Documenting knowledge has become a prerequisite for businesses these days, given the fact that there’s an overload of information that needs to be stored and managed securely for optimum use.

Effective documentation is highly beneficial for both large and small businesses, regardless of the industry they operate in. It reduces tickets - both internal and external, increases workforce collaboration, enhances employee productivity, streamlines business processes, and much more. And to achieve this, all you need is the right tool that helps you fulfill your documentation requirements with ease.

To make it easier for you, we have put together a thoroughly researched list of the best documentation software.

Before we get to the list of the best tools, let’s take a look at what it is that makes a tool the best.

What Makes Online Documentation Software the Best?

The best online documentation software should come equipped with unmatched features. It integrates seamlessly with third-party tools, offers a wide array of customization, collaboration, user management options and it should be user-friendly. Regardless of your target audience - employees or customers, the best online documentation software helps you create a compelling document that is searchable and accessible anytime, anywhere. It offers reports for you to know what are people searching for that they aren’t finding answers to, popular articles, poorly rated articles, and more.

The table below consists of a summary of features while you can also take a look at details about each of them including their pricing right after the table.

Top 20 Documentation Software and Their Key Features

Documentation Software
Key Features
ProProfs Knowledge Base
  • 25+ ready-to-use, professionally built templates
  • Add images & videos to your documentation
  • Improve collaboration - define roles & permissions
  • Add your company branding & colors
  • Get delightful reports & analytics
  • 100+ settings & integrations

Get Started Free(Pricing starts at $0)

Bit.ai
  • Real-time document collaboration
  • Write and edit content with smart editor
  • Built-in document tracking
DocuWare
  • Import and index documents
  • Track edits and save changes made to your document
  • Automate workflows and assign tasks easily
Atlassian Confluence
  • Create documents with customizable templates
  • Set flexible permissions
  • Create content collaboratively
StepShot
  • Identify wrong content with OCR technology
  • Customize documents without coding
  • Export content in multiple formats
ClickHelp
  • Publish content in various formats
  • Save unlimited versions of your document
  • Single sign-on and regular backups for document security
Process Street
  • User-friendly interface to create a structured process document
  • Single sign-on and regular backups for document security
  • Assign workflows and monitor team activities
Paligo
  • Set conditions to filter content
  • Write and edit with XML based editor
  • Compare different versions of a document easily
Docusaurus
  • Create new versions of documents
  • Translate content in over 70 languages
  • Write content with Markdown editor
Heflo
  • Effective version control system
  • Export or import files easily to your document
  • Write and edit with WYSIWYG editor
DocuShare
  • Simple text editor to write and edit content
  • Customizable templates to create content the way you want
  • Save different versions of your document and keep track of the changes made
Documize
  • Create a natural flow of your content for better readability
  • Import word docs easily
  • Reusable templates to help you create documents with ease
Nuclino
  • Store previous versions of your document to track changes
  • A powerful search mechanism
  • Assign roles to users
Zoho Workdrive
  • Upload bulk files instantly to your documentation
  • Keep your folders private or public
  • Assign roles to users and control access
Dokit
  • User-friendly interface to create content easily
  • Track revisions, check updates, and manage versions
  • Allow team members to work collaboratively
Doccept
  • Preformatted documents to build online documentation
  • Automate workflow management
  • Full-Text search system
Intellect Document Control
  • Set user permissions easily
  • Customize workflows and document controls
  • Set workflow for quality check
Adoddle
  • Document scanning and indexing
  • Seamless workflow and approval system
  • Archive documents easily
FormStack
  • Create documentation with customized templates
  • Set permissions for users and define their rights
  • Allow multiple users to manage your content
Qualityze
  • User-friendly interface to create documentation
  • Save previous versions of your document and track changes
  • Create workflows and track status of articles

Now, let’s take a look at the individual features, pricing, and why to use the above-mentioned online documentation software.

1.ProProfs Knowledge Base

Build and manage online document easily with ProProfs knowledge base

ProProfs provides one of the simplest documentation software. It takes care of all your documentation needs right from creation and customization to editing and finally publishing it. You get insightful reports with stats such as popular articles, poorly rated articles, failed searches and more. Its powerful features are instrumental in building documentation of all kinds - technical, training, IT, and the like.

