Top 7 Knowledge Base Solutions of 2025: Ranked & Reviewed for Your Business

Looking for quick recommendations? The top choices in knowledge base software are Freshdesk and HubSpot Knowledge Base.

Are you trying to decide which knowledge base software fits your business needs?

This guide reviews and ranks the best knowledge base platforms based on ease of use, search capabilities, help desk features, pricing, support, and more.

Let’s dive into the list.

Please note, I may earn affiliate commissions from some links below at no extra cost to you if you choose to purchase a paid plan. These are the tools I have personally tested and recommend for launching and managing a knowledge base. For more details, read my privacy policy.

Let’s get started!

Here’s a list of some leading knowledge base platforms to consider this year.

Overall best knowledge base solution (Pricing: Free to $99/month).

Freshdesk is a cloud-based knowledge management tool designed to help you create a self-service help center for customers. It streamlines the process of providing solutions for common questions and issues. The platform also assists in keeping documentation current, managing access permissions, and organizing content. You can create tutorials, FAQs, and DIY guides, with a user-friendly text editor offering various formatting options and easy embedding of images and graphics.

Key features include:

Advantages of Freshdesk:

Pricing Options: Freshdesk offers five plans, including a free tier:

All plans support core functionalities like ticket management, email and social integrations, trend reports, and more, plus a 21-day free trial.

Ideal for large enterprises ($360 per month).

HubSpot Knowledge Base is a tool designed to organize and manage your knowledge resources, ensuring your team and customers always have access to reliable information. It analyzes your support tickets, common customer questions, and frequent conversations to generate relevant content automatically.

This platform creates answers to frequent customer inquiries, helping to reduce support requests and save time. Customers can easily browse, discover, watch videos, or refer to your knowledge articles across devices. It also optimizes your content for search engines, making it easier for people to find your articles online. You can personalize the look and feel of your knowledge base, preview how it appears on different devices, and enhance user experience.

Furthermore, HubSpot can synchronize with email and live chat solutions, making your support content straightforward to find. This integration helps ensure your most relevant articles are always accessible and up to date, providing seamless support interactions.

Key features of HubSpot Knowledge Base include customizable SEO-friendly structures to improve visibility, automatic tracking of customer behavior to prevent repetitive content, and analytics that reveal gaps in your knowledge base. It also includes conversational bots that assign appropriate support agents and relevant articles to specific customers, elevating live chat and personalized communication.

The platform offers numerous advantages, such as a complimentary demo, ticket management that streamlines issue assignment, automatic email-to-ticket conversion, and advanced routing and escalation of support tickets. It also provides live chat and chatbot options on your website, detailed reports on performance metrics, and tools to enforce customer service level agreements. You can restrict access to certain pages and use a collaborative inbox to manage multi-language customer communications efficiently.

The HubSpot Knowledge Base is available only with the Professional and Enterprise plans, priced at $360 and $1,200 per month, respectively. Both tiers include features like one-on-one video creation, video hosting, survey tools, and more to enrich customer engagement.

3. LiveAgent.

Best suited for creating a knowledge base using ready-made themes at a cost of $15 per month, LiveAgent offers a comprehensive help desk platform that allows you to add articles, develop forums, and gather customer feedback. Setting up your knowledge base is straightforward, involving just four steps: creation, configuration, customization, and content upload. It enables you to manage customer queries effectively without ongoing direct engagement, streamlining support processes and allowing you to focus on other priorities.

Companies managing multiple products, brands, and services can set up unlimited knowledge bases under a single account, each with its own unique look, content, and layout. The platform also connects seamlessly with various communication channels such as Gmail, Viber, contact forms, Slack, Twitter, and Facebook, enabling better customer engagement.

Key features include a WYSIWYG editor that allows easy formatting of knowledge base articles with headings, images, and colors. You can customize the customer portal to suit different products and customer types, adding features like feedback boards and forums. The system also offers three themes—Classic, Minimalist, and Montana—that you can personalize by adjusting colors for icons, buttons, headers, and other elements to match your brand identity.

LiveAgent offers several advantages, such as integration with popular platforms like WordPress, Shopify, Magneto, and Mailchimp. It supports over 200 features across multiple communication channels, features a simple four-step setup process, and allows for differentiated content for agents and customers. You can also add your brand logo, headers, footers, and embed virtual call centers or customize themes using CSS and HTML. These tools enable effective customer support management through dedicated help desks.

