In 2025, collecting information and transfer are essential. An organization can't rely on scattered notes or tribal knowledge with teams that are distributed, hybrid workplaces, and complex products.
In 2025, collecting information and transfer are essential. An organization can't rely on scattered notes or tribal knowledge with teams that are distributed, hybrid workplaces, and complex products.
A modern knowledge base—centralized and easily searchable company information—is critical. It transforms “chaos into clarity” by bringing all critical content into one place and making it instantly accessible from anywhere. According to research, without an official knowledge management program, employees spend up to 8.5 hours a week looking for information.
Having the right bet with the appropriate tool can boost productivity while lowering redundancy, and give teams the ability to gather reliable and consistent answers when needed.
Knowledge base software is a specialized platform designed to help teams document, organize, and retrieve information. Many knowledge bases are organized around artificial intelligence which can interact and respond to user input.
Others are merely indexed encyclopedias. There are also readable by machines, knowledge bases that store content in system-readable ways. Solutions are based on what we call automatic deductive reasoning. When a user inputs a query, software assists to narrow down a solution.
The world has gone digital and expects answers immediately. Knowledge base software allows businesses to offer self-service support and training 24 hours a day, 7 days a week, In an age of remote work and want things right away.
For example, ProProfs says that a well-built AI-powered knowledge base may allow 24/7 self-help for clients while giving employees secure access to internal docs. These platforms cut down on support tickets and make sure everyone reads the same playbook by showing official responses instead of random Slack discussions or old PDFs.
They also improve SEO by making content web-accessible and often include AI features – such as chatbots and intelligent search – to further speed up finding information. As organizations prioritize digital transformation, integrating a knowledge base in 2025 is about scalability and resilience: it means new hires can onboard themselves, support can scale without hiring dozens of agents, and critical “tribal knowledge” survives staff turnover.
Here are the top knowledge base software solutions for 2025. Each section below describes what it does, its key characteristics, and who it is best suited for.
Slab is a modern wiki-style knowledge base focused on simplicity and collaboration. It brands itself as “knowledge base & wiki software” that helps you “build a culture of knowledge-sharing” by making it easy to create and organize documentation.
Slab makes writing and finding internal docs feel very clean and straightforward, especially for tech-savvy teams.
Best For: Product and engineering teams seeking a tech-friendly internal wiki.
Slite is a friendly, AI-enhanced knowledge base built for collaboration. It advertises “beautiful documentation” and “hassle-free adoption” with AI-powered search right from day one. Slite calls itself your team’s “knowledge home” that everyone will actually use.
Slite also uses AI: it offers an AI-powered search assistant and even suggests stale articles to update (a Knowledge Management panel).
Best For: Teams that value usability and an AI-friendly interface.
Waybook is a playbook-style knowledge base built specifically for procedures, training, and compliance. Imagine a library of step-by-step guides (like employee handbooks or safety protocols) with quizzes and tracking.
Best For: For Growing teams who will collaboratively use SOPs and training.
Atlas (by ClearPeople) is an enterprise-grade intranet and knowledge platform built on Microsoft 365. In essence, it transforms your Office 365/Teams environment into a rich knowledge portal. Atlas “unifies everything” on a single platform, combining document management, search, and social features.
Best For: Established business organizations and companies that are already invested in Microsoft 365 and want for an integrated knowledge portal.
GetGuru is an AI-powered answer engine designed for internal knowledge capture. Unlike a traditional wiki, Guru emphasizes integrating knowledge into your workflow (especially Slack and browsers). It uses machine learning to “capture” verified answers as cards.
Best For: Customer support teams and sales organizations that need fast, context-aware answers.
KnowledgeOwl is a feature-rich, user-friendly knowledge base platform aimed at both customer help centers and internal wikis. It touts itself as easy to use and highly customizable. KnowledgeOwl comes with a straightforward WYSIWYG editor and supports both public KBs (for customers) and private KBs (for employees) out of the same account.
Best For: Small to mid-size businesses that want a clean, flexible knowledge base with lots of control.
phpKB is a knowledge management solution that offers both on-premise and cloud options. It bills itself as “AI-driven” and focuses on structured support content. The interface is classic: you have categories, articles, FAQs, and an optional customer portal.
Best For: Government organizations and organizations that need an on-premises or highly customizable KB.
