The 9 best knowledge base software in 2025

Tired of answering the same questions over and over? A customer needs help. A new hire needs onboarding docs. Someone is searching for that one file buried in Google Drive. And you’re digging through emails and Slack—again.

A knowledge base changes that. It keeps everything in one place, so your team, customers, or clients can find what they need—without chasing you down. But not all knowledge bases are created equal. Some are packed with features you’ll never use. Others force you into workarounds or are too pricey for small teams.

So how do you choose the right one? In this guide, we’ve picked the top knowledge base tools of 2025—so you can compare features and find what works for your use case.

What is a knowledge base?

A knowledge base is a self-serve library where people can find helpful information about a company, product, service, or topic.

It usually includes information like:

• Frequently asked questions (FAQs)
• Step-by-step guides
• How-to videos
• Files or documents

All of this content is organized into categories and is searchable, so it’s easy to find what you need.

Types of knowledge bases

Here are the main types of knowledge bases and what they’re best for:

Internal knowledge base

An internal knowledge base is where a company stores important information for employees—think policies, SOPs, project docs, team directories, or product catalogs—so team members can easily find what they need, when they need it.

Internal knowledge bases are built for employees and internal teams. They’re especially useful for:

• Small and mid-sized businesses (SMBs) that need a central source of truth.‍
• HR teams managing handbooks, onboarding, and policies.‍
• Operations and product teams organizing SOPs, roadmaps, and internal FAQs.
• Agencies and consultancies using private, login-only portals to securely share onboarding materials and client-specific resources.

Example use case: A growing startup creates internal knowledge base software where employees can quickly access HR policies, IT support articles, and workflow documentation—reducing back-and-forth Slack messages.

External knowledge base (for clients, partners, and other external users)

An external knowledge base is a self-service hub where customers, clients, partners, contractors, or vendors can find answers on their own. It helps reduce support tickets and makes key information—like product guides, FAQs, and troubleshooting steps—easily accessible.

You can make your knowledge base public (open to everyone) or private (only for logged-in users), depending on who it’s for. 

External knowledge bases are often used by companies like:

• E-commerce businesses sharing return policies, shipping details, and product manuals.
• SaaS companies providing searchable documentation, tutorials, and API references to help users find answers without needing support.

‍Example use case: A software company builds a public help center so customers can find answers without submitting a ticket.

Knowledge base for internal & external use

A hybrid knowledge base serves both internal teams and external users, combining company-wide documentation with customer or partner resources.

• B2B service providers managing client-specific documentation while keeping internal processes private.
• Companies with public & internal resources storing HR policies, customer FAQs, and technical documentation in one system.
• Scaling teams providing self-service info for both employees and external stakeholders.

Example use case: A consulting firm builds a hybrid knowledge base where employees can access internal processes, and clients can log in to find relevant documentation.

What to look for in knowledge base software

Here’s what to evaluate when choosing the right knowledge base builder for your needs.

1. Ease of setup and use: How quickly can you get started? Some tools offer plug-and-play templates and visual editors, while others require setup time or technical skills. Consider your team’s comfort level and available resources.
2. Search and navigation: Can users easily find what they’re looking for? Think about how the search works. Does it support filters, categories, or full-text search? A good experience here saves time and reduces frustration.
3. Customization and branding: How much control do you have over design? Some platforms let you fully brand the knowledge base with your logo, colors, and layout. Others may be more rigid or require code for deeper customization.‍
4. Role-based access and security: Do you need to control who sees what? If you’re managing internal docs or client-specific content, you’ll want flexible permission settings by user role, team, or login status.
5. Integrations and workflow: Does it work with your current tools? Consider whether it connects to your CRM, help desk, or database—and whether it supports workflows like syncing content, automating tasks, or generating articles from tickets.
6. Collaboration and content management: How does your team create and update content? Features like version history, approvals, and draft mode help teams avoid errors and keep documentation accurate.
7. Scalability: Will the software still work for you as your company grows? Think about limits on articles, users, languages, or categories—and whether it supports multiple teams or brands.
8. Cost and pricing model: Is the cost predictable as you scale? Pricing structures vary: some charge per user or editor, others by features or content volume. Be sure the pricing aligns with how your team will use it.
9. Customer support and community: What happens when you run into issues? Consider how reliable their support is (chat, email, or phone), and whether there’s a strong help center or user community you can turn to.

