Top Knowledge Management Software Comparison
By Unknown Author | Published: 2025-02-23 | Category: Knowledge Management Software
About Knowledge Management Software
Knowledge management software helps organizations capture, store, share, and utilize collective knowledge and information. It centralizes expertise and resources, improving collaboration, onboarding, and decision-making across teams.
Scoring Criteria
- → Ease of Use
- → Collaboration Features
- → Search Functionality
- → Integrations
- → Content Management
- → Admin & Security
- → Pricing & Value
The Best Knowledge Management Software
#10
Microsoft SharePoint / Viva Topics
By Microsoft
Enterprise content management and knowledge discovery integrated within the Microsoft 365 ecosystem.
Platforms & Use Cases
Platforms: Web, Windows, Mac, iOS, Android
Best For: Intranet portals, Document management, Team sites, Enterprise search, AI-powered knowledge discovery
Key Features
- ✓Deep M365 Integration: Works seamlessly with Teams, Outlook, and other Office apps.
- ✓Document Management: Robust versioning, co-authoring, and permission controls.
- ✓Viva Topics (Add-on): Uses AI to organize content and expertise into topic pages.
- ✓Search: Enterprise search across Microsoft 365 content.
Scorecard (Overall: 8.1 / 10.0)
Pricing
Included with M365 Business/Enterprise plans
Contact Vendor
- SharePoint core functionality
Limitations: Depends on specific M365 plan
Viva Topics Add-on
$4.00 / monthly_per_user
- AI-powered topic discovery and curation
Limitations: Requires compatible M365 subscription
Pros
- + Unmatched integration with Microsoft 365
- + Powerful document management and security features
- + Scalable for large enterprises
- + Viva Topics provides innovative AI knowledge discovery
Cons
- - Can be complex to configure and manage
- - User interface can feel dated or unintuitive compared to modern wikis
- - Viva Topics requires additional licensing and setup
- - Best value requires deep M365 adoption
Verdict
"The default choice for organizations heavily invested in the Microsoft ecosystem, offering robust enterprise-grade document management and evolving AI knowledge features via Viva Topics."
#9
Helpjuice
By Helpjuice
Easy-to-use knowledge base software focused on customization and powerful search.
Platforms & Use Cases
Platforms: Web
Best For: Internal knowledge base, Customer self-service, Product documentation, Support agent resources
Key Features
- ✓Powerful Search: Real-time search with typo tolerance and multi-language support.
- ✓High Customization: Extensive theme customization options.
- ✓Analytics: Detailed reports on article performance and search queries.
- ✓Collaboration Tools: Internal commenting and author permissions.
Scorecard (Overall: 7.1 / 10.0)
Pricing
Starter
$120.00 / monthly
- Up to 4 users
- Core features
- Basic customization
Runway
$200.00 / monthly
- Up to 16 users
- Advanced customization
- More analytics
Premium
$499.00 / monthly
- Up to 60 users
- Full customization control
- Dedicated support
Pros
- + Excellent and fast search functionality
- + Highly customizable appearance
- + User-friendly interface
- + Good analytics features
Cons
- - Significantly more expensive than competitors, especially at lower tiers
- - Fewer out-of-the-box integrations compared to others
- - Pricing model based on user count can escalate costs quickly
Verdict
"A strong choice for organizations that prioritize best-in-class search and deep customization, provided the higher price point is justifiable for their needs."
#8
Slite
By Slite
A collaborative knowledge base focused on remote teams, blending docs and discussions.
Platforms & Use Cases
Platforms: Web, Mac, Windows, iOS, Android
Best For: Team documentation, Meeting notes, Onboarding guides, Process documentation, Remote team collaboration
Key Features
- ✓Clean Editor: Focuses on clarity and ease of writing.
- ✓Channels & Docs: Organizes knowledge into channels similar to Slack.
- ✓Discussions: Integrated discussion threads within documents.
