20 Best Knowledge Base Software Reviewed In 2025
Best Knowledge Base Software Shortlist
Here's my pick of the 10 best software from the 20 tools reviewed.
Our one-on-one guidance will help you find the perfect fit.
Knowledge base software is a valuable asset for any company. With the right software, teams can improve information accessibility and productivity. However, finding the right knowledge base software can be challenging, especially with many available options.
Using my experience with customer experience software, I tested and compared several of the top knowledge base software available. From there, I compiled my results into detailed reviews to help you find the best software for your needs.
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Best Knowledge Base Software Summary
This comparison chart summarizes pricing details for my top knowledge base software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for AI-powered knowledge management | Free trial available | From $26/seat/month (3 seat minimum) | Website | |
| 2 | Best for user-targeted content | Free demo available | Pricing upon request | Website | |
| 3 | Best for audience-specific guidance | 30-day free trial | From $2.87/user/month (billed annually) | Website | |
| 4 | Best for AI search | 30-day free trial | From $10/user/month | Website | |
| 5 | Best for managing multiple knowledge bases | 30-day free trial | From $15/agent/month (billed annually) | Website | |
| 6 | Best for employee self-service | 14-day free trial | From $10/user/month | Website | |
| 7 | Best for internal knowledge | 7-day free trial | From $249/month (billed annually) | Website | |
| 8 | Best for team wikis | 14-day free trial + free plan available | From $8/user/month (billed annually) | Website | |
| 9 | Best for email integration | 15-day free trial + free plan available | From $50/user/month (billed annually) | Website | |
| 10 | Best for feedback management | 30-day free trial | From $9/user/month | Website |
How to Choose Knowledge Base Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
| Scalability | Will it grow with your team as your needs expand? |
| Integrations | Does it connect with your existing tools and systems? |
| Customizability | Can you tailor it to fit your specific requirements? |
| Ease of Use | Is it simple for your team to learn and navigate? |
| Budget | Is it within your financial constraints? |
| Security Safeguards | Does it protect your data effectively? |
| Support | Will you get the help you need when issues arise? |
| Analytics | Does it provide insights into usage and performance? |
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CRM Creatio
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
monday service
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.6 -
Issuetrak
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.1
Best Knowledge Base Software Reviews
Below are my detailed summaries of the best internal knowledge base software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
monday service is a platform designed to centralize information and streamline service delivery. It features an AI-powered ticketing and knowledge management system, making it suitable for sectors like IT, HR, and customer support where organized access to information is critical.
Why I Picked monday service: I picked monday service because it centralizes service operations management, allowing teams to keep essential knowledge and support documentation in one place. Its AI ticket tagging helps prioritize and organize incoming information efficiently. Additionally, no-code customization options make it easy to tailor dashboards and workflows to specific knowledge management needs without technical skills, supporting scalability and flexibility.
Standout features & integrations:
Features include automation to reduce repetitive tasks, predictive insights for smarter knowledge and service operations, and document management to ensure important resources remain organized and easily accessible.
Integrations include Slack, Google Drive, DocuSign, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and thousands of additional apps via Zapier.
Pros and cons
Pros:
- Visual boards help users easily track project progress
- Integration with various third-party applications
- Ability to tailor workflows and dashboards
Cons:
- Lacks some advanced reporting features
- Cost may be higher than other tools
Hub is an intranet platform designed to centralize your organization's information, making it easily accessible to your team. It simplifies knowledge management by providing a single platform for storing and retrieving documents, policies, and procedures.
Why I picked Hub: The user-friendly no-code CMS allows for easy creation and management of content, which is crucial for maintaining up-to-date documentation and resources without needing technical skills. Targeted internal communications are designed to reduce email overload, ensuring critical information is communicated efficiently. Additionally, Hub provides client portal solutions that facilitate external knowledge sharing, extending its capabilities beyond internal use.
Standout features & integrations:
Features include document categorization, user activity tracking, customizable templates, real-time collaboration, audit logs, role-based permissions, automated backups, content tagging, workflow management, feedback collection, scheduled publishing, and content archiving.
