9 Best knowledge base software in 2025

Discover the top 9 knowledge base software solutions of 2025 that can supercharge your information management and boost productivity.

Nagarathinammal

May 13, 2025

As businesses continue to scale, efficiently managing vast amounts of information becomes increasingly challenging. Whether it's internal documentation or customer-facing support content, knowledge base software has become a cornerstone for delivering the right information at the right time.

With the growing demand for streamlined knowledge management in 2025, the question remains: How do you choose the best knowledge base software for your business?

In this guide, we’ll break down everything you need to know—from understanding what knowledge base software is, to the top options available today that will elevate your team’s productivity and customer satisfaction.

What is Knowledge Base Software?

Knowledge base software is a digital platform that serves as a central repository to organize and store critical information—such as FAQs, tutorials, guides, policies, and troubleshooting content. This software enables both customers and employees to easily find answers to their questions, improving decision-making, productivity, and user experience.

Unlike collaboration tools like Microsoft SharePoint, knowledge base software is specifically designed for organizing and retrieving information quickly and efficiently. It also facilitates better knowledge retention, ensuring that valuable insights are accessible, even as staff changes occur.

Categories of Knowledge Base Software

Knowledge base software comes in various forms, catering to different business needs. Here are the key types:

Customer-Facing Knowledge Bases: These are designed for customers to find solutions to their problems without needing direct support from your team.

Internal Knowledge Bases: These are used within organizations for storing internal procedures, policies, and documents to improve team collaboration and efficiency.

Open Source Knowledge Bases: Open-source platforms provide flexibility for customization, allowing developers to adjust features as needed.

Hosted Solutions: These cloud-based platforms don’t require installation or maintenance on your end.

Self-Hosted Solutions: Installed on your servers, giving you full control over customization and data management.

Types of Knowledge Base Content

Knowledge base software can support a variety of content types. Some of the most common include:

Software Documentation: Guides on installation, troubleshooting, and feature explanations.

Product Documentation: Instructions on using your product, reducing customer support inquiries.

User Manuals: Step-by-step instructions for operating products or services.

FAQ Pages: Answering common questions to reduce support tickets.

Troubleshooting Guides: Helping customers resolve product issues on their own.

Installation Guides: Providing detailed steps to install and configure new products.

Standard Operating Procedures (SOPs): Detailing the processes employees must follow to complete tasks consistently and correctly.

Why Knowledge Base Software is a Game-Changer

There are several compelling reasons to implement knowledge base software within your organization:

Enhanced Customer Support: Customers can self-serve, reducing the need for support tickets.

Improved Operational Efficiency: Employees can quickly access essential information, boosting productivity.

Cost Savings: Reducing support tickets translates to significant savings.

Knowledge Retention: A well-maintained knowledge base ensures valuable information stays within the organization.

Key Features to Look for in Knowledge Base Software

When selecting the right knowledge base software, be sure to look for these critical features:

Advanced Search Functionality: A robust search engine to quickly find relevant content.

Customization Options: Ability to align the software with your brand’s identity.

Analytics and Reporting: Insights into content usage to improve knowledge sharing.

Collaboration Tools: Features that allow teams to collaborate and update content seamlessly.

Designing an Effective Knowledge Base

Designing a user-friendly knowledge base is essential for maximizing content discovery and enhancing user experience. Here are some design tips:

Visual Design: Use clear, readable fonts and color schemes that enhance the user experience.

Content Organization: Structure content with headers, tables, and interlinks for easy navigation.

Navigation: Create an intuitive navigation menu with clear categories and subcategories.

Search Functionality: Leverage intelligent tagging and keyword optimization to improve search results.

Most knowledge base software comes with pre-designed templates, allowing you to quickly launch a well-structured knowledge hub.

9 Best Knowledge Base Software for your business in 2025

If you're interested in establishing a help center or wiki, or if you simply need a solution to better manage your work-related notes, here are 9 best knowledge base software platforms that you should consider exploring.

1. Bullet.so

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“Notion website builder to build stunning websites”

If you’re looking for a best knowledge base software, Bullet.so is an excellent choice. It's perfect for both internal and external knowledge bases, offering essential features right from the start.