The best knowledge base software at a glance

1. Best for building a portal with a knowledge base

Softr

Softr is a no-code platform that lets you build a flexible knowledge base on top of tools you already use, including Airtable, Google Sheets, Notion, monday.com, and HubSpot. Or, you can use Softr’s own built-in database to create, store, and manage content right where you build your knowledge base

Get started quickly with a ready-to-use knowledge base template, then customize how information is displayed, filtered, and searched. Set custom user groups and granular permissions, ensuring the right people—whether internal teams, clients, or partners—can view, add, or edit content.

A big advantage to Softr is its versatility. If you need more than just a knowledge base, you can build it into a client portal, team intranet, CRM, or other internal tool, without having to manage multiple solutions or pay for extra software licenses you don't need.

Who is Softr best for?

SMBs and teams looking for a flexible, no-code knowledge base that connects to their existing tools. Whether its internal documentation, client portals, or self-serve help hubs, Softr offers a lightweight, customizable alternative to rigid enterprise software.

Softr pros:

• Fast and easy to set up: Pre-built templates and a drag-and-drop builder let you launch a knowledge base quickly—ideal for small teams that don’t want a complex setup.
• Works with your existing data: Softr directly integrates with 14+ data sources, including Airtable, Google Sheets, Notion, monday.com, and HubSpot.
• Custom role-based access: Set custom user groups that allows employees, clients, or other users to see only the information that's relevant to them.
• Consolidate tools and costs: Softr lets you create client portals, team intranets, and internal workflow tools in the same platform, saving money on multiple software licenses.

Softr cons:

• Not ideal for complex IT documentation: Lacks advanced technical writing features like API documentation support.
• No AI-powered search: Search relies on structured categories, tags, and filters from the database, rather than AI-driven keyword matching.
• WYSIWYG editor: Users can edit content directly within the app, but without advanced text formatting.

Softr best features

• Native data flexibility:  Connect to 14+ native data sources like Airtable, Google Sheets, Notion, HubSpot, monday.com, BigQuery, SQL databases, Supabase, Xano, and more. Data stays automatically up-to-date with a 2-way real-time sync. Or use Softr Databases to manage everything directly inside your app.
• 2-way real-time sync: Data stays automatically updated without manual content updates.
• Custom user groups & granular permissions: Set up user roles (e.g., admin, manager, employee) with secure logins and control who can view, edit, or manage content
• Dynamic filtering & sorting: Allow users to filter information by tags, categories, or structured properties.
• Conditional filtering: Users only see relevant content based on rules you define.
• Custom branding: Add your logo, adjust layouts, colors, and styling to match your brand.
• PWA: Turn into a PWA (progressive web app) in a few clicks, so your users can easily access the knowledge base on their desktop, or IOS or Android devices.
• Comments: Team members can comment on individual pieces of content, or request content that may be missing from the knowledge base.
• Pre-built templates: Get started fast with pre-designed knowledge base layouts.
• 24/7 support & active community: Access live chat and a community of builders.

‍See how the accounting firm Officeheads used Softr to build a client portal with a knowledge base, helping their clients self-serve and find relevant information.

Softr pricing

Softr offers flexible pricing plans, so you can build a knowledge base at any tier:Want to build a knowledge base in minutes? Start with a free template. 🚀

• Free for up to 10 users per month
• Paid plans start at $49/month for 20 users (when billed annually)
• Professional: Starts at $139/month for 100 users (when billed annually)
• Business: Starting at $269/month for 500 users (when billed annually)
• Custom plans for enterprise customers

2. Best for pre-made knowledge wiki templates

Notion

Notion is a highly customizable documentation tool that combines text, tables, databases, and embeds into a single workspace. Think of it as Google Docs meets a lightweight project management tool—with a few extra superpowers.

Notion’s relational database keeps information connected, automatically updating pages when changes are made. Toggle blocks keep things tidy by hiding details until you need them, making it easy to organize SOPs, onboarding guides, and team wikis.