Integrations include Microsoft Entra ID, Google, Office 365, OneLogin, OKTA, SharePoint, OneDrive, Google Drive, BOX, Active Directory, BambooHR, and Slack.
Pros and cons
Pros:
- Efficient document management and sharing
- Provides insights into user engagement
- Advanced search functionality
Cons:
- Could offer more AI-powered features
- Limited language support
iSpring Learn is a cloud-based learning management system (LMS) designed to help organizations deliver and manage online training programs.
Why I picked iSpring Learn: While iSpring Learn is mostly known for internal team training, it also works well in customer-facing or partner education settings. With features like learning tracks and the ability to group users into departments or audiences, you can easily create audience-specific training programs or product education materials. For example, you can build a knowledge base that walks new sales reps through product specs and objection handling or provide a resource center that teaches partners how to sell or use your product. This helps ensure consistent messaging and product understanding across all groups that interact with your business.
Standout features & integrations:
Features include gamification elements, customizable branding, automated notifications, user role management, certification upon course completion, discussion forums, content versioning, calendar integration, SCORM compliance, multilingual support, assessment and quiz creation, and webinar capabilities.
Integrations include MS Teams, Zoom, Salesforce, Bitrix24, Google Calendar, Outlook Calendar, Apple Calendar, Shopify, ProctorEdu, BambooHR, PeopleWeek, and LinkedIn Learning.
Pros and cons
Pros:
- Detailed analytics show who is using your knowledge base
- Public and private portals enable customer or partner access
- Learning tracks help organize product knowledge by role or audience
Cons:
- Limited search capabilities for large volumes of documents or articles
- No standalone knowledge base interface
Guru is an AI-powered knowledge management platform that transforms your team's scattered information into a connected web of knowledge. By integrating with your existing tools, Guru delivers personalized, actionable answers directly within your workflow.
Why I picked Guru: One standout feature of Guru is its AI-powered enterprise search, which connects your company's information and delivers personalized answers you can trust. By integrating with key systems like your CRM and file storage, Guru provides a complete contextual view of your company, offering smarter answers faster. This can be especially useful if you're working with customer support inquiries and need quick internal answers. Guru also offers a verification functionality, which ensures that the information in your knowledge base is accurate and up-to-date. Automated reminders help subject matter experts keep content fresh, so your team can trust the knowledge they access.
Standout features & integrations:
Features include AI content assist, announcements, AI-recommended experts, HRIS sync, comments and emoji reactions, duplicate detection, auto-archive, shared drafts, publishing approvals, templates, favorites, advanced controls, and customization.
Integrations include Slack, Salesforce, Microsoft Teams, Asana, Jira, BambooHR, HubSpot, Google Drive, GitHub, ServiceNow, SharePoint, and Okta.
Pros and cons
Pros:
- Provides a system for verifying information
- AI suggestions improve information relevancy and retrieval
- Analytics to track knowledge usage and identify gaps
Cons:
- Is not directly accessible to customers looking for self-service answers
- Requires ongoing updates and maintenance to keep information accurate
LiveAgent is a customer service platform that offers a comprehensive knowledge base feature, allowing you to create a centralized repository of information for both your customers and support agents.
One unique aspect of LiveAgent is its multi-knowledge base functionality. If your company manages multiple products, brands, or services, LiveAgent enables you to create separate knowledge bases for each, all within a single account. Each knowledge base can have its own unique design, settings, and content, allowing you to maintain distinct support portals that align with your branding guidelines.
Additionally, LiveAgent supports the creation of both public and internal knowledge base articles. This means you can develop resources accessible to customers for self-service, as well as internal documentation exclusively for your support team. Organizing content into categories ensures that information is easy to navigate, benefiting both customers seeking help and agents requiring internal guidelines.
The platform also offers a What You See Is What You Get (WYSIWYG) editor, making it straightforward to create and stylize articles without needing advanced technical skills.
Axero is a modern intranet platform designed to boost productivity, enhance team collaboration, and improve company culture within employee-centric organizations. It offers tools for internal communications and knowledge management, providing a secure online network for collaboration.