Archbee is a modern documentation platform favored by engineering and product teams. It positions itself as a “docs as code” solution with powerful collaboration. Archbee supports rich content blocks (Markdown, code snippets, diagrams, changelogs, OpenAPI references, etc.) so developers can include live API specs or embed code samples directly.
Key Features:
Best For: Software teams and API-driven companies that need developer-style documentation with collaboration.
ProProfs KB is an all-round knowledge base platform that leans on AI to streamline support. It’s marketed as an “AI-Powered Knowledge Base” that can cut support tickets dramatically. The product offers a familiar experience: you have a Word-like editor, plenty of templates (for help centers, manuals, FAQs), and roles/permissions for different authors.
Best For: Customer service teams and small businesses that want a straightforward knowledge base with built-in support features.
GitBook is a documentation platform built for technical teams and dev-friendly workflows. Think of it as a modern Git-backed wiki: it offers a live multi-user editor and optional Git integration. GitBook’s interface is straightforward, with a markdown-like editor and hierarchical spaces/collections to organize docs.
Best For: Software and product teams that need developer-style documentation.
Shelf bills itself as a next-generation knowledge management platform with a strong AI angle. It’s particularly focused on ensuring the quality of knowledge, which it says is critical for using AI effectively. Shelf offers a context-aware search assistant: a “Search Copilot” that leverages AI to answer questions, and an answer suggestion engine that pops relevant info into Slack or your service desk interface.
Best For: Enterprise-scale support centers and knowledge management teams that need AI-powered quality control.
Nuclino calls itself “your team’s collective brain. It’s one of the simplest, fastest and collaboration tools that integrates docs, notes, and tasks in the same tool. Everything is in real time: pages auto-save as you type, and you see collaborator typing live. Nuclino has multiple ‘views’ for your content — lists, and tables and even a visual graph view to map relations, so teams can document knowledge in any method that ‘clicks’.
Best For: For start-ups and creative teams that require both project planning and documentation.
Bloomfire is an enterprise knowledge-sharing platform with focus on collaboration and insights. Its core value is fast knowledge discovery: Bloomfire’s AI-powered search and suggestion engine allow employees to find answers in three clicks or less.
Best For: Big companies and organizations that rely on knowledge and need a strong, social knowledge ecosystem.
Helpjuice is a powerful and customizable knowledge base solution aimed at self-service. Its motto is to make your KB “actually get used” by turning docs into fast answers with AI. Helpjuice offers unlimited categories and articles, complete version history, and a full approval workflow.
Best For: Companies of all sizes that need a feature-rich, enterprise-grade KB.
Choosing a top knowledge base tool is just the start. To truly benefit, it’s crucial to keep the platform updated and engaging: invite team members to contribute content, respond to comments promptly, and regularly audit content for accuracy.
In summary, a strategic knowledge base is a force multiplier for any organization. These tools span from simple, intuitive wikis (like Slab or Nuclino) to full enterprise solutions with AI and governance (like Atlas and Shelf). The right choice depends on your team’s size, technical comfort, and specific needs (customer support vs. internal documentation, global multi-language vs. single-language, etc.).
Begin with the platforms that align with your company culture and objectives, and then invest effort in building quality content. With persistence, your knowledge base will become an engine of efficiency – turning scattered information into accessible, actionable knowledge that drives your organization forward.
Q: How do I know which tool is right for my team?
First, make a list of what you need. For example, advanced searching, mobile-friendly, or DevTools integrations. Then choose something that fits based on your situation: if you like code, you can use something that is developer-friendly. If you're in a business environment, you will find something that works within your current system.
Can a knowledge base really cut down on support tickets?
Yes! Instead of answering the same question a million times, people just find the answer themselves. You’ll spend less time on tickets and way more on fun stuff.
How do I keep content up to date?
Choose a tool that reminds people to update old articles—like a calendar nudge. Assign someone to own the content so nothing goes stale.
What are the primary benefits of implementing a knowledge-based tool?
Finding and using the right knowledge base tool can improve productivity and properly steward knowledge by centralizing information that is directly accessible. The right tool will cutredundancy, allow teams to find reliable answers faster and all work off the same information.
What’s the fastest way to get started?
Pick a small slice—maybe customer support or onboarding. Transfer the most asked questions over, get the team using it, then expand. One step at a time, no overwhelm.
