Best Knowledge Base Software: Ranked and Reviewed (2025)

When it comes to customer support, providing quick and easy access to information is crucial. That’s where knowledge base software comes in. Knowledge base software is a powerful tool that allows businesses to create, organize, and manage self-service content for their audience. It enables companies to provide a wealth of helpful information and resources, reducing the need for constant support and improving customer satisfaction.

In this article, I will guide you through the top knowledge base software options available in the market. We will dive into their features, affordability, user-friendliness, and ratings, helping you choose the best knowledge base software for your organization’s needs.

Key Takeaways:

• Over 70% of customers prefer self-service options when seeking support.
• Knowledge base software enables businesses to provide self-service content to their audience, reducing the need for constant support.
• In this article, we will explore the best knowledge base software options available in the market, comparing their features, affordability, user-friendliness, and ratings.

What Is Knowledge Base Software?

Knowledge base software, also known as help center software, is a versatile tool that enables companies to create, organize, and manage a centralized repository of information. It provides self-service content to users, reducing the dependency on constant support. With knowledge base software, businesses can offer a range of resources such as FAQs, video tutorials, how-to articles, and more, empowering their customers and employees with valuable knowledge.

A knowledge base is an essential component of a company’s support system, allowing customers to find answers to their queries without needing to contact the support team. It streamlines customer support processes, saves time for both support agents and customers, and enhances overall customer satisfaction. Moreover, knowledge base software facilitates efficient knowledge sharing among employees, leading to improved productivity and collaboration.

By utilizing knowledge base software, organizations can build a comprehensive self-service ecosystem, empowering users to find the information they need quickly and effortlessly. It enables businesses to create and organize a knowledge base that caters to specific needs and preferences, promoting better user experiences and building strong customer relationships.

The Benefits of Knowledge Base Software

Knowledge base software offers numerous benefits to organizations, enhancing both customer and employee support. By providing self-service content, businesses can reduce the need for support tickets, resulting in improved efficiency and customer satisfaction. With instant access to relevant information, customers can find the answers they need quickly, without having to rely on support agents.

For support teams, knowledge base software saves valuable time and resources by empowering customers to solve their own problems. This enables support agents to focus on more complex issues and provide personalized assistance when necessary.

Moreover, knowledge base software acts as a central repository of information, improving employee productivity. With a well-organized knowledge base, employees can easily access critical information, reducing time spent searching for answers and enabling them to work more efficiently.

The benefits of knowledge base software can be summarized as follows:

• Improved customer support through self-service content
• Reduced support tickets, saving time and resources
• Instant access to information, increasing customer satisfaction
• Centralized repository of knowledge, improving employee productivity

Implementing knowledge base software can revolutionize customer and employee support, leading to better productivity, reduced costs, and increased customer satisfaction.

Using knowledge base software can significantly improve customer support and satisfaction, while also streamlining employee productivity. By offering self-service content, businesses can empower their customers to find answers to their questions independently, reducing the support ticket load. This not only saves the time and resources of support teams but also provides customers with a more efficient and satisfactory experience.

Features to Consider in Knowledge Base Software

When choosing knowledge base software, it is important to consider certain features that can greatly enhance the effectiveness and usability of your knowledge base. Let’s explore the key features that you should look for:

1. Search Functionality

A robust search functionality is crucial in knowledge base software as it allows users to quickly find the information they need. An efficient search feature with advanced filtering options ensures that users can locate relevant articles or resources effortlessly.

2. Customization Options

Customization is essential to align the knowledge base with your brand guidelines. Look for software that offers various customization options, such as the ability to add your company logo, choose colors, and customize the layout. This creates a cohesive user experience that reflects your brand’s identity.

3. Collaboration Tools

Collaboration tools enable multiple authors to work together on creating and updating content in the knowledge base. Features like real-time editing and version control enhance teamwork and ensure that the knowledge base remains up-to-date and accurate.

4. Analytics

Analytics provide valuable insights into the performance of your knowledge base. Look for software that offers robust analytics capabilities, such as tracking article views, user engagement, and search patterns. These insights help you understand which content is most valuable to your users and identify areas for improvement.

5. Multilingual Support

In today’s globalized world, multilingual support is crucial for businesses with a diverse customer base. Choose software that offers multilingual capabilities, allowing you to create content in multiple languages and cater to a broader audience.

Features	Search Functionality	Customization Options	Collaboration Tools	Analytics	Multilingual Support
Software A	✅	✅	✅	✅	✅
Software B	✅	✅	✅	✅	✅
Software C	✅	✅	✅	✅	✅

By considering these key features in your search for knowledge base software, you can ensure that you choose a solution that meets your organization’s specific needs and empowers your users to find the information they need quickly and easily.