ProProfs is being used by some of the leading global brands, including Adobe, Acer, Nissan, HighQ, and many others. It addresses various concerns such as reducing external and internal tickets, increasing team collaboration, streamlining business processes, and much more.

It helps you at three major fronts:

  • Streamlining knowledge management for businesses of all shapes
  • Reducing tickets and bridging knowledge gaps among employees
  • Ensuring smooth employee onboarding and support operations

Features:

  • Build any documentation with free designed templates Professionally Designed Templates

    Pick your favorite template and build any documentation you want in no time.

  • Access your documentation anytime, anywhere with ProProfs knowledge base Anytime, Anywhere Access

    Provide employees or customers anytime, anywhere access to your help sites.

  • Customize with your brand name, theme and logo in your Document Customization Options

    Choose from over 600 fonts, colors, and themes to design your document. Customize with your brand name and logo.

  • Create document in multiple languages 90+ Languages Supported

    Cater to your global audience by creating documentation in multiple languages.

  • Track documentation performance with insightful report Insightful Reports

    Get valuable insights into documentation performance. Know total searches made, failed searches, broken links, and much more.

  • Assign roles such as administrator, editor, contributor, and viewer Roles & Permissions

    Assign roles such as administrator, editor, contributor, and viewer to different users and groups. Take full control of who can do what in your documentation.

  • Add tooltips, lightboxes, and popups in documents Contextual Help

    Add tooltips, lightboxes, and popups to provide a guided tour to readers. Explain concepts, include pricing disclaimers, provide additional information, and much more wherever necessary.

  • Set conditions to control content visibility Conditional Content

    Set conditions to control content visibility. Hide or display specific content in your documentation based on the conditions.

  • Documentation Software 100+ Settings & Integrations 100+ Settings & Integrations

    Integrates seamlessly with third-party tools such as Zendesk, Salesforce Desk, Wufoo, and Google Analytics along with its sibling tools such as ProProfs Chat and Help Desk. 100+ settings to configure the tool the way you want.

Pricing starts at: $0

(forever free plan)

Why Use ProProfs Knowledge Base software?

Easy to Use

The software is carefully designed to ensure that people of all skill levels can use it. No hassles of software download or installation. No HTML skills required.

Customizable

You can customize the platform to match your branding. CSS helps you create documentation the way you want. Choose from over 600 fonts, themes, designs, and color schemes to customize your online document.

Robust Reporting

Insightful reports provide you a comprehensive view of how your documentation is performing. Get actionable insights into the number of searches performed, articles read, popular and poorly rated articles, and much more.

24/7 Support

Worry not, regardless of when and where you get stuck. Aside from the self-service support, you can also get in touch with us to clear your queries.

Trusted by Global Brands

Thanks to the software’s awesome performance, it has assisted businesses across the globe to address their concerns, both relating to customers and employees effectively.

2.Bit.ai

Bit.ai Document Collaboration for teams

Bit offers a robust solution for document creation and collaboration. Packed with powerful features, Bit is the perfect tool to simplify your processes and work smartly.

It’s an all-in-one package that helps you with multiple things, including software documentation, content management, document tracking, document management, and much more.

Designed carefully to work with companies working across a spectrum of industries, Bit is the perfect choice for document creation and management.

Features:

✓   Real-Time Collaboration

Allow your teams to edit documents together, and add real-time comments, regardless of where they are located.

✓   Document Tracking

Get actionable insights into the time users spend on your doc, how far they scroll, when do they stop scrolling and more.

✓   Templates

Choose from a wide variety of beautiful templates and themes that look great on multiple devices.

✓   Smart Editor

Style and format your content using the Smart Editor provided by Bit.

Pricing starts at:

$12/Up to 50 members/month

3.DocuWare

DocuWare document management software

If you are looking for digital document management and automated workflows, DocuWare is the right solution.

Available as both cloud and on-premise solutions, it is perfectly designed to align with your business requirements.

The software currently caters to global customers across a wide spectrum of industries right from retail and healthcare to manufacturing and government.

Features:

✓   File Import

Importing and indexing documents is a breeze with this feature. No user interaction with MS Office required.

