10 Best Knowledge Base Software in 2025

A knowledge base software helps you manage knowledge, making information easily accessible when you need it. But not all knowledge bases are created equal. How can you find the perfect fit?

With so many options available, choosing the right knowledge base software can feel overwhelming. Some tools are built for internal teams, while others shine in customer support.

In this guide, you’ll discover the 10 best knowledge base software options, their key features, and how to pick the perfect fit for your business.

Our Top 3 Picks

1. Knowmax – Best for Customer Service Excellence

If your goal is to deliver mistake-proof customer support across multiple channels, Knowmax is the ultimate knowledge management platform. Designed for CX teams, it offers an AI-powered knowledge base that enables support reps to find the right information instantly while ensuring customers get accurate, consistent answers.

2. Guru – Best for Internal Teams

For companies looking to centralize internal knowledge and streamline collaboration, Guru is a top contender. This AI-driven internal knowledge management system ensures that employees have instant access to the information they need, within their workflow.

3. Notion – Best for Small Teams and Startups

If you’re a small business or a startup looking for an intuitive, all-in-one knowledge management tool, Notion is a fantastic choice. It combines notetaking, document storage, and collaboration features in a flexible, easy-to-use interface.

What Is Knowledge Base Software?

Knowledge Base Software simply is a software that helps you create a database for your knowledge, making information easy to store, manage, and access.

It acts as a centralized hub where businesses, teams, or individuals can organize important documents, FAQs, troubleshooting guides, and other valuable content.

Who Uses the Knowledge Base?

1. Customer Support Teams

Support agents use internal knowledge bases to quickly find information while handling customer queries. This ensures consistency in responses and reduces the time spent searching for answers.

2. Employees and Internal Teams

From HR to IT, every department benefits from an internal knowledge base. Employees use it to access company policies, training materials, SOPs, and troubleshooting guides, making workflows more efficient and reducing dependency on colleagues for repetitive questions.

3. Customers and End Users

Customers prefer finding answers on their own rather than waiting for support. A well-organized external knowledge base helps them resolve common issues, understand product features, and navigate troubleshooting steps without needing to contact a support agent.

4. Product and IT Teams

Tech teams use knowledge bases to document product roadmaps, coding best practices, and system configurations. IT teams also store troubleshooting procedures, security policies, and incident response protocols to ensure smooth operations.

5. Sales and Marketing Teams

Sales teams leverage knowledge bases to access product details, pricing information, and case studies, helping them close deals faster. Marketers use them to store brand guidelines, campaign strategies, and content calendars, ensuring consistency across all channels.

Key Benefits of Using a Knowledge Base Platform

1. Increased Employee Productivity

A well-structured knowledge base eliminates the need for employees to search through scattered documents or repeatedly ask colleagues for information. Quick access to accurate knowledge reduces downtime, allowing teams to focus on more critical tasks. This leads to improved efficiency and a noticeable boost in overall productivity.

2. Increased Customer Satisfaction

When customers receive quick and accurate responses, their experience improves significantly. A knowledge base empowers support teams with readily available information, leading to faster resolutions and fewer escalations. Additionally, self-service options allow customers to find answers independently, reducing frustration and increasing satisfaction.

3. Cost Savings

Reducing dependency on live support significantly lowers operational costs. A comprehensive knowledge base minimizes repetitive queries, decreasing the workload for support agents. By enabling self-service and improving first-contact resolution rates, businesses can optimize resources and cut unnecessary expenses.

4. Consistency & Accuracy of Knowledge Across Touchpoints

Customers interact with businesses across multiple channels, including email, chat, and phone support. A knowledge base ensures that information remains consistent, preventing discrepancies between different touchpoints. Maintaining a single source of truth enhances credibility and builds trust in the brand.

5. Faster & Efficient Training and Onboarding

New employees often require extensive training to familiarize themselves with processes and best practices. A knowledge base speeds up this transition by offering structured documentation, FAQs, and step-by-step guides. With easy access to essential information, employees can quickly adapt to their roles without relying solely on senior colleagues for guidance.

