13 Best Knowledge Management Software Tools (2025)

Effective information management plays a key role in driving success, and the ideal facilitator of this is knowledge management software.

Tools like these aid organizations in optimizing information sharing, decision making, and enhancing the overall efficiency of information use.

Given that an overwhelming 92% of users claim they would utilize a knowledge base if one was accessible, it’s safe to say that top-tier knowledge management software lays the groundwork for successful information sharing and self-service strategies.

This blog presents a comprehensive analysis of the most popular knowledge management platforms available in today’s market to help you make a great choice.

What is knowledge management software?

Knowledge management software is a collection of tools that businesses use to organize, store, locate, retrieve, and share information internally or externally.

This could include information about procedures, processes, best practices, and company policies.

Most knowledge management software tools provide a variety of functionalities that help improve efficiency in discovering knowledge, promote employee collaboration, and keep information up to date.

The 12 best knowledge management platforms for businesses

Navigating the knowledge management tools available in the market can be overwhelming, but we hope this article can help your decision-making process.

Here’s a rundown of the top 12 best knowledge management software platforms on the market.

1. BoldDesk

BoldDesk is a top-rated, powerful help desk software that empowers users to create comprehensive knowledge base solutions for both customers and support teams.

BoldDesk’s knowledge base software is renowned for its excellent features and tools that help businesses create self-service repositories for different products and departments.

BoldDesk offers a streamlined workflow automation for documentation, from designing to simple content creation, editing, styling, and publishing.

The platform’s AI capabilities further simplify the process for support agents to produce easily understandable articles in multiple languages.

BoldDesk ensures security and control with features such as roles and permissions, access control, password policies, audit logs, and IP restrictions, allowing you to manage and track content access.

Collaboration within teams is made easy through features like private notes and @ mentions. Additionally, its omnichannel inbox feature allows agents manage all customer conversations from different channels and share knowledge efficiently, in one place, for a smooth experience.

BoldDesk’s SEO and social media tools also enable the optimization of content for search engines and social platforms.

BoldDesk also offers branding and customization options, allowing you to tailor the knowledge management software with your company’s logo, colors, and login options.

BoldDesk’s knowledge management software makes it easy for support teams to provide real time responses to customer issues promptly using live chat software.

Features

The following features position BoldDesk as a market leader, delivering effortless self-service at an unbeatable price:

• The ability to create internal and external knowledge bases for multiple brands
• Seamless workflow automation to create unlimited articles
• Generative AI-based features
• A powerful article search function
• A simple yet powerful article editor
• On-page SEO tools for content optimization
• Efficient collaborative tools
• Article categorization
• Multilingual options
• Omnichannel inbox
• Real-time live chat software
• Unlimited article templates
• Content library tools like tags, categories, and sections
• Unlimited branding and customization
• Analytics and metrics on article performance
• Top-notch security and privacy

Pricing

BoldDesk has three pricing plans: agent-based, team-based, and unlimited agents. Users who opt for the yearly payment plan can enjoy a 20% discount, allowing them to access all the same features for less.

Agent-Based plans:

• Scale: $12 per agent/month
• Momentum: $25 per agent/month
• Enterprise: $39 per agent/month

Team-based plans

Include tiered pricing for teams with 10, 25, 50 or 100 agents.

• Scale: $49/month for 10 agents
• Momentum: $129/month for 10 agents
• Enterprise: $199/month for 10 agents

Unlimited Agents plans:

• Essential: $799 per month
• Pro: $1499 per month
• Business: Contact us

Free trial: 15-day free trial with instant access; no credit card required.

2. Document360

Document360 is knowledge management software suitable for big teams and enterprises that need to create, organize, and share knowledge easily.

It enables users to maintain multiple versions of documents for numerous projects, set up multiple users, and access analytics that will assist in maintaining the relevance of the knowledge base content.

Features

• Search engine with AI-powered recommendations
• Branding and customization options
• Integrations with third-party tools and applications
• Comprehensive analytics and reporting dashboards
• Collaboration capabilities

Pricing

Document360’s pricing is based on the number of projects users desire to create.

• Starts from $149 per project/month

3. Confluence

Confluence can be a good choice for teams using other Atlassian products seeking to create and share knowledge.

Confluence integrates smoothly with these tools to facilitate seamless knowledge sharing, enhance productivity, and promote collaboration on numerous projects.