✓   Versioning

Track edits and save changes made to your document. Get access to document histories anytime you want.

✓   Control Dashboard

Keep track of your workflows from a centralized dashboard.

✓   Workflow Automation

Automate workflows and set rules for document handling, assigning tasks, and much more.

Pricing -

Available on Request

4.Atlassian Confluence

Atlassian Confluence Documentation

Best known for its capability in building private as well as public technical documentation, Confluence is trusted by companies globally.

This software comes packed with powerful features that deliver an unmatched document-building experience, making it a great tool for documentation.

It allows you to conveniently write, organize, and share content, making it accessible to who so ever needs it.

Features:

✓   Customizable Templates

Ready-made templates to help create documentation, the way you want.

✓   Flexible Permissions

Set granular permissions and control who can do what in the document.

✓   Page and File Versioning

Track changes and revert to previous versions when required

✓   Real-Time Editing

Allow users to add comments, mentions, likes, etc. for collaborative editing.

Pricing starts at:

$10/month

5.StepShot

Stepshot documentation software

StepShot is one of the best documentation software for creating process documentation. Simple, powerful, and comprehensive, this software provides the perfect solution to build and share content easily. It’s best for enterprise consultants, IT operations teams, CEOs of organizations, and human resources.

Features:

✓   Easy Exporting

Export content in multiple formats such as PDF, HTML, PowerPoint, WordPress, and more.

✓   Customization

Its PDF template editor allows you to customize your document to match your brand. Coding not required at your end.

✓   OCR Technology

The software’s OCR technology helps you spot the wrong content and allows you to add it wherever it fits best.

Pricing -

Available on Request

6.ClickHelp

ClickHelp a tools for software documentation

ClickHelp is one of the best tools for software documentation. It houses unmatched features that help you build the finest documentation for your software. Striving to help firms reduce time while creating documents and increase conversion rates through improved user experience, ClickHelp is the best choice, especially for software vendors.

Features:

✓   Version History

You get to save unlimited versions of your document and track the previous changes made by users.

✓   Multi-Channel Publishing

Publish your document in multiple formats such as PDF, web page, and more.

✓   In-Depth Analytics and Reporting

Analyze how your document is performing with the help of useful insights into content quality, user behavior, and much more.

✓   Security and Reliability

Single sign-on, regular backups, cloud or on-premise hosting for your document, and much more to ensure that your documentation is secure.

Pricing starts at:

$43/user/month.

7.Process Street

 Process street document management system

Process street is majorly used to build processes or procedures documentation. Its intuitive interface makes it super easy to create documentation in no time.

The software allows you to keep track of recurring workflows, enhance collaboration, and monitor activities from a single dashboard.

A great tool for documentation, Process Street, can be used for accomplishing multiple goals such as employee onboarding, candidate screening, IT help desk support, and much more.

Features:

✓   Simple Interface

The software’s user-friendly interface allows you to create a structured process document in a hassle-free way. Its simple keyboard shortcuts and drag & drop system make it extremely easy to use this software.

✓   Collaborative Workflows

Assign workflows to your team, monitor the activities of team members and get notified on completion of tasks.

✓   Multimedia

Include images, videos as well as audio to your document to make it engaging for readers.

✓   Groups

This feature helps you manage the permissions of different users easily.

Pricing -

Available on request.

8.Paligo

Paligo technical documentation software

Paligo is an effective technical documentation software comprising stellar features and powerful functionality. The software is carefully designed to help you reuse content and create an excellent document. Paligo strives to transform technical documentation by empowering teams to create rich content by working collaboratively.

Features:

✓   Conditional Filters

Filter content by taking into account factors like product, audience, market, and more.

✓   Powerful Editor

The XML based editor offered by Paligo works great for structured authoring.

✓   Translations

Manage your translations smartly and get rid of shuffling through files for every language.

✓   Version History

Compare different versions or roll back to a previous version of your document easily.

Pricing starts at:

$119/author/month.

9.Docusaurus

Docusaurus open-source documentation software

Docusaurus is counted among the most popular open-source documentation software. It’s crafted to provide you with the best-in-class experience. With global clients from various industries in its kitty, Docusaurus is slowly positioning itself as the best project documentation software.