Pricing plans for LiveAgent’s knowledge base platform include four options tailored for different business sizes. The Basic plan for small businesses costs $9 per agent monthly, the Medium plan at $29, the Large at $49, and the Enterprise at $69. Both plans are suitable for small organizations, individual entrepreneurs, and professional marketers, and they come with a free 14-day trial that requires no credit card.

Moving on, ZenDesk is an ideal solution for integrating customer ticketing and live chat with your knowledge base, starting at $79 per month. It allows you to organize your internal knowledge and make it searchable for easy access. ZenDesk supports customer service, ticketing, and seamless integration of articles into support tickets. You can target specific audiences, such as support agents or particular customer segments, with tailored content. Pre-designed templates help ensure your articles maintain a consistent, professional appearance with rich formatting options.

ZenDesk enhances customer support through in-context self-service features, including Web Widget and Mobile SDK, which enable users to access help articles within your products or website. Agents can create new articles, flag outdated ones for updates, and embed self-help content across various platforms like blogs and product pages.

Key features include an updated forum for real-time customer issue tracking, which compiles data from your support team to update FAQs, product info, and policies. It also supports translation in over 40 languages, making your knowledge base accessible globally. The interface is customizable with themes, allowing you to control the appearance and organization of your help center based on your branding and customer needs. and more reader-friendly version of the content, keeping all HTML tags intact:

preferences. You can also set up multiple help centers to serve different groups, regions, or brands.

Built-in Reports allow you to analyze what your customers are searching for. These reports help you find content gaps and decide what new articles to create.

Advantages of Zendesk include AI-powered article suggestions, the ability to restrict content access based on visitor type, automatic saving of drafts, integration with CRM tools like Sunshine for better service, and managing articles, live chat, and tickets all from one dashboard.

Pricing details show that Zendesk offers plans such as Sell Team at $19 per agent/month, Sell Growth at $55 per agent/month, and Sell Professional at $115 per agent/month, all billed yearly. The Suite Professional plan offers deeper collaboration, routing, and analytics features.

Zendesk also provides knowledge base tools with different plans, including:

– Sell Team at $19 per agent/month
– Sell Growth at $55 per agent/month
– Sell Professional at $115 per agent/month

The higher-tier plan allows for more advanced collaboration and insights.

ProProfs is ideal for team collaboration and controlling content access, starting with a free plan at $70 per month. It is a comprehensive platform for creating online knowledge bases, user manuals, documentation, FAQs, wikis, and even training videos for more engaging learning. It also functions as a project management and task management tool, helping teams work together smoothly.

ProProfs can connect with various communication tools like help desk systems, live chat, analytics, and more, including Google Analytics, Wufoo, Freshdesk, Salesforce, and its own Help Desk and Live Chat services. These integrations aim to reduce customer support tickets and improve team cooperation.

Setting up a knowledge base with ProProfs is straightforward and involves five simple steps: defining your goal and audience, selecting templates or starting from scratch, customizing your design, importing documents (like PDFs) and multimedia, and finally publishing your content.

The platform supports creating both private knowledge bases for employees and public ones for customers. Common features include centralized information, unlimited editing, content access controls, and compatibility across all devices.

Key features include:

– Highly searchable, mobile-friendly knowledge bases and manuals
– Team collaboration with role-based access—administrators, viewers, editors, contributors
– Analytics and reports to understand what users seek, keyword effectiveness, and content improvement needs

Pros of ProProfs include 24/7 self-service support and instant access to knowledge resources for users, making it easier for customers and teams to find answers quickly.

Pricing Options:

ProProfs offers three subscription plans:

You can try any paid plan free for 15 days, which allows you to explore all features. The Premium option enables you to create unlimited public or private knowledge bases and includes advanced features such as API access and white-label customization.

Ideal for team collaboration and extensive customization ($120 per month).

Helpjuice enables you to organize your company’s knowledge base in a central hub. It allows teams and customers to access, share, and manage information effectively. The platform offers numerous custom themes and editing tools to tailor your content, along with features like unlimited formatting, SEO optimization, and history restoration.

You can set different privacy levels to keep internal information secure or provide public access for customer FAQs.
Key features include:

Benefits include:

Pricing Structure:
Helpjuice provides four plans:

All plans include a 14-day free trial, expert customization, and dedicated customer support.

Designed for seamless employee onboarding ($5 per month).

Guru is a platform that helps you organize company knowledge and access it anytime from anywhere. Acting as a corporate wiki, it stores all relevant information in one accessible system. The unique “Capture” feature gathers data from sources like Google Docs, Slack conversations, and various company apps, making knowledge collection effortless.

