Best Internal Knowledge Base Software 2025
An internal knowledge base is a library or a repository that carries data and information for an organization’s internal use. Internal knowledge bases are a great method to make information more accessible for employees. Generally, knowledge bases house FAQs, How-to guides, and tutorials.
While, an internal knowledge base software is a tool that allows you to plan, create, organize and manage content for your audience.
In this article, we are going to provide you with knowledge base software that you can use to develop an internal knowledge base for your organization.
Let’s start.
Best Internal Knowledge Base Software
An internal knowledge base software allows you to improve your internal business communications, and make collaborations a lot easier. In addition to that, internal knowledge bases increase productivity in the employees. An internal knowledge base leads to higher revenues and smooth internal transitions.
However, it is necessary to develop an internal knowledge base to enjoy all these benefits. You can create your knowledge base through an online knowledge base software. In addition to that, there is multiple knowledge management software as well.
Let’s have a look at the options you can avail.
1. Document360
Document360 is a robust internal knowledge base platform suitable for companies and enterprises of all sizes. Big tech companies like Microsoft, Stackify, and Reggora use this platform as their internal knowledge management software.
Furthermore, this cloud-based platform is popular due to its broad collaboration tools. Apart from these, this internal knowledge base software has thorough capabilities to conduct analysis and reports.
Most importantly, this knowledge base software is user-friendly and is relatively easier to use. Below is provided a list of features for this knowledge base software:
- Markdown editor
- Intelligent search function
- Versioning
- User-hierarchy
- Rollback capacities
- Rich-media support
- Drive storage
- Performance and search overview
- SSL security
Meanwhile, the software is well-structured and designed. This is to say that the minimal interface complements its appearance and makes it more digestible to use.
Let’s have a look at the pros and cons of Document360’s internal knowledge base tool.
Pros
- Extensive collaboration features
- Responsive customer service support
- Thorough tools and analytics
- Valid for both internal as well as external knowledge bases
Cons
- Costly
- Offers fewer integrations
Pricing (for annual billing)
- $99 for startup businesses (includes up to 2 team accounts)
- $299 for regular businesses (includes up to 10 team accounts)
- $499 for enterprise businesses (includes up to 15 team accounts)
- Contact their team for custom price for enterprise plus business plan
Keep in mind that, pricing is different in the case of monthly billing. Head towards their website for a detailed look.
2. Slite
Slite is another internal knowledge base software that allows teams to work together and collaborate regardless of their location.
This knowledge base software is pretty handy and updated for the latest knowledge base features. In addition to that, slite also offers a document management solution for your technical documents.
Apart from all these, slite is not like any other class knowledge base software. With this internal documentation software, you can store any data and company information that you lack to manage on your own. The data varies from frequently asked questions to your meeting notes and analytics.
Slite offers a great user experience, thus it is a good choice as a team collaboration tool as well. As teams are composed of people from different backgrounds and experiences, this software is diverse for employees from all industries.
The search function is fast, and well-developed, which allows the entire team of workers to view the latest information through advanced search discovering functions.
Let’s have a look at the pros and cons of Slite’s internal knowledge base.
Pros
- Easy to use
- Both free and paid plans
- Allows multiple integrations
- Perfect for all team sizes
- Easy to access
- Various versions like android, iOS, desktops
- Ideal for an internal knowledge management solution and documentation
Cons
- Limited features for free plan
- Not good to use as an external knowledge base
Pricing (for annual billing cycle)
- Free trial available
- $6.67/member/month
- Contact them for custom plans for enterprises
The pricing is different in the case of monthly billing cycles. Head towards their website to get detailed insights into pricing and features.
3. Zendesk
Zendesk is one of the most common yet oldest software for internal knowledge bases. This software has a good reputation for both your customers’ support and team members. On top of that, this software generally results in customer satisfaction.
Apart from these, Zendesk can also be used as an external knowledge base software.
Furthermore, Zendesk offers some unique integrations for a better internal use case. This knowledge base software offers chat features for a collaborative workspace. Thus, your employees can work seamlessly with this tool in their hands.
Not just the above, but, this software easily imports file from Google Docs. It also allows multilingual content. In addition to that, this knowledge base system provides you with restoring capabilities. You can also take advantage of an AI-powered answer bot to respond automatically to customer emails and queries.
With this software, you can also set up a custom help center and a community page. This way, your customers can directly troubleshoot their issues on their own without needing to contact the customer service team.
This internal knowledge base carries these features:
- Latest ticketing system
- AI-powered answers
- Unified workspace
- Robust APIs
- Analytics and reporting tools
- Prebuild integrations and apps
- Chat support through messages, SMS, and voice
Apart from the features, each internal knowledge base has its pros and cons. Check out the pros and cons of this software.
Pros
- Pre-built integrations
- Well-tested tool
- Works well for both internal and external knowledge bases
- Good customer support features
Cons
- Little expensive
- Clunky usage
- Not a good choice for startups
Pricing (for annual billing cycle)
- Free trial available
- $49/user/month for a regular business
- $79/user/month for a regular advanced business
- $99/user/month for a regular premium business
The pricing for a regular enterprise business starts from $150 and goes up to $215 per user per month. Go through their website for a better insight into their pricing schemes.
4. HelpJuice
HelpJuice is a cloud base internal knowledge base tool. The design, format, and structure for this software are clear and modern.
This software allows the integration of powerful tools that offer thorough customization according to your needs.
This internal knowledge base is highly intuitive, and seamless for beginners. In addition to that, this software is developed in an easy-to-use manner.