- ✓Catch up: Highlights document changes and activity since last visit.
Scorecard (Overall: 7.6 / 10.0)
Pricing
Free
Contact Vendor
- Up to 50 docs
- Core editor
- Unlimited members
Limitations: Limited doc history
Standard
$8.00 / monthly_per_user
- Unlimited docs
- Read-only members
- Usage analytics
Premium
$15.00 / monthly_per_user
- Advanced permissions
- SAML SSO
- Priority support
Pros
- + Simple and intuitive interface
- + Good blend of documentation and discussion
- + Strong focus on remote team workflows
- + Generous free plan to start
Cons
- - Search functionality less powerful than some competitors
- - Fewer advanced formatting/embedding options
- - Integrations are growing but less extensive than leaders
Verdict
"An excellent option for remote-first or hybrid teams seeking a simple, collaborative space for documentation and asynchronous communication."
#7
Zendesk Guide
By Zendesk
Knowledge base software integrated with the Zendesk support suite, focused on customer self-service.
Platforms & Use Cases
Platforms: Web
Best For: Customer self-service portal, Help center, Internal support knowledge base, FAQ management
Key Features
- ✓Integration with Zendesk Suite: Seamless connection with Zendesk ticketing and chat.
- ✓AI-Powered Tools: Content Cues suggest needed articles, Answer Bot provides automated responses.
- ✓Article Lifecycle Management: Tools for review, verification, and archiving.
- ✓Customizable Themes: Brandable help center templates.
Scorecard (Overall: 7.3 / 10.0)
Pricing
Suite Team (Includes Guide Lite)
$55.00 / monthly_per_agent
- Basic knowledge base
- Integrated with ticketing
Limitations: Limited KB features
Suite Growth (Includes Guide Professional)
$89.00 / monthly_per_agent
- Multiple help centers
- Article lifecycle
- Content Cues
Suite Professional (Includes Guide Enterprise)
$115.00 / monthly_per_agent
- Custom roles
- Publishing permissions
- Answer Bot customization
Pros
- + Deep integration with Zendesk support tools
- + Strong features for customer self-service
- + AI tools assist in content gap analysis and automation
- + Scalable for support operations
Cons
- - Primarily focused on customer support use cases
- - Less flexible for general internal knowledge management
- - Can be expensive as part of the larger Zendesk suite
- - Collaboration features less robust than dedicated wikis
Verdict
"The go-to choice for companies already using Zendesk for customer support, providing a tightly integrated help center and self-service experience."
#6
Bloomfire
By Bloomfire
Knowledge sharing platform emphasizing AI-powered search and content discovery.
Platforms & Use Cases
Platforms: Web, iOS, Android
Best For: Market intelligence sharing, Sales enablement, Customer support, Research management
Key Features
- ✓AI-Powered Search: Deep indexing searches across various content types, including video transcripts.
- ✓Q&A Engine: Allows users to ask questions and get answers from subject matter experts.
- ✓Content Curation: Tools for organizing and highlighting important information.
- ✓Engagement Analytics: Tracks content views, searches, and contributions.
Scorecard (Overall: 7.4 / 10.0)
Pricing
Standard
$25.00 / monthly_per_user
- Core platform features
- AI search
- Integrations
Limitations: Minimum user count may apply
Enterprise
Contact Vendor
- Advanced security
- Custom integrations
- Dedicated success manager
Limitations: Contact sales for pricing
Pros
- + Powerful AI search capabilities, including video
- + Strong Q&A feature promotes knowledge sharing
- + Good analytics on content usage
- + Supports various content types
Cons
- - User interface feels slightly dated compared to newer tools
- - Can be expensive, especially for smaller teams
- - Less emphasis on document creation/editing itself
Verdict
"A strong contender for organizations prioritizing deep search across diverse content types and fostering a Q&A culture, particularly suited for insights and research sharing."
#5
Document360
By Document360
Software focused on creating customer-facing knowledge bases and product documentation.