Top Knowledge Base Software: Help Scout

Help Scout is a top-rated knowledge base software that offers a combined help desk and knowledge base solution. With Help Scout, businesses can streamline customer support and provide a centralized hub for self-service content.

The AI assist feature of Help Scout is a game-changer. It allows users to adjust the tone or length of articles, making it easier to cater to specific customer needs. Additionally, the AI assist feature can even translate articles into multiple languages, expanding the reach of the knowledge base.

The Beacon web widget is another standout feature of Help Scout. Users can access the knowledge base without leaving the current page, providing a seamless browsing experience. With Beacon, customers can quickly find answers to their questions, improving overall satisfaction.

Help Scout also prioritizes SEO optimization, ensuring that the knowledge base is easily discoverable through search engines. This means customers can effortlessly find the information they need, increasing the efficiency of the support process.

With its combined help desk and knowledge base software, AI assist feature, Beacon web widget, and SEO optimization, Help Scout is a comprehensive solution for businesses looking to provide excellent customer support and self-service resources.

Top Knowledge Base Software: Guru

When it comes to internal knowledge base software, Guru stands out as a leader in the industry. With Guru, organizations can efficiently store and share company information, ensuring that knowledge is easily accessible to employees.

Guru offers a range of features that make it a powerful tool for knowledge management. One notable feature is the browser extension, which allows users to capture and store information without the hassle of switching windows. This streamlines the process of adding new content to the knowledge base, enhancing productivity and efficiency.

“Guru’s browser extension has been a game changer for our team. It makes it incredibly easy to save and share important information directly from our web browsers.”

Another valuable feature of Guru is its Slack integration. With this integration, users can create articles, find existing information, and receive real-time notifications, all within the Slack platform. This seamless integration enhances collaboration and ensures that knowledge is readily available to team members without leaving their preferred communication tool.

To help organizations evaluate its capabilities, Guru offers a free trial that allows users to experience its features firsthand. This gives businesses the opportunity to test the software and determine if it meets their specific needs before committing to a paid plan, making it a risk-free option for those looking to implement a new knowledge base system.

Guru’s commitment to providing a user-friendly and intuitive experience, coupled with its robust features, has made it a top choice for companies seeking a reliable internal knowledge base software solution.

Key Features of Guru:

• Browser extension for easy information capture and storage
• Slack integration for seamless collaboration and real-time notifications
• Free trial available to experience the software before committing

Customer Testimonial:

“Guru has revolutionized the way we store and share knowledge within our organization. Its browser extension and Slack integration have made it effortless for our team to access information and stay up to date.”

Guru vs. Competitors

Features	Guru	Competitor A	Competitor B
Browser Extension	✓	✗	✓
Slack Integration	✓	✓	✗
Free Trial	✓	✓	✓

Table: A comparison of key features between Guru and its competitors.

Top Knowledge Base Software: Document360

When it comes to standalone knowledge base software, Document360 is a popular choice among companies. With its user-friendly interface and robust features, it has established itself as a reliable solution for businesses of all sizes.

One of the key highlights of Document360 is its support for both markdown and WYSIWYG editors, providing flexibility for content creation. Whether you prefer writing in plain text or using a visual editor, Document360 has you covered.

Document360 offers a comprehensive set of features, including search capabilities, which allow users to quickly find the information they need. With the ability to create both internal and external knowledge bases, businesses can organize their content efficiently.

For small businesses, Document360 offers a free plan to get started. The free plan is ideal for those looking to set up a public knowledge base. However, if you require an internal knowledge base, you will need to upgrade to one of the paid plans.

Document360’s free plan provides a great opportunity for small businesses to leverage the power of a knowledge base software without any financial commitment. It allows you to create and manage your knowledge base, providing self-service support to your customers.

If you’re looking for a user-friendly knowledge base software with a free plan available, Document360 is definitely worth considering. Its intuitive interface, markdown and WYSIWYG editors, and search capabilities make it a valuable tool for businesses looking to provide comprehensive self-service support.

Top Knowledge Base Software: Obsidian

When it comes to personal knowledge base software, Obsidian is a standout choice. This innovative tool allows you to store all your data locally on your device using markdown files, providing you with complete control over your knowledge base.

One of the key advantages of Obsidian is its offline accessibility. With Obsidian, you can access your content even without an internet connection, ensuring uninterrupted productivity wherever you are.

