Top 5 Best Knowledge Base Software Options for 2025

The customer education landscape has been evolving rapidly over the past few years and companies are realizing something: Customers don’t want to wait for replies. They want to get the answers to their queries by themselves. The numbers tell the story - Over 67% of customers prefer self-service to talking to a customer service representative.

What’s the solution? A robust knowledge base. But here's the catch - it's not just about dumping information online. Knowledge bases are dynamic platforms that transform knowledge into searchable, scalable resources. They're becoming the backbone for efficient customer enablement.

What is a Knowledge Base Software?

A Knowledge Base Software is a centralized system where you can create, store, and manage documentation like user guides, FAQs, troubleshooting articles, and how-to guides. Think of it as a super-smart digital library that makes it easy for people to find the exact information they need, right when they need it.

While simple websites can host documentation, dedicated knowledge base software offers essential features like powerful search functionality, content organization tools, analytics to track usage, and customization options to match your brand - all designed to make self-service support more effective.

Here are five knowledge base software providers in the market for you to evaluate:

1. Trainn

Trainn is a no-code platform that enables you to create a comprehensive knowledge base from the ground up without needing a design and development team. Trainn provides a built-in content authoring tool and the ability to edit after publishing them, making it the most efficient and scalable knowledge base software option.

Key Features:

• AI-powered content authoring suite
• AI Voiceovers in 25+ languages
• Interactive product documentation
• In-app knowledge base widget

Pros	Cons
Multi-format content support	Limited collaboration features
5-minute video creation process with automated zooms, spotlights, and summaries	Absence of support for eCommerce
Login-based personalization for private knowledge base	Limited integrations
SEO-optimized URLs
Category and learner-level analytics

Pricing Plans	Free Trial
Starter - $49 (only content creation suite)	Trainn offers a 14-day free trial with all features unlocked—no credit card required. Click here to try it out now!
Plus - $149 (only content creation suite)
Business - $249 (Content creation + Knowledge base + LMS)
Enterprise - Contact Us

2. Document360

Document360 is a knowledge base software that lets you create, and publish text-rich documents - be it software documentation, API docs, SOPs, or user manuals. They also provide AI tools to automate the document creation process.

Key Features:

• AI-powered Knowledge Base
• Text-rich documentation
• AI-powered search

Pros	Cons
High categorization abilities	The content type you can create within Document360 is limited
Ability to create API docs	No content personalization capability
	Monthly plans are capped with the $249 plan.

Pricing Plans	Free Plan Features
Free	Public + private knowledge base 250 articles 5 editors
Professional - $249/month
Business - $399/month (only annual plan)
Enterprise - Contact Sales

Trainn vs Document360: A Comparison

3. Helpjuice

Helpjuice provides users with deep customization features to create a knowledge base that best fits their brand’s design. They also provide real-time collaboration and article planners to help put out the best articles on time.

Key Features:

• AI step-by-step tutorial creator
• 100+ integrations
• AI-powered translations

Pros	Cons
AI-powered search assistant	Lack of a “suggestion mode” for collaboration
Version history	Table editor can be clunky
Dozens of themes for customization	Article preview sometimes does not fully reflect your editor

Pricing Plans	Free Trial
Single Plan - $120/month (4 users)	14-day free trial with an extension of up to 7 more days with a credit card.
Helpjuice AI - $99/month

4. Archbee

Archbee is a developer-friendly tool that focuses on a “content block” editor, team collaboration, and reviews. It helps you create code-heavy docs using integrations with tech apps.

Key Features:

• 30 custom blocks to add
• Reviewing and merging articles
• AI-powered search

Pros	Cons
Real-time team collaboration	lags in content and learner analytics
AI writing assistant	Does not provide multi-format content creation
Integrations with code-related apps	No persona-based grouping

Pricing Plans	Free Trial
Growing - $60/month	Free trial is available with all features unlocked—no credit card required.
Scaling - $250/month
Enterprise - Contact sales

Trainn vs Archbee: A Comparison

5. Proprofs

While Proprofs is a dedicated Knowledge Base tool, you can also connect it with their other tools like Proprofs Live Chat, Help Desk, and Survey, given that you own them as well.

Key Features:

• Ready to use templates
• Contextual help in articles
• Version control

Pros	Cons
Support for multi-format content	Content creation is limited to text
Article expiration	Limited third-party integrations
In-house integrations to expand support suite	Custom domain and white labeling is an add-on

Pricing Plans	Free Plan Features
Free	25 pages 1 author
Business - $79/month
Enterprise - Contact sales

How to Choose a Knowledge Base Software?

1. Plan Your Content Strategy:

First things first - what kind of content will you actually need? Will basic product documentation cut it, or do you need to go all out with video tutorials and technical docs?

Choosing the content types for your knowledge base comes down to your product’s learning curve complexity and its requirement for technical knowledge like coding.

The less complex and technical your product is, the less intricate your content needs to be. The more complex and technical your product is, the more intricate your content needs to be. The table below can help you understand this better. Here’s an image to help you understand this better:

2. Assess Your Content Creation Capabilities

Let's be real, creating content for your knowledge base is a time-consuming task, especially if you’re starting from scratch. So, before you commit to a platform, think about your team's bandwidth and skills.

The last thing you want is to plan for your team to create 10 video tutorials daily when they are already stretched thin. This is where your choice of platform really matters. Look for one that makes content creation a breeze, not a burden.

3. Plan for Scalability

Something people often overlook is the knowledge base’s capability to sustain over a long period. This means finding a knowledge base that will support a growing audience, and provide rich insights for you to make data-led decisions.

From a content creation perspective, the knowledge base should also make it easy for your team to organize your content better, and make edits to existing content without having to spend time creating new ones.

Trainn - The Only Knowledge Base Software with Built-in Content Creation

Trainn can help you with:

1. AI Content Creation: Create help videos, product documentation, and help articles, without developer or designer dependencies.
2. AI Voiceovers: With voiceovers in 25+ international languages, you can cater to your audience in different parts of the world through a single knowledge base.
3. Customization: Make the knowledge base truly yours by adding your brand logo, colors, and fonts.
4. Personalization: With Dynamic Grouping, you can group users based on their login and offer handpicked relevant content.
5. Rich Analytics: Get insights on article-level and learner-level analytics and assess your knowledge base holistically.