It provides users with a rich template library to help them get started and track their changes on the fly.

Features

• Seamless collaboration with real-time editing, tagging, commenting, and notifications
• Integration with Atlassian’s software suite and other tools
• Security
• Full-text search
• Analytics reporting
• Templates

Pricing

• Starts from $5.75 per user/month

4. Guru

Guru is a stand-alone, AI-driven, and feature-rich platform that allows teams to capture and share knowledge. It uses AI to quickly suggest information to enhance productivity and improve response times.

Features

• AI-powered search engine
• Integrations with third-party tools and web browsers
• Analytics reporting
• Real-time editing and collaboration

Pricing

• Starts from $5 per user/month

5. Notion

Notion is a versatile, cloud-based workspace suitable for companies that need an all-in-one solution that merges knowledge management, project management, and other functions into a single system.

Features

• Flexible customization options
• Real-time collaboration
• Robust search engine
• Analytics and reporting

Pricing

• Starts from $8 per user/month

6. ClickUp

ClickUp is a knowledge management app that centralizes resources, communication, and team management into a single platform.

Its free forever plan provides a range of powerful and customizable features that allow users to create formatted knowledge bases.

Features

• Integration with third-party apps and tools
• Privacy and edit controls
• Collaboration capabilities
• Unlimited dashboards
• Analytics and reporting

Pricing

• Starts from $7 per month/user

7. Knowmax

Knowmax is an AI Guided Knowledge Management Platform, that empowers CX teams to deliver mistake-proof customer service across channels with actionable knowledge. It offers guided knowledge formats like interactive decision trees and picture guides along with standard knowledge base articles and FAQs. Knowmax Gen AI capabilities empower your agents with instant answers, knowledge authors with faster content creation, and admins with detailed insights to optimize knowledge content.

Features

• AI search for instant answers

• Omnichannel Knowledge Management solution

• DIY Knowledge Management Platform

• Interactive Decision Trees

• Visual Guides

• Detailed reports and analytics to regularly assess knowledge use  

• Update management system to keep agents updated with latest information  

• Quiz management for regular process knowledge tests (PKTs)

Pricing

• Contact sales for pricing

8. Zendesk

Zendesk is a customer support suite that allows users to create a knowledge base that stores, organizes, and shares valuable information with clients and staff.

Features

• Robust search engine
• Integrations with third-party tools
• Analytics and reporting
• Security
• Collaboration capabilities

Pricing

• Starts from $49 per agent/month

9. Bloomfire

Bloomfire is a cloud-based knowledge management solution that helps teams capture, organize, and share information. It uses AI-generated tags to categorize information and help users find information quickly.

Features

• Powerful search functionality
• Integration options
• Analytics and reporting
• Unlimited storage
• Advanced security and access controls

Pricing

Contact sales for pricing

10. Tettra

Tettra is an AI-powered knowledge base platform that centralizes company information. It offers a free version that primarily caters to small businesses.

Tettra focuses on delivering knowledge and posting questions and answers in Slack and Microsoft Teams.

Features

• Integration options
• Collaboration features
• Powerful search functionality
• Page and update request

Pricing

• Starts from $8.33 per user/month, up to 250 users

11. Bitrix24

Bitrix24 is open-source knowledge management software that specializes in project management. It supports collaborative document editing and workflow and process automation.

Features

• Robust search engine
• Integrations with third-party productivity tools
• Analytics and reporting
• Collaboration capabilities

Pricing

• Starts from $49 per month, up to 5 users

12. ProProfs

ProProfs is an all-in-one solution for creating a help center, a documentation platform, and both internal and external knowledge bases.

It assists teams starting from scratch with predesigned templates to create documents.

Features

• Easy content creation
• Collaboration capabilities
• Integration options
• Analytics and reporting
• Built-in templates

Pricing

• Starts from $20 per month

13. Slite

Slite is a knowledge management solution designed to help remote teams collaborate seamlessly. It allows companies to create onboarding guides and manage content libraries and projects.

Features

• Collaboration capabilities
• Robust search engine
• Integrations with third-party tools
• Analytics and reporting
• Security

Pricing

• Starts from $8 per member/month

Examples of knowledge management tools

The following are examples of different knowledge management solutions.