Using AI technology, Guru suggests relevant information to users, reducing manual searching. Its machine learning capabilities continuously improve its functions based on how your team works. Additionally, features like Verification Workflow and browser extensions ensure team members access accurate and up-to-date information.

Guru offers three different plans:

All paid plans come with a 30-day free trial. Features include browser extensions, Slack integration, verification, unified search, commenting, public cards, and more.

Knowledge base software helps organizations create a centralized library of information designed to answer customer questions efficiently. These tools enable you to organize documents, FAQs, tutorials, and other materials in compatible formats. A knowledge base functions as an online resource center where users can quickly retrieve answers. By providing documentation, guides, and FAQs, this automated system simplifies access to vital information for both employees and customers. You can restrict access based on user groups, such as staff, select clients, or the public.

When selecting a knowledge base solution, look for these essential features:

Your knowledge base should feature an intuitive search engine that helps users find answers swiftly. It should deliver accurate results even if users enter incomplete or misspelled keywords, ensuring a positive experience.

The platform must be easy to navigate and manage. A simple, clean dashboard simplifies the process of editing and updating hundreds of articles, allowing you to maintain engaging and relevant content effortlessly.

Select software that enables collecting user feedback and tracking key performance metrics, such as the most viewed articles or search terms. Integration with tools like Google Analytics and advanced data visualization options can provide comprehensive insights and help refine your content strategy.

An effective system for categorizing and classifying content is crucial. Tools that allow the creation of folders and categories help users navigate easily and keep your content structured and up to date.

Ensure your knowledge base platform offers data backup options to prevent loss of information. This feature is vital for retrieving past articles and maintaining data integrity for future use.

Your platform should support SEO best practices, including mobile responsiveness, optimized titles, meta tags, and high visibility on search engines. Automation, content management, analytics, and social media integration are also important for maximizing reach and effectiveness.

Most knowledge management systems operate with similar core functionalities. To illustrate, here’s a brief overview using ProProfs as an example: after logging into your dashboard, you’ll find options like Add New, Preview, Sites, Files, Settings, Reports, and Table of Contents. These tools help you organize, review, and publish your content efficiently, making it easier to manage your knowledge base and keep information current.

In the corner of the interface, you’ll find options like “Revision history” and “Delete page.” Other important settings include “Tab view,” “Save page,” and “Edit account.” The “Add New” button lets you create multiple folders, pages, toggle tags, and more, helping you organize your data effectively.

The “Preview” feature allows you to see how your homepage will look once published. Here, you can also set the visibility of your knowledge base by choosing which pages are private and which are accessible to everyone. The “Sites” tab enables you to create new help sites and manage multiple sites all at once.

Here’s a simple guide to creating help sites using ProProfs:

Start by logging into your dashboard. After signing up and entering your details, you’ll be redirected to the main page. Click on the “Sites” option, then select “Create New Site” from the knowledge base dashboard.

Next, you’ll be prompted to input your site’s URL and name. After entering this information, click the “Create” button. You can then choose from various customizable templates or start building your knowledge base from scratch. Templates already have a structure in place, so you’ll only need to replace the content with your own. To begin editing, click on the “Edit Home” button.

If you want to upload media files like photos, PDFs, or documents, click on the “Files” option next to the “Sites” tab. The “Settings” tab beside “Files” allows you to manage your help sites, add or remove users, customize content, upload your brand logo, and more. You can also integrate your site with tools like Google Analytics or Salesforce for enhanced functionality.

Once you’ve completed editing, click on “Preview” to review your site before publishing. To add team members or collaborators, navigate to the “Users” tab in the settings, click “New User,” fill in their details, and then hit “Create” to finalize the process.

To add multiple users at once, you need to create a Microsoft Excel file with all user details. Click on the green “Microsoft Excel” button located on the right side to upload your file. Once uploaded, all users listed in the sheet will be automatically added to the system.

For editing user information, select the username you want to modify. Make the necessary changes and click on the “Save” button to update the details. If you need to remove a user, simply click on the “Delete” option found on the right side of each user’s row.

Customers increasingly prefer self-service options and FAQs, often choosing to find answers on their own rather than contacting support through traditional channels. This trend is expected to grow, with Gartner predicting that by 2030, a billion support tickets could be generated automatically by customer-operated bots.

Having a comprehensive and well-organized knowledge base helps reduce support ticket volume and empowers visitors to find answers independently. It’s a valuable resource for improving user experience by providing immediate access to information.

Here are some platforms you might consider if you’re looking to build knowledge bases and tutorials:

These tools are suitable for a variety of organizations, from startups and SaaS companies to large enterprises and small businesses alike.