With a drag-and-drop editor, Notion is great for teams who want a branded knowledge base without the rigid structure of traditional knowledge management tools.

Who is Notion best for?

Teams that need both documentation and project management in one place.It’s especially useful for startups and creative teams  who want team wikis, creative briefs, and docs. Plus, its visual and easy-to-use design makes work more organized.

Notion pros:

• Highly flexible: Mix text, tables, databases, and embeds to create a knowledge base that works the way you do.
• Intuitive and easy to use: Simple drag-and-drop interface makes organizing and editing content seamless.
• Great mobile experience: Works smoothly across devices, making knowledge accessible on the go.
• Powerful database features: Link information across pages and automate updates with relational databases.

Notion cons:

• Lacks role-based access control: No granular user permissions for external or internal users, which may be limiting for teams managing sensitive content.
• Not built for public knowledge bases: No custom domains, structured help center layout, or branded portal for external-facing documentation.
• Occasional performance issues with large databases

[.blog-callout]Tip: Use Softr with Notion to create a knowledge base with role-based access control and different views for internal vs. external users.[.blog-callout]

Notion best features

• Relational databases – Keep information connected across pages with automatic updates.
• Flexible page layouts – Mix text, tables, embeds, and media for a custom structure.
• Toggle blocks and nested Pages – Hide details to keep documentation clean and scannable.
• Real-time collaboration – Edit, comment, and update content with your team in real time.
• Templates and customization – Use pre-built templates or create a tailored knowledge base.
• Search and tagging – Find content easily with filters and keyword search.
• Cross-device sync – Access and update your knowledge base on desktop or mobile

Notion pricing

• Free for up to 10 users per month
• Plus: Starts at $10 per seat/month (when billed annually)
• Business: Starts at $15 per seat/month (when billed annually)
• Custom plans for enterprise customers

3. Best for Jira and Trello users

Confluence

Confluence is Atlassian’s tool for team documentation. If your team already works in Jira or Trello, Confluence fits right in.

It helps teams organize information into sections (called “spaces”) and hierarchies. This makes it easier to keep documents clear, structured, and easy to find. Confluence also offers version control, so you can track changes over time or revert back to an older page if needed.

It’s a strong choice for teams that need a structured place to store internal guides, process documents, or company knowledge.

Who is Confluence best for?

If your team already works in Jira or Trello, Confluence is your best bet for documentation. It’s designed for IT, engineering, and product teams that need a structured, searchable way to manage technical docs, wikis, and internal processes.

Confluence pros:

• Deep Atlassian integration: Works natively with Jira and Trello.
• Structured documentation: Spaces, categories, and hierarchies keep content organized.
• Version control: Track, compare, and restore past versions.

Confluence cons:

• Not ideal for public knowledge bases: Limited branding and customization.
• Rigid structure: Takes time to learn, especially for non-technical teams.
• Less flexible than database-driven tools: Doesn’t support relational databases or dynamic filtering like Notion or Softr.

Confluence best features

• Page hierarchies: Organize content into structured categories and subpages.
• Version control & history: Track edits, compare versions, and restore past updates.
• Granular permissions: Set role-based access for teams, departments, or individuals.
• Advanced search & filtering: Find information quickly with labels, filters, and keyword search.
• Deep Jira and Trello integration: Connect documentation with project management workflows.
• Real-time collaboration: Inline comments, @mentions, and notifications keep everyone in sync.

Confluence pricing

• Free: Up to 10 users
• Standard: $5.16 per user/month (billed annually)
• Premium: $9.73 per user/month (billed annually)
• Enterprise: Custom pricing

4. Best for support teams using Zendesk

‍Zendesk Guide

Zendesk Guide is made for customer service teams that want to cut down on support tickets by helping customers find answers on their own.

If your team already uses Zendesk, Guide fits right in. Agents can turn solved tickets into help articles and automatically suggest relevant content to customers.

It’s built for public knowledge bases and includes AI-powered search, automation, and strong integration with Zendesk’s ticketing system. That means customers can solve problems faster, without waiting for a support agent.

Who is Zendesk Guide best for?