Knowledge base

A knowledge base serves as a searchable information repository consisting of common queries, information about and troubleshooting for products or services, and vital company details.

It provides crucial assistance to both customers and employees. It can be categorized as either internal or external, with the former serving employees and the latter assisting customers to find information quickly.

Learning management systems

Learning management systems (LMS) help businesses establish a strong foundation of knowledge management.

These systems enable company heads to design, manage, and administer lessons, courses, quizzes, and other training resources to their employees, students, or business partners.

Customer relationship management

Customer relationship management (CRM) systems are designed to store customer information that assists all teams involved in marketing, sales, and customer service in tracking prospects and customer information throughout the customer journey.

AI-powered knowledge management

AI-powered knowledge management tools leverage artificial intelligence capabilities to enhance information sharing and delivery. They use AI algorithms to:

• Better comprehend user questions and deliver customized outcomes and suggestions.
• Analyze historical trends to anticipate future needs.
• Identify potential knowledge deficits.
• Automate knowledge management tasks to boost efficiency.

Best knowledge management software features

The features of knowledge management solutions differ among platforms. Here are some essentials you should consider when selecting a suitable knowledge base solution for your business:

• Customization: The knowledge solution should have many customization options that enable users to tailor its design and user interface to suit your business requirements.
• Efficient search capabilities: Choose a knowledge management system with a powerful search function that will allow your team to quickly locate specific information.
• Article tracking: The system should include article-tracking functionalities to monitor edits, identify editors, discern modifications, and restore previous versions.
• Ease of access: The solution should be easily accessible to everyone with permission, even those with the lowest technical skills.
• Third-party integration: The knowledge management software should seamlessly integrate with your existing business systems, such as ticketing systems and project management tools, to further streamline processes and avoid duplication of efforts.
• Templates: An ideal knowledge management tool should provide highly adaptable, ready-to-use templates.
• Security: There should be appropriate security measures in place to safeguard sensitive internal knowledge base and customer information.
• Reports and analytics: Look for knowledge management software that incorporates reporting and analytics tools that track user interactions.
• Scalability: As the business grows, the solution’s capacity should adapt to suit the changing needs of the business.
• User feedback: An ideal knowledge management solution should have built-in features that allow users to provide feedback on the usefulness of the content.
• Ease of adding and editing content: The solution should offer an easy knowledge management process. It should incorporate a user-friendly interface such as a WYSIWYG, facilitating a simple way to add and modify articles.
• Collaborative features: Choose knowledge management solutions with features like real-time editing, commenting, and version control that empower multiple users to work together.

Benefits of a knowledge management solution

Consolidating all your information in a well-organized knowledge base may be a strategic process that requires commitment and ongoing effort. However, the gains it brings make it a worthwhile investment for your business.

Here are some benefits of implementing a knowledge management solution:

• Enhance efficiency: By centralizing information, knowledge base management solutions enhance accessibility and reduce the time spent searching for information.
• Facilitates collaboration: Knowledge management tools enable staff members from various departments to share ideas and update information as required.
• Seamless knowledge transfer to new hires: Knowledge management software helps with training by providing new employees with official training materials and a single source to answer questions about company products.
• Promotes self-service: External knowledge management tools provide clients with round-the-clock, location-independent access to information, allowing them to find solutions autonomously.
• Knowledge preservation: Knowledge management tools help retain company information even when experienced subject matter experts leave.

Summary of the top knowledge management solutions

The following table provides a summary of the top 12 knowledge management solutions discussed in this article.

Choose the right knowledge management platform for you!

Selecting the appropriate knowledge management tool for your business may seem like an overwhelming endeavor, particularly when you are presented with options that are almost identical.

It’s crucial to bear in mind that the best software isn’t a one-size-fits-all solution but rather one that is tailored to your specific needs. These needs can vary due to the size of your team, the budget allocated for such tools, and the preferred methodology for managing knowledge and projects.

Therefore, having provided a comprehensive analysis of the top knowledge base solutions available on the market, we are confident that you are now equipped to set sail on your knowledge management journey.

Suggested reads

• 7 Important Tips for Creating a Knowledge Base Effectively
• 3 Simple Knowledge Base Article Templates
• 7 Techniques to Improve Your Knowledge Base Design
• 7 Proven Best Practices to Improve Your Knowledge Base