Features:

✓   Translations

Translate your documentation in over 70 languages and cater to a wider audience.

✓   Powered by Markdown

Write and edit content easily with Markdown.

✓   Document Search

Make search effortless for your audience.

✓   Document Versioning

Create new versions, rename existing document versions, and much more with this feature.

Pricing -

Available on Request.

10.Heflo

Heflo process documentation

Heflo is intuitive, cloud-based, simple to use, and is a good choice for your business process documentation requirements. The software provides a complete documentation solution allowing you to build professional, comprehensive, and beautiful online documents.

Features:

✓   Version Control

Store previous versions of your document to track changes

✓   Exportation and Importation

Export or import files easily to your document

✓   Diagram Library

Ready-to-use collection of diagrams that you can refer to create your own.

✓   Superior Design and Usability

The WYSIWYG editor allows you to write and customize content the way you want.

Pricing -

Available on Request.

11. DocuShare

DocuShare cloud-based documentation solution

DocuShare by Xerox is a cloud-based solution for all your documentation needs. It is simple, intuitive, and powerful, all at the same time. Packed with powerful features, this software helps you with the digitization and sharing of documents, capturing and managing knowledge, and much more.

Features:

✓   Customizable templates

Choose from a wide range of beautiful templates to build your documentation.

✓   Text Editor

Write and edit content easily with its simple text editor.

✓   Version Control

Save different versions of your document and keep track of the changes made.

Pricing -

Available on Request.

12. Documize

Documize Documentation Software

A cutting-edge documentation software solution, Documize is perfect for both technical as well as non-technical people. The software is rich in features and helps you create an online central knowledge repository with ease. Well-suited for both internal and external documentation, Documize can be deployed both in the cloud or on-premise.

Features:

✓   Easy Import

Import word docs right into your document.

✓   Table of Contents

Create a natural flow of your content for better readability.

✓   Templates

Reusable templates to help you get started.

Pricing starts at:

$75/per 25 users/month.

13. Nuclino

Nuclino project documentation software

Nuclino is a robust project documentation software that is of significant help in onboarding new employees, decreasing duplication of work, and enhancing productivity. Although Nuclino’s key focus is on internal documentation, yet, it still has capabilities that allow sharing documentation with stakeholders existing outside your organization.

Features:

✓   Instant Search

Nuclino’s search mechanism is fast and accurate. Give a seamless search experience to readers, wherein they can find relevant information quickly.

✓   Version History

Store previous versions of your document to track changes.

✓   Access Rights

Assign roles and give rights to gain full control over what users can and cannot do in your documentation.

Pricing -

Available on request

14. Zoho Workdrive

Zoho Workdrive document management system

If team collaboration is what you aim for, your search ends here. Zoho Workdrive is regarded as one of the best as far as managing files for teams is concerned. It helps you create a centralized and secure platform where teams can work together in collaboration. Zoho Workdrive is the right choice for bringing teams and fostering collaboration in the workplace.

Features:

✓   Team Folder Access

Assign different roles to team members and control access.

✓   Private and Public Space

Keep your folders private or public, depending on your requirements.

✓   Draft Before Publishing

Save drafts and do a quality check before publishing content.

✓   Instant Uploads

Upload bulk files instantly to your documentation.

Pricing starts at:

Rs120/per 3 users/month.

15. Dokit

Dokit online documentation software

Dokit offers a holistic solution to all your documentation requirements. It covers everything right from creating and organizing to sharing and collaborating. Its suitable both from employees as well as customers’ standpoint. The undisputed performance it delivers makes Dokit one of the best documentation software. It’s available both as SaaS and on-server.

Features:

✓   Easy Authoring

Its user-friendly interface is designed to help you create content, import docs, and do much more.

✓   Organization

Dokit enables you to keep full control over your documentation. Track revisions, check updates, manage versions, and more.

✓   Collaboration

Infuse collaboration in teams. Allow team members to ask questions, get feedback, and work collaboratively. Get notifications whenever there is a change.

Pricing starts at:

€60/user/month.