Zendesk Guide is best for companies already using Zendesk who want to offer a self-service help center. It’s also a great choice for teams that need a knowledge base connected to their help desk system.

Zendesk Guide pros:

• AI-powered search: Uses machine learning to recommend answers before customers even submit a ticket.
• Seamless Zendesk integration: Works natively with Zendesk Support, Chat, and Talk.
• Multilingual support: Automatically translates articles into multiple languages.
• Content workflow tools: Version control, approvals, and article lifecycle management.

Zendesk Guide cons:

• Not ideal for internal documentation: Primarily designed for customer-facing knowledge bases.
• Higher cost per user: Pricing can add up for larger support teams.
• Requires Zendesk ecosystem: Best for teams already using Zendesk products.

Zendesk Guide best features

• AI-powered chatbots: Automatically suggest knowledge base articles to customers.
• Help center branding: Customize design, domain, and layout to match your brand.
• Content moderation & workflows: Manage drafts, approvals, and version history.
• Multilingual knowledge base: Translate content for a global audience.

Zendesk Guide pricing

• Suite Team: Starts at $55 per agent/month (billed annually).
• Suite Growth: Starts at $89 per agent/month (billed annually).
• Suite Professional: Starts at $115 per agent/month (billed annually).

5. Best knowledge base for Hubspot customers

HubSpot Service Hub

HubSpot Service Hub helps businesses reduce support tickets by turning common questions into searchable, SEO-friendly help articles. If your team already uses HubSpot CRM, everything syncs seamlessly—letting you track customer interactions, automate workflows, and connect self-service content with live support.

With built-in ticketing, chat, and multi-channel support, it’s a great choice for teams who want to manage everything in one platform instead of using several tools.

Who is HubSpot Service Hub best for?

HubSpot Service Hub is for businesses using HubSpot CRM that need a connected support system. It’s also great for teams that want an SEO-optimized knowledge base or multi-channel support across email, chat, and automation.

HubSpot Service Hub pros:

• Tightly integrated with HubSpot CRM: Customer inquiries and knowledge base activity sync automatically.
• SEO-friendly knowledge base: Helps support articles rank in search engines.
• Comprehensive customer service suite: Includes ticketing, chat, and automation.

HubSpot Service Hub cons:

• Not standalone: Works best within the HubSpot ecosystem.
• Lacks deep customization: Fewer design and layout options compared to other platforms.
• Expensive at scale: Per-seat pricing can get costly for growing teams.

Tip: Use Softr to build a more affordable customized self-service portal on top of your HubSpot CRM data, with role-based access and tailored user views.

HubSpot Service Hub best features

• SEO-optimized knowledge base – Articles are structured to rank well in Google.
• Customer feedback tools – Collect satisfaction surveys and insights.
• Multi-channel support – Manage email, chat, and ticketing from one place.
• Automation & workflows – Route support inquiries to the right person.

HubSpot Service Hub pricing

• Professional: Starts at $90 per seat/month (billed annually).
• Enterprise: Starts at $150 per seat/month (billed annually).

‍6. Best knowledge base for Zoho ecosystem

Zoho Desk

Zoho Desk is a solid choice if your team already relies on Zoho CRM, Zoho Projects, or other Zoho apps. It pulls everything into one system—help desk, automation, and self-service—so you don’t have to jump between platforms to manage customer support.

One of Zoho Desk’s best features is its AI chatbot. It can answer common questions automatically, so your support agents can save time. Zoho Desk also supports multichannel ticketing, meaning your team can respond to emails, chats, and social media messages from one place. If your business already works with Zoho apps, Zoho Desk is the easiest way to manage customer support and internal help in one system.

Who is Zoho Desk best for?

Zoho Desk is best for teams already using Zoho tools who want a knowledge base inside their help desk. It’s a strong option for businesses that need affordable support tools—like ticketing, self-service help centers, and AI chatbots to answer common questions automatically.

Zoho Desk pros:

• AI-powered chatbot & automation: Helps customers find answers without agent intervention.
• Deep Zoho integration: Syncs with Zoho CRM, projects, and other apps.
• Omnichannel support: Manages email, chat, social media, and tickets.

