is its simple, book-chapter-page format. Instead of overwhelming users with folders and menus, the tool feels like flipping through a well-organized digital textbook.
BookStack best features
- Control user permissions at granular levels for security compliance requirements
- Export knowledge base content in multiple formats for backup and migration
- Visualize and enhance documentation with built-in diagrams.net (draw.io) integration, allowing you to create and embed diagrams directly in your pages
BookStack limitations
- Community-based support compared to commercial platform customer service options
- Mobile experience optimization is lacking compared to modern platform alternatives
BookStack pricing
BookStack ratings and reviews
- G2: Not enough reviews
- Capterra: Not enough reviews
What are real-life users saying about BookStack?
A Capterra review puts it this way:
Simplify Knowledge Sharing with
Every growing team hits a point where documentation starts to slip. Files go missing, process details live in someone’s head, and people keep asking the same questions. A solid self-service knowledge base platform gives your team a place to find software documentation, share updates, execute customer support operations, and work with confidence.
helps you bring that structure into your day-to-day work with its project management tools. You can write living documents in Docs, connect them directly to projects, surface answers instantly through Brain, and find everything using Connected Search.
Sign up for for free today! ✅
Everything you need to stay organized and get work done.