6. Collaboration and Knowledge Sharing

A centralized knowledge base encourages employees to share insights, document solutions, and contribute to a growing repository of company knowledge. This fosters a culture of collaboration and ensures valuable expertise is preserved within the organization rather than being lost when employees leave.

7. Analytics and Insights

Analyzing how users interact with a knowledge base provides valuable insights for continuous improvement. Tracking frequently searched topics, common pain points, and content engagement helps businesses refine their documentation. These analytics enable proactive decision-making, ensuring that the knowledge base remains relevant and effective.

Types of Knowledge Base Software

1. Internal Knowledge Base

An internal knowledge base is designed for employees within an organization. It serves as a centralized hub for company policies, standard operating procedures (SOPs), troubleshooting guides, and other internal documentation. These platforms improve efficiency by ensuring employees have quick access to the knowledge they need to perform their roles effectively.

👉 Best for: HR, IT, customer support teams, and enterprises that need to streamline internal processes.

2. External Knowledge Base

An external knowledge base is customer-facing and provides self-service support. It includes FAQs, product guides, and troubleshooting articles that help customers find answers without needing to contact support. This reduces ticket volume and enhances customer satisfaction.

👉 Best for: Businesses looking to improve customer support and reduce agent workload.

Key Features to Look for in Knowledge Base Software

1. Intuitive Search Functionality

A knowledge base is only useful if users can find information quickly. Look for software with AI-powered or smart search features that deliver relevant results instantly, reducing the time spent searching for answers.

2. Easy-to-Use Content Editor

Creating and updating content should be simple. A user-friendly, WYSIWYG (What You See Is What You Get) editor ensures that even non-technical users can add and manage articles, FAQs, and guides without hassle.

3. AI and Automation Capabilities

AI-driven knowledge base enhance efficiency by offering features like automated content suggestions, predictive search, and chatbot integrations that help answer queries in real-time.

4. Role-Based Access Control

Not all information should be accessible to everyone. Role-based access ensures that sensitive company knowledge is protected while still making relevant content available to the right teams or customer segments.

5. Seamless Integrations

Your knowledge base should integrate with tools you already use, such as help desk software, CRM platforms, and chatbots. This ensures a seamless workflow and enhances productivity.

6. Analytics and Reporting

A great knowledge base doesn’t just store information, it helps you track how it’s being used. Analytics features provide insights into search trends, content gaps, and user behavior, helping you optimize your knowledge base over time.

Top 10 Knowledge Base Software & Tools In 2025

1. Knowmax

Knowmax is an AI-powered knowledge base software designed to streamline information management for customer support. It enables teams to create, structure, and distribute knowledge seamlessly across multiple channels. With interactive decision trees, AI-powered search, and visual guides, Knowmax ensures that agents and customers can access the right information instantly, reducing errors and improving resolution time.

Key Features:

• AI-powered search for faster information retrieval
• Interactive decision trees for step-by-step troubleshooting
• Visual guides to simplify complex processes
• AI-author assist for instant content creation and translation
• Omnichannel distribution for chatbots, self-service portals, and call centers
• Micro-segmented analytics to track knowledge base engagement and effectiveness

Best For:

Enterprises and customer service teams seeking a scalable, AI-driven knowledge base solution.

Pricing:

Contact sales@knowmax.ai for pricing.

2. Confluence

Confluence by Atlassian is a widely used internal knowledge base software that helps teams organize, document, and collaborate in one place. It enables businesses to create structured wikis, manage company knowledge, and improve information sharing within teams. With seamless integrations with Jira and Slack, Confluence is ideal for technical teams managing project documentation.

Key Features:

• Customizable knowledge base templates
• Real-time collaboration and version history tracking
• Advanced permission controls for secure access
• AI-powered search with tags and categories
• Seamless integration with Jira, Trello, and Slack

Best For:

Software development teams and businesses need an internal knowledge-sharing platform.