Zoho Desk cons:

• Limited third-party integrations: Best for teams already using Zoho products.
• Less customization: Fewer design and layout options compared to competitors.
• AI features require higher-tier plans: Must upgrade to access automation tools.

Zoho Desk best features

• AI-powered assistant (Zia): Provides smart recommendations for customers and agents.
• Multichannel ticketing: Supports email, chat, and social media inquiries.
• Self-service portal: Customers can search for answers before reaching out.
• SLA management & automation: Enforce response times and automate workflows.

Zoho Desk pricing

• Standard: Starts at $14 per user/month (billed annually).
• Professional: Starts at $23 per user/month (billed annually).
• Enterprise: Starts at $40 per user/month (billed annually).

‍7. Best knowledge base with easy customer support

Help Scout

Help Scout is a help desk and knowledge base in one. It’s built for teams who want a simple, easy-to-use support system. Instead of a complex ticketing tool, Help Scout works more like an email inbox—making it feel more personal and friendly for customers.

Its Beacon widget lets customers search for answers on any page, and the shared inbox helps support teams stay organized. If you’re looking for a self-service tool that’s simple and doesn’t need advanced automation or AI, Help Scout is a great option.

Who is Help Scout best for?

Helpjuice is for companies that want a branded, public knowledge base for their customers. It’s also a good choice for large support teams that want to lower the number of support tickets and see detailed reports on how people use their help content.

Help Scout pros:

• Easy to set up and use: Great for small teams that don’t want a steep learning curve.
• Beacon widget: Lets customers search the knowledge base without leaving the page.
• Shared inbox: Keeps support emails organized for better team collaboration.

Help Scout cons:

• Limited automation: Lacks advanced workflow automation.
• No AI-powered search: Search relies on manual keywords.
• Basic customization: Fewer design and branding options.

Help Scout best features

• Instant access widget (Beacon): Embeds a self-service search bar anywhere.
• Customer profiles: Tracks customer conversations across multiple channels.
• Collision detection: Prevents agents from responding to the same inquiry.

Help Scout pricing

• Standard: Starts at $50/month for 100 contacts.
• Plus: Starts at $75/month for 100 contacts.

7. Best for custom external doc hubs

Helpjuice

Helpjuice is a knowledge base tool made for companies that want a standalone platform for documentation. Unlike other tools that combine help desks and knowledge bases, Helpjuice focuses only on support documentation. It’s a great choice for businesses that want a fully branded knowledge base without extra features they don’t need.

What makes Helpjuice stand out is its design flexibility. You can fully customize the design using HTML/CSS and white-label everything to match your brand. It also includes advanced analytics to show how people use your content, so you can keep improving it over time.

Who is Helpjuice best for?

Helpjuice is ideal for companies that need a customer-facing knowledge base with a custom look and feel. It’s especially useful for large support teams that want to reduce ticket volume and better understand how people use their help content.

Helpjuice pros:

• Full white-labeling & customization: Modify layouts, fonts, colors, and branding with HTML & CSS.
• AI-powered search & suggestions: Helps users find answers faster with intelligent recommendations.
• Multi-user collaboration: Real-time editing, version control, and role-based permissions.
• Robust analytics: Tracks search trends, article performance, and content gaps.

Helpjuice cons:

• Standalone tool: Doesn’t integrate directly with help desks like Zendesk or Help Scout.
• Expensive for small teams: Pricing starts at $120/month, making it one of the pricier options.
• Learning curve for customization: Advanced branding requires HTML/CSS knowledge.

Helpjuice best features

• Unlimited users: All plans include unlimited team members, unlike per-seat pricing models.
• Advanced search & recommendations: AI-powered search improves content discoverability.
• Detailed usage analytics: See which articles perform well and where users drop off.
• White-labeling & branding: Fully customize the look and feel of your knowledge base.
• Version control: Track edits, rollback changes, and manage multiple versions of articles.

Helpjuice pricing

• Starter: $120/month for up to 4 users
• Run-Up: $200/month for up to 16 users
• Premium: $289/month for unlimited users
• Enterprise: $499/month

8. Best for multi-language documentation

Document360

Document360 is built for teams that need a structured, scalable knowledge base. It supports version history, multi-language content, and clear workflows for writing and approval—making it a good fit for internal or external knowledge bases that need to scale.