Bullet.so, a Notion-based Website builder, is a powerful content management system for storing, organizing, and retrieving content. It allows you to publish your content as webpages, making it easier for organizations to manage their content and increase productivity.

Bullet.so offers a comprehensive platform to manage and share knowledge seamlessly. Here are its standout features, organized by their benefits:

Efficient Content Organization

Bullet.so enables users to organize their knowledge base into categories, folders, and tags, simplifying content navigation. This structure makes finding, retrieving, and managing information easy, reducing time spent searching.

Centralized Information Storage

Store a variety of content—documents, notes, articles, and links—in one centralized repository. Bullet.so eliminates scattered data, ensuring all essential knowledge is accessible from a single platform, streamlining team operations.

Real-time Collaboration

Bullet.so supports team collaboration by allowing multiple users to contribute, edit, and update the knowledge base. This feature helps maintain up-to-date information and fosters team productivity, enabling smoother internal communication.

Custom Domain for Branding

With Bullet.so’s custom domain support, businesses can connect their knowledge base to a branded domain, enhancing professionalism and brand visibility in customer-facing portals.

Rich Media Integration for Enhanced Engagement

Bullet.so allows users to embed rich media—such as videos, images, and audio—within their knowledge base. This makes content more engaging and helps convey complex information more effectively.

Knowledge Sharing for Better Accessibility

Share your knowledge base easily with your organization or external users. Whether you need to share guides, FAQs, or training resources, Bullet.so ensures efficient knowledge dissemination, improving team workflow and customer satisfaction.

Pre-designed Templates for Quick Setup

Bullet.so offers pre-made templates to kickstart your knowledge base. These templates provide a structured format, helping you create professional, organized content without starting from scratch.

Advanced Security for Data Protection

Protect sensitive information with Bullet.so’s password protection and email verification features. These security tools ensure that only authorized users can access restricted content, maintaining confidentiality and trust.

With these features, Bullet.so simplifies the creation and management of your knowledge base, improving collaboration, security, and content accessibility—all while reinforcing your brand identity.

Overall, Bullet serves as a robust knowledge management solution, helping individuals and teams efficiently organize, access, and share information to enhance productivity and collaboration.

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Build your knowledge base today! Try Bullet.so for free!

2. Notion

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“Your all-in-one workspace for work, life, and everything in between.”

Notion is an all-in-one workspace that combines knowledge base functionality with task management features. It’s ideal for businesses looking for a flexible platform to organize documentation, wikis, and internal knowledge in a collaborative environment.

Notion Features

Seamless integration of project management and knowledge base capabilities

Extensive customization options to tailor the workspace to your needs

Rich media support for embedding images, videos, and more

Real-time collaboration for teams to update and share content instantly

Notion Pros

Highly customizable workspace that adapts to various business needs

Excellent for both individual and team-based organization

Simple and intuitive interface

Notion Cons

Lacks advanced knowledge base-specific features like analytics or ticketing

Can be overwhelming for users new to the platform due to its many features

Notion Pricing

Free for personal use; paid plans start at $8/month per user for businesses.

Notion is Best For...

Small to medium-sized teams that need a flexible and easy-to-use tool to manage both knowledge and tasks in one place.

3. Bloomfire

Bloomfire is a knowledge sharing platform that focuses on empowering employees to share insights and collaborate effectively. Designed to eliminate knowledge silos, Bloomfire centralizes content and makes it easily accessible through intelligent search features and personalized feeds.

Bloomfire Features

AI-powered search that indexes all content, including videos

Personalized content feeds based on user interests and activity

Integration with various third-party apps and internal systems

Q&A features for community-driven knowledge sharing

Bloomfire Pros

User-friendly interface with strong search and content discovery tools

Deep indexing for videos, which makes it ideal for media-heavy knowledge bases

Encourages collaboration with social-style knowledge sharing

Bloomfire Cons

Price may be prohibitive for smaller teams or businesses

Lacks some advanced customization options compared to other platforms

Bloomfire Pricing

Pricing is customized based on business needs; contact Bloomfire for a quote.

Bloomfire is Best For...

Medium to large businesses looking to centralize knowledge and encourage collaboration among employees across departments.