Why I picked Axero: Axero's knowledge base system allows you to create a self-service help center for employees. This feature ensures that critical information, such as company policies, procedures, and FAQs, is organized and easily accessible, reducing the time spent searching for answers. Additionally, Axero's AI Copilot lets your team ask questions directly within the intranet and receive instant answers. Axero's knowledge management can also be useful for customer-facing teams, as they create a centralized place for standardized procedures and answers to customer queries.
Standout features & integrations:
Features include document repositories, file sync and sharing, collaborative governance, federated search, content creation suite, approval workflows, idea capture and generation, learning resources, media streaming, and navigation builders.
Integrations include Slack, Microsoft Office 365, Google Workspace, Twilio, Microsoft Teams, Zoom, Salesforce SSO, and SharePoint Online.
Pros and cons
Pros:
- AI offers a quick way to search for information
- Easy implementation process
- Good internal communication features
Cons:
- Multi-language content versions limited to higher-tier plans
- Could offer more direct integrations
Trainual is a platform designed to help you document and organize your company's internal processes, policies, and procedures in one centralized location.
Why I picked Trainual: I picked Trainual because of its AI-powered search, which helps your team quickly find answers without having to sift through documents. It also has mobile apps for iOS and Android, so employees can access important information anytime, anywhere. These tools make it easy to reduce repeat questions and keep everyone aligned. Trainual also lets you assign content based on roles, so people only see what's relevant to them. That kind of targeted access helps teams stay focused and better informed.
Standout features & integrations:
Features include AI-powered content generation, document importing capabilities, customizable templates, automatic content verification reminders, multimedia content support, progress tracking and reporting, compliance training modules, e-signature collection, and version history tracking.
Integrations include Loom, QuickBooks, Slack, Justworks, Paylocity, Zenefits, Google SSO, Namely, Insperity, Workday, and Okta.
Pros and cons
Pros:
- Good platform flexibility and customization
- Supports collaboration with multiple authors updating content
- Centralizes company processes and procedures
Cons:
- Multilanguage support is only available as an add-on
- Basic reporting features
Notion is an all-in-one workspace that combines note-taking, project management, and knowledge sharing. It allows you to capture thoughts, manage projects, and run entire operations within a single platform.
Why I picked Notion: I picked Notion because of its flexible databases and ability to create detailed team wikis. You can organize information using multiple views like tables, lists, or calendars, which helps your team quickly find what they need. Its wiki-building tools let you structure knowledge by department or topic, making it easier to keep everything centralized and up to date. You can customize pages with properties, filters, and linked content, so documentation stays relevant and easy to navigate.
Standout features & integrations:
Features include document management, version history, offline access, web clipper, markdown support, permission settings, commenting, task assignments, reminders, calendar view, kanban boards, nested pages, and content embedding.
Integrations include Everhour, Jira, Asana, Slack, Zapier, Google Calendar, Dropbox, Google Drive, IFTTT, Trello, GitHub, and Typeform.
Pros and cons
Pros:
- Highly customizable templates and pages
- Real-time editing and commenting enhance team collaboration
- Accessible on web, desktop, and mobile devices
Cons:
- Advanced features require a paid subscription
- Potential lag when handling extensive data
Help Scout is a help desk platform tailored for small to medium-sized businesses focusing on customer communication and support. It serves teams aiming to manage customer inquiries efficiently through email and other channels.
Why I picked Help Scout: Help Scout excels in email integration, allowing seamless management of customer conversations. The software’s shared inboxes enable your team to collaborate on customer inquiries without overlap, while its collision detection ensures no two team members work on the same email. Additionally, the platform's automated workflows save time by handling repetitive tasks, making it ideal for busy support teams.
Standout features & integrations:
Features include inboxes for team collaboration, a strong knowledge base for self-service support, and integrated customer management tools. It also provides detailed reporting and automation options, helping teams deliver personalized support efficiently.