Pricing:

• Free for up to 10 users
• Standard: $5.16 user/month
• Premium: $9.73/user/month
• Enterprise: Custom pricing

3. Zendesk Guide

Zendesk Guide is a knowledge base software built for customer service teams looking to improve self-service and agent support. It helps businesses create and manage FAQs, help articles, and customer support documentation while integrating seamlessly with Zendesk’s ticketing system.

Key Features:

• AI-powered knowledge suggestions for agents and customers
• Multi-language support for global teams
• Content lifecycle management with approval workflows
• Deep integration with Zendesk Support and Chat
• Analytics to measure knowledge base effectiveness

Best For:

Businesses using Zendesk for customer support and self-service automation.

Pricing:

• Support Team: $19 per agent/month
• Support Professional: $55 per agent/month
• Support Enterprise: $115 per agent/month

4. Freshdesk

Freshdesk offers an intuitive knowledge base to help businesses create self-service portals, FAQs, and help articles. It supports AI-powered bots that can auto-suggest answers, reducing ticket volume and improving customer experience.

Key Features:

• AI-driven chatbots for self-service automation
• Rich text editor for creating structured articles
• Community forums to enhance user discussions
• Content performance analytics
• Integration with Freshdesk’s ticketing and support platform

Best For:

Customer support teams needing a knowledge base integrated with a help desk.

Pricing:

• Growth: $15 per agent/month
• Pro: $49 per agent/month
• Pro + AI-Co-Pilot: $78/agent/month
• Enterprise: $79/agent/month

5. Guru

Guru is a knowledge management tool that acts as an internal knowledge base for teams, providing real-time knowledge suggestions directly within workflows. It integrates seamlessly with chat and CRM tools to ensure quick access to critical information.

Key Features:

• AI-powered knowledge recommendations
• Browser extension for on-the-go knowledge access
• Slack, Microsoft Teams, and Salesforce integrations
• Content verification workflows to maintain accuracy
• Analytics to track knowledge usage

Best For:

Sales and customer support teams need instant knowledge access.

Pricing:

• Free trial for 30 days
• All-in-One: $15 per user/month
• Enterprise: Custom Pricing

6. Helpjuice

Helpjuice is a powerful external and internal knowledge base software designed for creating branded help centers and internal documentation. It offers extensive customization options, enabling businesses to tailor the knowledge base to their brand identity.

Key Features:

• AI-powered search with deep indexing
• Advanced branding and customization
• Multi-language support for global knowledge bases
• Article analytics for content optimization
• Real-time collaboration on knowledge creation

Best For:

Businesses need a customizable and analytics-driven knowledge base.

Pricing:

• Starter: $120/month (4 users)
• Run-Up: $200/month (16 users)
• Premium: $289/month (60 users)
• Enterprise: $659/month (unlimited users)

7. Document360

Document360 is a structured knowledge base platform designed for internal documentation and self-service customer support. Its markdown editor and category management make it an excellent choice for creating organized, scalable knowledge bases.

Key Features:

• Markdown editor for structured documentation
• AI-powered search and auto-tagging
• Version control with rollback options
• Private and public knowledge base options
• API documentation capabilities

Best For:

SaaS companies and enterprises managing technical documentation.

Pricing:

Custom pricing tailored for small teams, mid-sized businesses, and large organizations.

8. Slab

Slab is a modern, easy-to-use knowledge base software that helps teams centralize and organize company knowledge. It provides a clean, minimal interface for effortless content management.

Key Features:

• Intuitive knowledge organization with wikis
• AI-powered search across multiple platforms
• Seamless integrations with Slack, Google Drive, and GitHub
• Version tracking for knowledge updates
• Custom branding options

Best For:

Teams looking for a simple, elegant knowledge-sharing platform.

Pricing:

• Free for up to 10 users
• Startup: $8 per user/month
• Business: $15 per user/month
• Enterprise: Custom pricing

9. Notion

Notion functions as a collaborative workspace and knowledge base, allowing teams to document, organize, and share knowledge effortlessly. It is highly customizable and supports wikis, project management, and database-like structures.