Unlike more flexible, wiki-style tools, Document360 is built for organized, structured documentation. It offers both Markdown and visual editing (WYSIWYG), category-based navigation, and publishing workflows to keep content accurate and consistent.

Who is Document360 best for?

It’s especially useful for SaaS companies, tech teams, and global businesses that manage large amounts of content in multiple languages.

Document360 pros:

• Multi-language support – Create documentation in multiple languages for global users.
• Markdown & WYSIWYG editing – Supports both code-based and rich-text formatting.
• Granular access control – Set detailed permissions for editing, publishing, and reviewing.
• Version control & approval workflows – Manage article updates with a clear audit trail.

Document360 cons:

• Not ideal for casual documentation – Works best for structured, formal documentation.
• Limited integrations – Fewer native integrations than competitors like Confluence or Guru.
• Higher cost for full features – Advanced search, analytics, and user roles require premium plans.

Document360 best features

• Markdown & WYSIWYG editor – Flexible editing for both developers and non-technical users.
• Multi-language support – Translate and manage documentation in multiple languages.
• Role-based access control – Define permissions for content creation, approval, and publishing.
• Advanced search – AI-powered search helps users find content quickly.
• Workflow automation – Automate review and approval processes for content updates.

Document360 pricing

• Pricing available when speaking to sales

9. Best for AI-powered internal knowledge sharing

Guru

Guru is a knowledge management tool that helps teams capture and share knowledge using AI-powered search, browser extensions, and Slack integration. Instead of acting as a traditional knowledge base, Guru works as a real-time knowledge assistant, surfacing answers where teams already work.

Unlike other knowledge bases that require users to go to a separate portal, Guru integrates with Slack, Microsoft Teams, and browsers, making knowledge easily accessible. It’s ideal for teams that need real-time access to information across different apps.

Who is Guru best for?

Guru is for customer support and sales teams that need quick access to FAQs, product knowledge, and process docs. It’s a great fit for companies using Slack or Microsoft Teams who want knowledge built into their chat tools. Plus, AI-powered search and recommendations help teams find answers fast.

Guru pros:

• AI-powered search: Smart recommendations surface relevant knowledge in real time.
• Works where you do: Browser extension & Slack/Teams integration provide instant access.
• Content verification: Keeps information up to date with built-in reminders and approvals.
• Easy adoption: No need for users to switch between tools to find answers.

Guru cons:

• Not ideal for structured documentation: Lacks the hierarchical organization of Confluence or Document360.
• Limited customization: Less branding control compared to Helpjuice or Notion.
• Best for internal use: Not designed for external knowledge bases.

Guru best features

• AI-powered search & recommendations: Automatically suggests relevant articles in real-time.
• Slack & Microsoft Teams integration: Find answers directly inside chat tools.
• Knowledge verification: Set reminders to update and verify information.
• Browser extension: Access knowledge without leaving your workflow.
• Card-based knowledge organization: Capture and categorize information in an easy-to-digest format.

Guru pricing

• Starter: Free for up to 3 users
• Builder: $15 per user/month
• Enterprise: Custom pricing

The right knowledge base software depends on who will use it, how flexible you need it to be, and what tools it needs to connect with.

Choose a knowledge base software that fits your needs

With so many options, the best knowledge base software really comes down to your use case. Ask yourself:

• Do you need internal, external, or both types of access?
• Do you already use a tool like Airtable, Notion, or HubSpot for content?
• Is branding important for your end users?
• Do you need to scale to different teams or clients?

Once you’ve answered those, match the tool to your needs— not just based on features, but on how easy it is to maintain, share, and evolve your documentation over time. A knowledge base isn’t just a static library—it’s a living part of your operations. Make sure the tool fits how your team actually works.

For small businesses and service-based teams, Softr stands out as the best all-in-one option—a no-code platform that integrates with your data sources and grows with your needs. It’s the only tool in this list that lets you start with a simple knowledge base and expand into a client portal, workflow tracker, or internal hub—all without switching platforms.

Try it for free today and start building a knowledge base that works exactly the way you need.