Integrations include Slack, Salesforce, Mailchimp, HubSpot, Shopify, WooCommerce, Zapier, Google Apps, Jira, and Olark.
Pros and cons
Pros:
- Automated workflows
- Collision detection
- Effective email management
Cons:
- Lacks advanced analytics
- Limited customization options
Helprace is a customer service software designed to improve interactions between businesses and their customers, particularly through feedback management. It targets businesses that want to enhance their customer support and engagement by collecting and managing user feedback efficiently.
Why I picked Helprace: Helprace excels at managing customer feedback, allowing your team to gather and analyze customer input effectively. The feedback widget can be embedded on your website, making it easy for customers to share their thoughts. You can also categorize and prioritize feedback, helping your team address the most pressing issues first. Additionally, Helprace offers a community forum where users can interact and share ideas, fostering a collaborative environment.
Standout features & integrations:
Features include a ticketing system for managing customer requests, a self-service knowledge base, and a community forum that allows users to engage with each other and provide feedback. It also offers integrations and automation to streamline support operations.
Integrations include Slack, Zendesk, Salesforce, Google Analytics, Mailchimp, WordPress, Shopify, Freshdesk, Jira, and Trello.
Pros and cons
Pros:
- Community forum available
- Easy prioritization of feedback
- Effective feedback collection
Cons:
- Basic customization options
- Limited reporting features
Other Knowledge Base Software
Here are some additional knowledge-base software options that didn’t make it onto my shortlist but are still worth checking out:
- KnowledgeBase
For simple setup
- Stonly
For interactive guides
- ProProfs
For training tools
- LiveAgent
For customer support
- Freshdesk
For ticket management
- Helpshift
For mobile support
- Bloomfire
For content sharing
- KnowledgeOwl
For compliance needs
- Answerbase
For Q&A communities
- Groove HQ
For small teams
Knowledge Base Software Selection Criteria
When selecting the best knowledge base software to include in this list, I considered common buyer needs and pain points like ease of use and scalability. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Organizing and storing information
- Providing searchable content
- Enabling user access controls
- Offering content categorization
- Supporting multi-format content
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Interactive content guides
- Real-time collaboration tools
- Advanced analytics and reporting
- Customizable branding options
- Multilingual support
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Intuitive user interface
- Simple navigation structure
- Responsive design
- Minimal learning curve
- Consistent performance
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Access to product templates
- Interactive product tours
- Support from chatbots
- Regular webinars
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 support availability
- Multiple support channels
- Responsiveness of the support team
- Quality of self-service resources
- Access to a dedicated account manager
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Competitive pricing tiers
- Features offered at each tier
- Flexibility of pricing plans
- Availability of discounts
- Cost-effectiveness compared to competitors
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall satisfaction ratings
- Frequency of positive feedback
- Commonly cited issues
- Specific praise for features
- Customer retention indicators
Trends In Knowledge Base Software
In my research, I sourced countless product updates, press releases, and release logs from different knowledge base tool vendors. Here are some of the emerging trends I’m keeping an eye on:
- AI-Driven Content Suggestions: AI is being used to analyze user queries and suggest relevant content, making it easier for users to find what they need. This enhances user experience and reduces the workload on support teams.
- Personalized User Experiences: Knowledge-based software is increasingly offering personalization features that tailor content based on the user’s role or previous interactions. This makes the information more relevant and accessible.
- Enhanced Analytics and Insights: There’s a growing focus on providing detailed analytics that helps businesses understand how their knowledge base is being used. This data can guide content strategy and improve user experience.
- Voice Search Capabilities: As voice assistants become more popular, knowledge-based software is beginning to integrate voice search features. This allows users to find information using voice commands, which can be faster and more convenient.
- Community-Driven Content Creation: More platforms are enabling users to contribute content, creating a community-driven knowledge base. This not only enriches the content but also builds a sense of community among users.
What Is Knowledge Base Software?
Knowledge base software is a digital tool that helps organizations create, manage, and share information. These tools are generally used by customer support teams, content managers, and IT professionals, providing value by making information easily accessible and reducing support workload.