4. Zoho Desk Knowledge Base

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“Empower your customers with self-service”

Zoho Desk integrates its knowledge base with its help desk platform, making it an ideal solution for customer support teams. With Zoho Desk, you can create and manage multiple knowledge bases, both public and private, to provide users with self-service options.

Zoho Desk Features

Multi-knowledge base creation for public and private content

Customizable design options for branded help centers

Community forums for user-driven assistance and product discussions

Integrates with Zoho’s suite of customer service tools

Zoho Desk Pros

Easy setup and intuitive interface

Excellent integration with other Zoho products

Multi-channel support for customers

Zoho Desk Cons

Limited knowledge base customization compared to standalone platforms

Some features are only available at higher pricing tiers

Zoho Desk Pricing

Pricing starts at $14 per agent/month, with more advanced features available at higher tiers.

Zoho Desk is Best For...

Small to medium-sized businesses looking for an affordable help desk solution with an integrated knowledge base for efficient customer service.

5. Zendesk Knowledge Base

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“Self-service support that delights your customers”

Zendesk Guide is a comprehensive knowledge base tool integrated with Zendesk’s customer service platform. It enables teams to create a structured knowledge base for customers and agents alike, offering self-service options and ensuring seamless support.

Zendesk Guide Features

AI-powered search and chatbots to automate self-service responses

Content management features for easy updates and knowledge integrity

Integration with Zendesk’s suite of tools and third-party applications

Detailed analytics for content performance tracking

Zendesk Guide Pros

Excellent integration with Zendesk’s help desk software

User-friendly design and simple navigation

Powerful reporting and analytics features

Zendesk Guide Cons

Can be expensive for smaller businesses due to Zendesk’s tiered pricing

Setting up advanced workflows may require technical expertise

Zendesk Guide Pricing

Included in Zendesk’s pricing plans, which start at $55 per agent/month.

Zendesk Guide is Best For...

Businesses already using Zendesk who want an integrated knowledge base solution for both customer self-service and internal knowledge management.

6. Guru

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“Your company's all-in-one solution for trusted information”

7. HelpCrunch Knowledge Base

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“Self-service support that scales with your business.

HelpCrunch provides a user-friendly, integrated knowledge base solution aimed at helping businesses offer efficient self-service support. It’s great for teams that need a simple yet effective knowledge management system with built-in analytics.

HelpCrunch Features

Integrated knowledge base with help desk functionality

Powerful search capabilities for easy content discovery

Customizable design options for knowledge base pages

Analytics to track article performance and customer satisfaction

HelpCrunch Pros

Easy to use with minimal setup required

Great for businesses already using HelpCrunch's help desk features

Detailed analytics to track content effectiveness

HelpCrunch Cons

Limited to the HelpCrunch ecosystem (less flexible than standalone knowledge bases)

Lacks some advanced customization features compared to competitors

HelpCrunch Pricing

Pricing starts at $15 per user/month for the basic plan.

HelpCrunch is Best For...

Small to medium businesses looking for an all-in-one customer support solution with integrated knowledge base functionality.

8. Document360

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“Your knowledge base software for empowering customers and teams”

Document360 is a robust knowledge base software that helps businesses create both customer-facing help centers and internal knowledge bases. It’s ideal for businesses that need powerful content creation and management tools, with an emphasis on both external and internal knowledge sharing.

Document360 Features

Markdown editor and category manager for easy content creation

Multi-language support to cater to global teams

Advanced analytics to measure the effectiveness of knowledge base articles

Integration with a wide range of third-party apps and tools

Document360 Pros

Powerful editor and content management tools

Scalable solution for both small and large teams

Great for creating both internal and external knowledge bases

Document360 Cons

Can be expensive for small teams or startups

Requires some learning curve to use all features effectively

Document360 Pricing

Pricing starts at $49 per month for the basic plan, with higher-tier pricing for more advanced features.

Document360 is Best For...

Businesses of all sizes looking for a versatile, scalable knowledge base software solution that can handle both internal and external knowledge management.

9. Helpjuice

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“Deliver instant knowledge to your team and customers”

Helpjuice is a knowledge base software designed for businesses that need a powerful, intuitive platform to centralize and share their knowledge. It offers advanced customization options and an intuitive search feature, making it a great choice for teams looking to improve their internal and external knowledge management.