Key Features:

• Customizable pages with drag-and-drop components
• AI-powered search with tagging
• Real-time collaboration and inline commenting
• Seamless integration with Slack, Trello, and Google Drive
• Public and private sharing options

Best For:

Teams looking for a flexible knowledge management and project documentation tool.

Pricing:

• Free for individuals
• Plus: $12 per user/month
• Business: $18 per user/month
• Enterprise: Custom pricing

10. Bloomfire

Bloomfire is an AI-powered knowledge base software designed to improve knowledge accessibility through deep search indexing and intelligent tagging. It helps teams centralize company knowledge, making it easy to find and share critical information.

Key Features:

• AI-powered search with deep indexing
• Video and audio transcription for searchable content
• Q&A-style knowledge-sharing features
• Integration with Slack, Salesforce, and Microsoft Teams
• Knowledge engagement analytics

Best For:

Enterprises need a searchable, AI-driven internal knowledge base.

Pricing:

Custom pricing based on business needs.

How to Choose the Right Knowledge Base Software?

1. Define Your Use Case

Start by identifying who will use your knowledge base and how. Ask yourself:

• Is it for employees? You need a tool that streamlines internal documentation, collaboration, and information sharing (e.g., Confluence, Guru).
• Is it for customers? A platform with strong self-service and AI-powered search features is ideal (e.g., Knowmax, Zendesk Guide, HelpJuice).
• Do you need both? Some platforms, like Document360 and Bloomfire, support both internal and external use cases.

2. Consider Ease of Use and Adoption

A knowledge base is only valuable if people use it. Choose a platform with:

• Intuitive navigation – so users can find information easily.
• Simple content creation tools – for teams to add and update knowledge effortlessly.
• Minimal learning curve – ensuring employees and customers adopt it quickly.

3. Look for AI and Search Capabilities

Search functionality is the backbone of any knowledge base. Ensure your software includes:

• AI-powered search – surfaces relevant information quickly
• Tagging and categorization – organizes content effectively
• Personalized recommendations – helps users find answers faster

4. Check for Integrations with Your Existing Tools

Your knowledge base should integrate with the tools you already use. Look for compatibility with:

• Customer support software
• Collaboration tools
• CRM platforms

5. Assess Customization and Branding Options

If your knowledge base is customer-facing, branding is crucial. Choose a tool that allows:

• Custom themes and layouts – to align with your brand identity.
• White-labeling – so customers see your company’s branding, not the software provider’s.
• Content customization – to tailor FAQs, help articles, and guides to your audience.

6. Evaluate Analytics and Reporting Features

To optimize your knowledge base, you need insights into how it’s being used. Look for:

• User engagement metrics – see what content is most viewed.
• Search analytics – identify unanswered queries to fill content gaps.
• Performance reports – track how the knowledge base impacts customer support efficiency.

7. Prioritize Security and Access Control

If you’re storing sensitive information, security is a top priority. Choose a knowledge base with:

• Role-based access control – restricts who can edit/view content.
• SSO (Single Sign-On) and MFA (Multi-Factor Authentication) – for secure logins.
• Compliance with industry standards – such as GDPR, HIPAA, or SOC 2.

8. Compare Pricing and Scalability

Your knowledge base should fit within your budget while offering room for growth. Consider:

• Free plans – Ideal for startups
• Scalable pricing tiers – Ensure the tool grows with your business
• Enterprise solutions – If you need advanced features, automation, or integrations

Why is Knowmax the Perfect Choice for You?

Your customers expect seamless, fast, and consistent support. Knowmax makes it possible. With AI-driven intelligence, intuitive workflows, and a structured approach to knowledge delivery, Knowmax transforms customer service operations into a well-oiled machine.

Whether it is guiding agents through complex troubleshooting, enabling effortless self-service, or enhancing productivity with AI-powered content tools, Knowmax ensures your teams always have the right answers at the right time. Its enterprise-grade security, omnichannel capabilities, and seamless integrations make it the ideal single source of truth for your organization.

If you are looking for a knowledge base that does more than just store information but actively empowers agents, automates workflows, and enhances CX at scale, Knowmax is the answer.