Tired of answering the same questions over and over?

A customer needs help. A new hire can’t find onboarding docs. Someone is searching for that one file buried in Google Drive. Meanwhile, you’re stuck digging through emails and Slack messages—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 don’t need. Others are too rigid, forcing you to work around their limitations. And many are just too expensive for small teams.

So how do you choose the right one? In this guide, we’ve rounded up the best knowledge base software of 2025—breaking down features, strengths, and ideal use cases—so you can find the perfect fit for your use case.

What is a knowledge base?

A knowledge base is a centralized hub where teams, customers, and partners can find information—like FAQs, guides, and internal documents—without needing to ask for help. You can organize and store resources, making them easy to access and search.

Types of knowledge bases

Internal Knowledge Base (For Employees & Teams)

An internal knowledge base is where companies store important information for their teams. It keeps everything in one place—policies, procedures, project docs, and internal updates—so employees can easily find what they need, when they need it.

Who is it for?

• Small to medium-sized businesses (SMBs): Centralize company-wide information to keep teams aligned.
• HR teams: Manage employee handbooks, onboarding materials, and benefits documentation.
• Operations & product teams: Keep SOPs, feature roadmaps, and internal FAQs in one place.

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 Customers & Partners)

An external knowledge base is a self-service hub where customers, partners, 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.

Who is it for?

• Agencies & consultancies: Provide clients with best practices, resources, and account-specific info.
• E-commerce businesses: Offer return policies, shipping info, and product manuals to improve customer experience.
• SaaS companies: Maintain product documentation, API references, and help center articles.

Example use case: A software company builds a public knowledge base where customers can search for product tutorials and troubleshooting guides—so they don’t have to submit a ticket for every question.

Hybrid Knowledge Base (Internal + External Use)

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

Who is it for?

• B2B service providers: Manage client-specific documentation while keeping internal processes private.
• Companies with public & internal resources: Store HR policies, customer FAQs, and technical documentation in one system.
• Scaling teams: Provide 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
2. Search and navigation
3. Customization and branding
4. Role-based access and security
5. Integrations and workflow
6. Collaboration and content management
7. Analytics and reporting
8. Scalability
9. Cost and pricing model
10. Customer support and community

The best knowledge base software at a glance

1. Softr (Best for knowledge base + portal or hub)

Softr is a no-code platform that lets you build a lightweight knowledge base on top of the tools you already use— like Airtable, Google Sheets, Notion, and HubSpot. 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 or edit content.

Another advantage to Softr is versatility. if you need more than just a knowledge base, you can expand it into a client portal, team intranet, or internal tool—all in the same platform. You don't have to juggle 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. Perfect for internal docs, client portals, and self-serve hubs, Softr offers a lightweight, customizable solution—without the cost or complexity of enterprise software.

Softr pros & cons

Pros:

• Fast and easy to set up- Pre-built templates and a drag-and-drop builder let you launch in minutes—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, and HubSpot.
• Custom role-based permissions –  You can build a custom knowledge base for free by defining granular access for different user groups, so internal teams, clients, and partners only see what’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.

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

• 14+ native data source integrations:  Airtable, Google Sheets, HubSpot, Notion, monday.com, BigQuery, SQL databases (MySQL, SQLServer, MariaDB, PostgreSQL), Supabase, Xano, and more. Connect to nearly any data source with RestAPI.
• 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 Officeheads used Softr to build a client portal with a knowledge base—helping their clients self-serve and find the information they need, anytime.

Softr pricing

Softr offers flexible pricing plans, so you can build a knowledge base at any tier:

• 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 2500 users (when billed annually)
• Custom plans for enterprise customers

Want to build a knowledge base in minutes? Start with a free pre-built template. 🚀

2. Notion (Best for pre-made wiki templates)

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 & cons

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.

Cons:

• Lacks role-based access control – No granular user permissions for external or internal users, which may be limiting for teams managing sensitive content. ****
  • Tip: Use Softr + Notion to create a knowledge base with role-based access control and different views for internal vs. external users.
• 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

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 & 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 & Customization – Use pre-built templates or create a tailored knowledge base.
• Search & 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. Confluence (Best for Jira and Trello users)

Confluence is Atlassian’s answer to team documentation. If your team already works in Jira or Trello, Confluence fits right in. It’s built to keep knowledge structured, searchable, and up-to-date—without endless back-and-forth messages.