Obsidian offers a free plan for non-commercial users, making it an accessible option for individuals looking to organize their personal knowledge. For commercial use and cloud-based data access, Obsidian also provides additional paid plans to cater to varying needs and preferences.

If you value independence, flexibility, and offline access to your personal knowledge base, Obsidian is the perfect solution for you.

“Obsidian is empowering me to take full control of my personal knowledge base. The offline accessibility allows me to stay productive even in areas with limited internet connectivity, and the markdown files enable seamless organization and easy access to my information. It’s truly a game-changer for personal productivity!”

— Emma, Obsidian user

Top Knowledge Base Software: HelpJuice

When it comes to stand-alone self-service knowledge base software, HelpJuice is a top contender. It offers a range of design and collaboration tools that make it easy to create an attractive and user-friendly knowledge base. With HelpJuice, you can customize the typeface, layout, and colors to match your brand aesthetic, ensuring a cohesive and professional look for your self-service content.

One standout feature of HelpJuice is its content personalization capabilities. It allows you to tailor troubleshooting steps based on reader input, providing a personalized experience that guides users to the most relevant solutions. This level of customization enhances the user experience and increases the effectiveness of your knowledge base.

For those who want to give HelpJuice a try, the software offers a free trial. This gives users the opportunity to explore its features and evaluate its suitability for their organization before committing to a paid plan. It’s a great way to experience the power and functionality of HelpJuice without any financial risk.

“HelpJuice offers a robust stand-alone self-service knowledge base software that combines design, collaboration, and content personalization features. With a free trial available, it’s worth exploring the benefits it can bring to your organization.”
– [Your Name]

Top Knowledge Base Software: Zendesk

When it comes to knowledge base software for enterprise companies, Zendesk is a top contender in the market. As part of its comprehensive customer service suite, Zendesk offers a powerful knowledge base solution designed to meet the specific needs of larger organizations.

One of the standout features of Zendesk’s knowledge base software is its intuitive WYSIWYG (What You See Is What You Get) editor. With this user-friendly tool, creating and managing content becomes a breeze, even for non-technical users. You can easily format text, add images or videos, and organize your knowledge base articles with ease.

Analytics play a crucial role in evaluating the effectiveness of your knowledge base. Zendesk’s software provides robust analytics capabilities, allowing you to track metrics such as article views, search insights, and user engagement. With these valuable insights, you can continuously refine and improve your knowledge base content to better serve your customers.

Zendesk understands the importance of maintaining brand consistency and offers theme customization options. You can easily align your knowledge base with your company’s branding by customizing the layout, colors, and design elements. This ensures a seamless experience for your customers as they navigate your self-service resources.

Curious to see what Zendesk has to offer? You can take advantage of their free trial to experience their knowledge base software firsthand. This trial period allows you to explore the features and functionality of Zendesk’s solution and determine if it’s the right fit for your enterprise.

Top Knowledge Base Software: BookStack

BookStack is an open-source knowledge base software that provides a simple interface and allows for structured organization of knowledge.

It offers a hierarchical structure with books, chapters, and pages, making it easy to categorize and search for content.

BookStack is free to use and has additional features like multi-lingual support and integration with diagram tools.

Top Knowledge Base Software: inSided

In today’s digital age, building a strong community and providing excellent customer support are essential for businesses to thrive. That’s where inSided comes in. As a powerful knowledge base software, inSided enables companies to create a vibrant community where customers can connect with each other, share insights, and find answers to their questions.

One of the standout features of inSided is its embeddable widget, which allows businesses to seamlessly integrate their knowledge base into their website or application. This on-page and in-app support ensures that customers have quick and easy access to relevant information at all times, reducing their reliance on support tickets and improving their overall experience.

But it doesn’t stop there. inSided also provides robust customer feedback tools that enable businesses to gather valuable insights from their community. By actively listening to their customers and facilitating two-way communication, companies using inSided can better understand their users’ needs and preferences, leading to improved products and services.

If you’re interested in taking your customer support and community engagement to the next level, inSided is the solution for you. For pricing information and to learn more about how inSided can benefit your business, contact the company directly.

Key Features of inSided:

• Build a thriving community of customers
• Embeddable widget for on-page and in-app support
• Powerful customer feedback tools

Top Knowledge Base Software: Notion

When it comes to versatile knowledge base software, Notion stands out as a powerful and multifunctional tool. It goes beyond being just a knowledge base and can be utilized as a database, notepad, project management tool, and collaborative writing space. This makes it an excellent choice for individuals and businesses alike.

One of the standout features of Notion is its collection of customizable templates. These templates allow users to create content with ease, whether it’s for project documentation, team workflows, or personal note-taking. With drag-and-drop tools, organizing and structuring information becomes a breeze.