16. Doccept

Doccept documentation software offered by Kensium

Doccept is a versatile documentation software offered by Kensium. The software was created after doing thorough research on the significant challenges organizations face and how documentation can conquer them. Doccept is a one-of-its-kind software that focuses on the entire document lifecycle management. Catering to a wide spectrum of industries, Doccept has brought a remarkable difference in the way its clients function.

Features:

✓   Workflow Management

Keep track of your documentation, set rules, and monitor the progress of articles until they are approved for publishing.

✓   Templates

Use preformatted documents to build online documentation. Avoid mistakes and save time that would have been lost if you create documents from scratch.

✓   Dashboard

Keep a tab on what’s going on with your documentation. Check the latest updates, changes, or any other activity made on a single, centralized dashboard.

✓   Full-Text Search

Search by keyword, folder, date range, and more. Get information instantly at your fingertips.

Pricing -

Available on Request.

17.Intellect Document Control

manage documents with Intellect Document Control

Intellect Document Control is best suited for organizing, customizing, and managing documentation effectively. It’s feature-rich, easy to use, and helps you customize your documentation to meet your requirements. Flexible and configurable, Intellect Document Control software is the go-to option to streamline your documentation.

Features:

✓   Customization

Customize workflows and document controls to match your requirements.

✓   Permissions

Set user permissions on the basis of documents, tasks, fields, and more. Keep track of who can access your documentation.

✓   Workflows

Set workflows to ensure quality checks before articles get approved.

Pricing -

Available on Request.

18. Adoddle

Adoddle helps in document management

Adoddle by Asite is all about cloud-based collaboration. This cutting-edge tool helps in document management and control by enabling you to store data at a centralized platform securely. Everyone involved in projects can easily collaborate and get work done, which results in a sharp decrease in errors. It also saves a significant amount of time and cost. The vast capabilities of this software make it the right choice for document creation and management.

Features:

✓   Version Control

Save previous versions of your document, compare versions, and make sure that error-free documents are in use.

✓   Scanning and Indexing

Streamline and manage documents effectively.

✓   Workflows

Create customized workflows and track progress.

✓   Document Archiving

Maintain document archives and keep track of the audit trail.

Pricing -

Available on Request.

19. FormStack

FormStack documentation tool

FormStack is a smart documentation tool that comprises ground-breaking features for document generation and management. It provides you a holistic solution, taking care of all your documentation requirements right from the point of creation and storing to management and publishing. Whichever industry you operate in, FormStack helps you generate impressive documents with ease.

Features:

✓   Customizable Templates

Use pre-built templates to get started with your documentation.

✓   Themes & CSS

Choose from a variety of themes, add your logo and customize content to match your brand.

✓   Multiple Users

Add multiple users and help them manage your content

✓   User Permissions

Set permissions for users and define their rights.

Pricing starts at:

$19/user/month.

20. Qualityze

Qualityze document management software

Designed for businesses of all sizes, Qualityze document management software helps you build documentation of various kinds, including instruction manuals, process narratives, and much more. It’s a cloud-based, configurable, and cost-effective solution that caters to a wide spectrum of industries across the globe. Whether you are a small and medium enterprise or a well-established firm, Qualityze has what it takes for effective document management.

Features:

✓   Version Control

Save previous versions and track changes made to the content.

✓   Document Archiving

Set the number of days for which a content piece should be displayed. Post that, it will be counted as obsolete and will be stored as an archive.

✓   User-Friendly Interface

Using the software and creating documentation is a cakewalk with its user-friendly interface.

✓   Workflow Management

Create workflows and track the status of content easily.

Pricing -

Available on Request.

Ready to Adopt the Best Documentation Software?

  • That was a quick list of the best documentation software out there and it for sure makes it easy for you to pick a tool that aligns well with your requirements.
  • Since all these tools belong to the documentation family, they ought to have some similar features. What you need to do is - chalk out your requirements, compare the tools you like and then shortlist a few.
  • You can also take trials of the software you shortlist, starting with the first one on the list, and based on your experience, take the shot.
  • We're here to help if you need us. Give us a call at our toll-free contact (855) 776-7763, and one of our human support team will help you make a wise choice.
Get Started - It's Free Take A Tour
Sign Up Free
Live Support