Instead of loose, freeform pages, Confluence organizes content into spaces and hierarchies. With version control, teams can track updates, restore old versions, and ensure documentation stays accurate. It’s a great choice for large knowledge bases, wikis, and internal process docs—especially when you need a clear record of changes.

Who is Confluence best for?

If your team already works in Jira or Trello, Confluence is the natural choice for documentation. It’s built for IT, engineering, and product teams that need a structured, searchable way to manage technical docs, wikis, and internal processes—without losing track of updates.

Confluence pros & cons

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.

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 & 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. Zendesk Guide (Best for customer support teams using Zendesk)

Zendesk Guide is designed for customer service teams that want to cut down on support tickets by making answers easy to find. If your team already uses Zendesk, Guide fits right in—letting agents turn solved tickets into help articles and automatically suggest relevant content to customers.

It’s built for external knowledge bases, with AI-powered search, automation, and deep ticketing integration to help customers help themselves—without waiting on support.

Who is Zendesk Guide best for?

Zendesk Guide is for support teams already using Zendesk who need a self-service knowledge base. It’s also great for companies that want a help desk-integrated solution to make customer support easier.

Zendesk Guide pros & cons

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.

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. HubSpot Service Hub (Best for teams using HubSpot CRM)

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 that want to manage everything in one place without juggling multiple 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 & cons

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.

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. Zoho Desk (Best for businesses using Zoho apps)

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 its biggest strengths is AI-powered chatbots and automation, which help cut down on repetitive questions by guiding customers to answers before they reach an agent. The multichannel ticketing is also handy, letting teams handle email, chat, and social media inquiries from one place. If you’re already deep in the Zoho ecosystem, this is the most seamless way to manage both internal and customer-facing knowledge.

Who is Zoho Desk best for?

Zoho Desk is for Zoho users who need a knowledge base built into their help desk. It’s a solid choice for businesses looking for affordable ticketing and self-service tools, plus AI-powered chatbots and automation.

Zoho Desk pros & cons

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.

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. Help Scout (Best for simple, intuitive customer support)

Help Scout is a help desk and knowledge base in one, built for teams that want an easy-to-use, no-fuss support system. Unlike bulky ticketing platforms, Help Scout feels more like an email inbox, making it a great fit for teams that want a personal, conversational approach to customer support.

Its Beacon widget lets customers find answers from any page, while the shared inbox keeps support teams organized. If you need simple self-service tools without complex automation or AI-driven workflows, Help Scout is a great alternative to traditional help desk software.

Who is Help Scout best for?

Helpjuice is for companies that need a fully branded, customer-facing knowledge base. It’s also great for large support teams looking to reduce ticket volume and get detailed analytics on how users engage with content.

Help Scout pros & cons

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.

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. Helpjuice (Best for highly customizable, external-facing knowledge bases)

Helpjuice is a knowledge base platform designed for companies that need a highly customizable, standalone knowledge base. Unlike tools that bundle knowledge bases with help desks, Helpjuice is entirely focused on creating and managing support documentation—making it ideal for businesses that want a branded, customer-facing help center.

Its powerful customization options set it apart. You can fully white-label your knowledge base, customize layouts with HTML/CSS, and tailor the user experience to match your brand. Helpjuice also offers advanced analytics to track how users interact with content, helping teams refine their documentation.

Who is Helpjuice best for?

Helpjuice is great for companies that need a fully branded, customer-facing knowledge base. It’s built for large support teams that want to cut down on ticket volume and track how users engage with content.

Helpjuice pros & cons

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.

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. Document360 (Best for structured, multi-language documentation)

Document360 is built for teams that need a structured, scalable knowledge base with strong version control, multi-language support, and documentation workflows. It’s a great fit for businesses that want an internal or external knowledge base with strict content management controls.

Unlike flexible wiki-style tools, Document360 is optimized for structured documentation, with Markdown and WYSIWYG editing, approval workflows, and category-based organization. It’s particularly useful for tech companies, SaaS businesses, and global organizations that need to manage large-scale documentation in multiple languages.

Who is Document360 best for?

Document360 is for SaaS companies and IT teams managing technical documentation and API docs. It’s also great for businesses that need multi-language support or strict content approval workflows.

Document360 pros & cons

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.

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. Guru (Best for AI-powered internal knowledge sharing)

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 & cons

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.

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.

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.

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