Real-time collaboration is another essential feature offered by Notion. Teams can work together seamlessly, editing documents simultaneously and seeing changes in real-time. This fosters efficient collaboration and streamlines communication, ensuring everyone is on the same page.

Notion understands the importance of accessibility, which is why it offers a free plan for users to get started. This allows individuals and small teams to experience the benefits of Notion without any financial commitment. For those who need more advanced features and additional storage, Notion also offers affordable premium plans.

Overall, with its versatility, customizable templates, real-time collaboration, and free plan availability, Notion proves to be a top contender in the knowledge base software market. Whether you’re an individual seeking a personal knowledge base or a business looking for a comprehensive collaborative workspace, Notion has you covered.

Conclusion

Knowledge base software is an essential tool for organizations looking to provide self-service content to their audience and improve customer and employee support. The top-rated knowledge base software options, including Help Scout, Guru, Document360, Obsidian, HelpJuice, Zendesk, BookStack, inSided, Notion, and others, offer a range of features and affordability to suit different needs.

By choosing the right knowledge base software, businesses can enhance customer satisfaction and reduce support tickets. These software solutions provide a centralized repository of knowledge, allowing users to access information quickly and easily. With intuitive search functionality and user-friendly interfaces, these platforms empower organizations to create and organize self-service content efficiently.

Moreover, knowledge base software improves productivity by enabling employees to access critical information without relying on support teams. They can find answers to common questions, troubleshoot issues, and stay updated on company policies and procedures. With collaborative features and analytics, businesses can continuously improve their knowledge base, ensuring it remains up-to-date and relevant.

In conclusion, investing in the right knowledge base software is crucial for businesses to create a seamless self-service experience, enhance customer satisfaction, and improve productivity. The top-rated options provide a wide range of features and affordability, making them suitable for organizations of all sizes. Choose a knowledge base software solution that aligns with your specific needs and start reaping the benefits of a centralized repository of knowledge.

FAQ

What is knowledge base software?

Knowledge base software is a tool that helps organizations create, organize, and manage self-service content for their audience. It allows businesses to provide helpful information and resources to users, reducing the need for constant support.

What are the benefits of knowledge base software?

Knowledge base software offers several benefits to organizations. It helps improve customer support by providing self-service content, reducing the need for support tickets. Additionally, it improves employee productivity by providing a centralized repository of information, allowing employees to access critical information quickly.

What features should I consider in knowledge base software?

When choosing knowledge base software, it is important to consider features such as search functionality, customization options, collaboration tools, analytics, and multilingual support.

Which is the best knowledge base software?

There are several top-rated knowledge base software options available in the market. Some notable ones include Help Scout, Guru, Document360, Obsidian, HelpJuice, Zendesk, BookStack, inSided, and Notion.

What features does Help Scout offer in their knowledge base software?

Help Scout is a top-rated knowledge base software that offers a combined help desk and knowledge base solution. It includes features such as AI assist, Beacon web widget, and SEO optimization.

Can I try Guru before purchasing a plan?

Yes, Guru offers a free trial for users to experience its features before committing to a paid plan.

Is there a free plan available for Document360?

Yes, Document360 offers a free plan for small businesses to get started. However, paid plans are required for internal knowledge bases.

How does Obsidian differ from other knowledge base software?

Obsidian is a personal knowledge base software that stores all data locally on the user’s device using markdown files. It offers offline accessibility and a free plan for non-commercial users.

Does HelpJuice offer content personalization features?

Yes, HelpJuice offers content personalization, displaying different troubleshooting steps based on reader input.

What does Zendesk offer in its knowledge base software?

Zendesk offers knowledge base software as part of its customer service suite. It includes features such as a WYSIWYG editor, analytics, and theme customization. A free trial is available for users to test out the software.

Is BookStack a free knowledge base software?

Yes, BookStack is an open-source knowledge base software that is free to use. It offers structured organization and integration with diagram tools.

How does inSided help companies build a community?

inSided is a community platform that provides a knowledge base software with an embeddable widget for on-page and in-app support. It also offers tools for collecting customer feedback and facilitating communication.

Can Notion be used for personal as well as business use?

Yes, Notion is a versatile knowledge base software that can be used for personal as well as business purposes. It offers customizable templates, real-time collaboration, and a free plan for users to get started.

Source Links

• https://www.helpscout.com/blog/knowledge-base-software/
• https://www.zendesk.com/service/help-center/knowledge-base-software/
• https://document360.com/knowledge-base-software/