Helpjuice Features

Fully customizable knowledge base design and branding

Advanced search functionality powered by AI

Analytics and reporting tools to track content effectiveness

Multi-language support for global teams

Collaboration features for team-based content creation and updates

Helpjuice Pros

Highly customizable with a focus on user experience

Excellent analytics and reporting capabilities

Intuitive setup and easy-to-navigate interface

Helpjuice Cons

Higher pricing compared to some basic knowledge base platforms

Limited integrations with other tools and platforms

Helpjuice Pricing

Pricing starts at $120 per month for the basic plan with 4 users, with additional pricing based on the number of users.

Helpjuice is Best For...

Medium to large businesses looking for a highly customizable and scalable knowledge base solution with in-depth analytics and reporting features.

Choosing the Right Knowledge Base Software

Selecting the right software depends on your business’s specific needs. Ask yourself:

Is the platform user-friendly and easy to navigate for both team members and customers?

Does the software allow multiple users to collaborate in real-time and keep documentation updated?

Can the platform optimize content for search engines to improve visibility and organic traffic?

How much flexibility does the software offer for branding and layout customization?

Does the software integrate with your existing tools, like CRM systems, help desks, or project management platforms?

Does the pricing model fit within your budget while offering the features you need?

Can the platform accommodate your future growth and handle an increasing number of users?

Does the software provide the security features necessary to protect your sensitive information?

These questions can help narrow down your options and ensure that you choose a platform that aligns with your long-term goals.

Help Desks vs. Knowledge Bases: What’s the Difference?

Understanding the distinction between help desk software and knowledge bases is vital for improving customer support and internal knowledge management.

Help Desk Software Defined

Help desk software, like Zendesk, acts as a ticketing system for support teams to manage customer inquiries. While feature-rich, these platforms often come with a high price tag.

Add-On Knowledge Bases

Many help desk solutions, such as Zendesk Guide, offer add-on knowledge bases. However, access typically requires a full subscription to their help desk software, which can increase costs.

Why Opt for Dedicated Knowledge Base Software?

Dedicated knowledge base software is often more cost-effective and tailored for self-service strategies. It allows for easier content creation and management, enabling users to find information quickly.

📢 If you’re looking for an intuitive and affordable way to build a comprehensive knowledge base, Give Bullet.so a try!

EndNote

We hope this guide has provided valuable insights into selecting the right knowledge base software for your needs. Understanding your specific requirements is crucial in finding a solution that effectively meets them.

While knowledge base software is distinct from other categories like wikis and internal collaboration tools, many resources may not highlight these differences. It’s essential to conduct thorough research to distinguish between these types and their functionalities.

By applying the principles outlined in this guide, you can confidently choose a knowledge base software that enhances your organization’s efficiency and knowledge management.

📢 Create and organize your content effortlessly with our easy-to-use knowledge base software! Give Bullet.so a try today!

Frequently Asked Questions

1. What is the best knowledge management software?

Some of the best knowledge management software tools in 2025 are:

Bullet.so – Lightweight, fast, and user-friendly. Ideal for teams looking for a balance between simplicity and functionality.

Guru – Known for its deep integrations and workflow-first design.

Confluence – Comprehensive and enterprise-grade.

Notion – Versatile and visually customizable.

Document360 – Structured and ideal for support-heavy use cases.

Bullet.so is especially useful for startups, remote teams, and anyone looking for a quick-to-deploy internal knowledge base.

2. How does a knowledge base help customer support?

A knowledge base:

Empowers users to self-serve 24/7

Reduces repetitive queries and ticket volume

Improves agent efficiency and onboarding

Enhances customer satisfaction through faster resolutions

Tools like Bullet.so and Helpjuice enable support teams to manage and share accurate, organized information easily.

3. What’s the difference between a knowledge base and a wiki?

A knowledge base is structured, often customer-facing, and focused on providing clear answers and documentation.

A wiki is more collaborative and internal, often used to share evolving team knowledge.

Bullet.so blends both concepts – offering the structure of a knowledge base with the simplicity of a wiki.

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