Platforms & Use Cases
Platforms: Web
Best For: Public knowledge bases, Product documentation, Self-service customer support, Internal documentation
Key Features
- ✓Markdown & WYSIWYG Editors: Choice of editing experiences for content creation.
- ✓Versioning & Rollback: Manage document revisions and restore previous versions.
- ✓Categorization: Hierarchical category management for structured documentation.
- ✓Analytics & Feedback: Track article views, search terms, and collect user feedback.
Scorecard (Overall: 7.6 / 10.0)
Pricing
Startup
$119.00 / monthly_per_project
- 2 team accounts
- 1 knowledge base version
- Basic features
Limitations: Limited storage, Limited page views
Business
$239.00 / monthly_per_project
- 5 team accounts
- Multiple knowledge base versions
- More storage & page views
Enterprise
$479.00 / monthly_per_project
- 10 team accounts
- Private hosting options
- Advanced security
Pros
- + Excellent for public-facing documentation
- + Strong version control and content management features
- + Good analytics for customer usage
- + Clean user interface
Cons
- - Pricing based per project/knowledge base can be expensive
- - Less focused on internal team collaboration than others
- - Fewer real-time collaboration features
Verdict
"Ideal for businesses needing a robust platform to build and manage professional-looking public knowledge bases and product documentation for customer self-service."
#4
Slab
By Slab
A clean, focused knowledge hub for modern teams, emphasizing organization and search.
Platforms & Use Cases
Platforms: Web, Mac, Windows
Best For: Internal knowledge base, Team wiki, Onboarding, Documentation
Key Features
- ✓Unified Search: Searches across Slab content and integrated apps (Google Drive, Slack, etc.).
- ✓Topics & Hierarchy: Intuitive content organization using nested topics.
- ✓Clean Editor: Minimalist writing interface focused on content.
- ✓Integrations: Connects with popular workplace tools.
Scorecard (Overall: 8.0 / 10.0)
Pricing
Free
Contact Vendor
- Up to 10 users
- Unlimited posts & topics
- Core integrations
Limitations: Limited usage history, Basic features
Startup
$8.00 / monthly_per_user
- Unlimited users
- Usage analytics
- More integrations
Business
$15.00 / monthly_per_user
- Custom permissions
- SAML SSO
- Priority support
Pros
- + Clean, intuitive interface
- + Excellent unified search across integrated apps
- + Simple and effective content organization
- + Good free tier
Cons
- - Fewer advanced formatting options than some competitors
- - Collaboration features are basic
- - Limited customization options
Verdict
"A great choice for teams prioritizing ease of use, powerful search, and a clean interface for their internal knowledge base, especially those integrating multiple content sources."
#3
Guru
By Guru Technologies, Inc.
Knowledge management solution designed to deliver relevant information within existing workflows.
Platforms & Use Cases
Platforms: Web, Browser Extension (Chrome, Edge)
Best For: Sales enablement, Customer support knowledge, Internal comms, Onboarding
Key Features
- ✓Browser Extension: Access and capture knowledge directly within other web apps.
- ✓AI-Powered Search: Suggests relevant knowledge based on context.
- ✓Verification Workflow: Ensures knowledge stays accurate and up-to-date with expert verification prompts.
- ✓Analytics: Tracks knowledge usage and effectiveness.
Scorecard (Overall: 8.0 / 10.0)
Pricing
Starter
$6.00 / monthly_per_user
- Core KM features
- Browser extension
- Slack integration
Limitations: Limited users (up to 3 free), Basic analytics
Builder
$12.00 / monthly_per_user
- Knowledge triggers
- Advanced permissions
- More integrations
Enterprise
Contact Vendor
- AI features
- Advanced analytics
- API access
Limitations: Contact sales for pricing
Pros
- + Excellent workflow integration via browser extension
- + Strong focus on knowledge verification and accuracy
- + AI-powered recommendations
- + Good for customer-facing teams
Cons
- - Pricing can be higher than some alternatives
- - Less focused on long-form documentation compared to wikis
- - User interface can feel busy
Verdict
"Best suited for teams needing quick access to verified knowledge within their existing tools, particularly sales and support teams who benefit from contextual information delivery."