This is one of those software, whose team helps you to initially set up your business. The software interface is instinctive, which makes it even readable.
Furthermore, this internal knowledge base provides enhanced analytical and reporting tools. This means the charts, graphs, metrics, and infographics allow your team to become more fruitful. Through these statistics, a team can easily predict what documentation should be updated, and what workflows should be automated.
Let’s have a look at its pros and cons.
Pros
- Works well for both internal and external knowledge bases
- Customizable
- Intuitive
- Modern interface
- Enhanced analytics
- Good reporting tools
- Impressive search engine functions
Cons
- Not much integrations
- Clunky features
- Not a good choice for beginners
Pricing
- $120/4 users/month for starter plans
- $200/16 users/month for run-up plans
- $289/60 users/month for premium plans
- $499/unlimited users/month for premium plus plans
Head towards their website for a detailed insight into features and pricing schemes.
5. Atlassian – Confluence
Confluence is a company that offers multiple software for its users. Atlassian is a knowledge base software. This internal knowledge base is the most simple tool for a business’s needs.
On top of that, this software comes in handy along with various ready-made templates that professional startup businesses can use.
You can scale your business securely with this knowledge base software. Not just this, you can easily organize the documentation and contents.
Apart from above all, you can enjoy the benefit of strict encryption and privacy features. This software comes in with a thorough risk management system, that you can use to shield your business’s information.
Furthermore, you can enjoy the benefits of security and administration features. Hence, this means that you can easily onboard more employees into your business and this software in a safe way. Thus, you can preserve your business’s sensitive or private information.
In addition to that, you can benefit from an unlimited storage option, always active customer support team, and evolved administration control features.
Let’s have a look at the pros and cons of this software:
Pros
- Good security features
- Pocket friendly
- Simple and easy to use
- Numerous ready-made templates
Cons
- Slow functioning
- Not a good option for an external knowledge base
- Simple, thus very limited features
Pricing
- Free trial available
- $5.5/user/month for the standard plan (up to 100 users)
- $10.5/user/month for premium plan (up to 100 users)
- Contact team for custom plans for larger enterprises of 100+ users
Check their website for more details on a simple internal knowledge base software.
6. Help Scout
Help Scout is another internal knowledge base software for your business’s needs. It works very well for both internal as well as external knowledge bases.
Help Scout provides an integration named Beacon. It is a chat widget that you can directly embed on your website. With this widget, you can provide access to the public for this knowledge base for customer satisfaction.
Furthermore, this software also offers a collaborative workspace. This feature allows your employees to work together and be more productive.
In addition to that, you can easily master the basics in less than an hour, since this software is designed simply.
On top of that, this software allows you to scale your business through productive work. They allow numerous integrations for enhanced results.
Let’s have a look at the pros and cons.
Pros
- 50+ integrations
- Simple
- Easy to use
- Enhanced collaborative features
Cons
- More focused on the external knowledge bases
Pricing (for annual billing cycle)
- $20/user/month for the standard plan (up to 25 users)
- $35/user/month for the plus plan (unlimited users)
- $60/user/month for company plan (unlimited users)
- Contact their team for an enterprise custom package
Go through their website to know more about their services and pricing schemes.
7. HubSpot – Service Hub
Service Hub is the knowledge base software offered by HubSpot. If you are seeking way exceptional and professional service for your customers, then this software is a good choice.
With this internal software, you can not only manage internal documentation but can also help your business by reporting through real-time chats.
This user-friendly software allows you to easily customize your workspace. Even with the high functionalities, this software is relatively easier to use in comparison with other advanced software.
In addition to that, you can have a quick overview of the software demo. Furthermore, this software offers multilingual support.
Moreover, Service Hub offers good content management tools and provides detailed reports and analytics to judge your progress and productivity.
Hub Spot is a good choice for larger enterprises, as they offer various other tech software that you can easily integrate into your knowledge management software.
The services for internal knowledge base software are not great, thus keep this software at the last of your preference list for internal knowledge base software.
Let’s have a look at the advantages and disadvantages for better insights:
Pros
- Easily customizable
- Numerous tech software integrations
- Great external knowledge base features
- Intuitive use
Cons
- Expensive
- Not good for internal knowledge bases
- Slow working
Pricing
- Free trial available
- $45/month for starter businesses
- $360/month for professional businesses
- $1200/month for enterprise business
Head towards their website to get a detailed insight into their services.
These are some of the most common internal knowledge base software. Go through each of them, see which one fits perfectly according to your organization’s needs, and team members.
In our opinion, Document 360 and Site can be a good choice for your business due to their vast analytics and report features. However, not just the analytics tools, but these internal knowledge base software allow numerous pre-built and custom integrations.
Again, it is not a good tactic to just go with a recommendation. Therefore, you should make the final decision upon a thoughtful consideration of technical facts. For example, keep in view your organization’s size in mind. Think of your employees and their expertise. Also, check which internal knowledge base software and which plan fits finely.
In addition to that, compare free and paid plans. List down your goals, and choose wisely for the best knowledge management software.
Conclusion
With a knowledge base, you can power up your employees’ productivity by significant levels. While choosing the right knowledge base for your company can be hard, thoughtful consideration of features and tools will ease your knowledge base selection process.
We have provided some internal knowledge bases along with their key features. The greatest need of a business regarding internal knowledge base software is customization.
On the other hand, hundreds of tools can useless if they do not fit your business’s needs. Thus, take a look at the knowledge base customization features.
In addition to that, judge your choice based on your goals, and we’re sure you’ll end up choosing the best one for your business.