Key features such as search functionality, content categorization, and user access controls help with organizing information efficiently and ensuring users find what they need quickly. Overall, these tools enhance productivity and improve user experience by centralizing and simplifying information access.
Features of Knowledge Base Software
When selecting knowledge base software, keep an eye out for the following key features:
- Search Functionality: Allows users to quickly find the information they need by searching through the knowledge base efficiently.
- Content Categorization: Helps organize information into easily navigable sections, making it simple for users to locate relevant content.
- User Access Controls: Enables administrators to set permissions, ensuring that sensitive information is only accessible to authorized users.
- Customizable Templates: Provides pre-designed layouts that can be tailored to fit your brand, speeding up the content creation process.
- Analytics and Reporting: Offers insights into how users interact with the knowledge base, allowing teams to optimize content for better engagement.
- Interactive Guides: Facilitates step-by-step instructions that engage users, making complex processes easier to follow.
- Feedback Collection: Allows users to provide input directly within the knowledge base, helping teams gather insights and improve content.
- Community Forums: Encourages user interaction and content contribution, enriching the knowledge base with community-driven insights.
- Multilingual Support: Ensures that content is accessible to users in different languages, broadening the knowledge base’s reach.
- Content Version Control: Tracks changes and updates to content, allowing teams to manage revisions and maintain accuracy.
Benefits of Knowledge Base Software
Implementing knowledge-based software provides several benefits for your team and your business. Here are a few you can look forward to:
- Improved Information Access: With search functionality and content categorization, users can quickly find the information they need, reducing time spent searching.
- Enhanced Productivity: By centralizing information and providing user access controls, teams can focus on tasks without interruptions or confusion over document access.
- Consistent Support Experience: Interactive guides and feedback collection ensure that users receive accurate and clear guidance, improving overall support quality.
- Increased Collaboration: Community forums and customizable templates allow team members and users to contribute and share insights, fostering a collaborative environment.
- Better Decision-Making: Analytics and reporting offer insights into content performance, helping teams make informed decisions to optimize their knowledge base.
- Scalability: Multilingual support ensures that as your business grows, your knowledge base can accommodate diverse user needs.
- Content Accuracy: Content version control helps maintain up-to-date and accurate information, reducing errors and misinformation.
Costs and Pricing of Knowledge Base Software
Selecting knowledge base software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in knowledge-base software solutions:
Plan Comparison Table for Knowledge Base Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic search, limited storage, and community support. |
| Personal Plan | $5-$25/user/month | Advanced search, customizable templates, and analytics. |
| Business Plan | $30-$60/user/month | Multilingual support, enhanced security, and integration options. |
| Enterprise Plan | $70-$150/user/month | Dedicated account manager, advanced analytics, and full customization options. |
Knowledge Base Software FAQs
Here are some answers to common questions about knowledge-base software:
Can knowledge-based software integrate with other tools?
Yes, most knowledge based software can integrate with other tools and platforms. Integration is important for ensuring your knowledge management system works seamlessly with your existing systems. Common integrations include customer support platforms, CRM systems, and project management tools. Check the integration options available with each software to ensure compatibility with your current tech stack.
How secure is my data in a knowledge base software?
Data security varies by provider, but most knowledge-based software offers robust security features. Look for solutions that provide encryption, regular backups, and detailed user access controls for internal use. Some vendors also offer compliance with standards like GDPR or HIPAA. Always review the security features and company policies of the software you are considering to ensure your data remains protected.
How does knowledge-based software improve customer support?
Knowledge-based software improves customer support by providing users with easy access to information. It reduces the workload on support teams by allowing customers to find answers on their own. Features like search functionality and content categorization make it simple for users to locate relevant information. This can lead to faster problem resolution and increased customer satisfaction.
Is it easy to update content in a knowledge base software?
Yes, updating content in a knowledge base platforms is typically straightforward. Most platforms offer user-friendly interfaces that allow you to edit and publish content with ease. Look for software that supports version control, so you can track changes and revert to previous versions if needed. Regularly updating your content ensures it remains accurate and relevant for users.