#2
Notion
By Notion Labs, Inc.
An all-in-one workspace combining notes, tasks, wikis, and databases with high flexibility.
Platforms & Use Cases
Platforms: Web, Windows, Mac, iOS, Android
Best For: Personal knowledge management, Team wikis, Project management, Note-taking, Content planning
Key Features
- ✓Flexible Blocks: Build pages using various blocks like text, images, tables, kanban boards, calendars.
- ✓Databases: Create powerful databases with different views (table, list, gallery, board, calendar).
- ✓Templates: Vast library of user-generated and official templates.
- ✓Collaboration: Real-time editing, comments, and mentions.
Scorecard (Overall: 8.1 / 10.0)
Pricing
Free
Contact Vendor
- Unlimited blocks for individuals
- Limited block trial for teams
- Basic collaboration
Limitations: Limited file uploads, Limited page history
Plus
$10.00 / monthly_per_user
- Unlimited blocks for teams
- Unlimited file uploads
- Version history
Business
$18.00 / monthly_per_user
- SAML SSO
- Private teamspaces
- Advanced page analytics
Pros
- + Extremely flexible and versatile
- + Intuitive block-based editor
- + Excellent free tier for personal use
- + Aesthetic interface
Cons
- - Search can be slow or less effective in large workspaces
- - Can feel overwhelming due to its flexibility
- - Offline mode limitations
- - Fewer enterprise-grade admin controls compared to some competitors
Verdict
"A highly adaptable workspace ideal for individuals and teams seeking flexibility for wikis, notes, and project management, particularly strong for creative or less structured knowledge."
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#1
Confluence
By Atlassian
A popular team workspace for creating, collaborating on, and organizing work and knowledge.
Platforms & Use Cases
Platforms: Web, iOS, Android
Best For: Internal knowledge base, Project collaboration, Team documentation, Meeting notes
Key Features
- ✓Rich Content Editor: Supports text formatting, macros, diagrams, and embedded media.
- ✓Templates: Pre-built templates for various use cases like project plans, meeting notes, etc.
- ✓Spaces & Pages: Organizes content into dedicated spaces and hierarchical pages.
- ✓Integrations: Seamless integration with Jira and other Atlassian products, plus numerous third-party apps.
Scorecard (Overall: 8.6 / 10.0)
Pricing
Free
Contact Vendor
- Up to 10 users
- Unlimited spaces & pages
- Basic features
Limitations: Limited storage, Community support only
Standard
$6.05 / monthly_per_user
- Up to 35,000 users
- Permissions
- Increased storage
Limitations: Some advanced features restricted
Premium
$11.55 / monthly_per_user
- Analytics
- Unlimited storage
- Advanced admin controls
Pros
- + Powerful integrations, especially within Atlassian ecosystem
- + Highly flexible and customizable
- + Robust collaboration features
- + Scalable for large teams
Cons
- - Can become complex and cluttered
- - Search can be slow with large instances
- - Steeper learning curve for some users
Verdict
"Excellent for teams already invested in the Atlassian suite, offering deep integration and powerful collaboration features for technical and project documentation."
Author information could not be loaded for this review.
Final Thoughts
The knowledge management software landscape offers diverse solutions, from flexible all-in-one workspaces like Notion to highly integrated platforms like Confluence and Microsoft SharePoint. Tools like Guru excel at delivering knowledge contextually, while Slab offers simplicity and unified search. Document360 and Zendesk Guide are strong for customer-facing documentation, whereas Bloomfire and Helpjuice focus on powerful search capabilities. Slite provides a clean experience tailored for remote teams.