12 Best Knowledge Management Software Options for 2025

In today's fast-paced business environment, the ability to capture, share, and leverage institutional knowledge is no longer a luxury, it's a critical competitive advantage. Fortune 500 companies lose an estimated $31.5 billion annually by failing to share knowledge effectively. The right knowledge management system (KMS) transforms this scattered, tribal knowledge into a centralized, searchable, and actionable asset. It empowers teams to make smarter decisions, onboard new hires faster, and provide exceptional customer support without constant interruptions.

This guide cuts through the noise to help you find the best knowledge management software for your organization. We will analyze 12 leading platforms, moving beyond generic marketing copy to provide a detailed, practical comparison.

Inside this resource, you will find:

• In-depth analysis of core features and unique capabilities.

• Honest assessments of pros, cons, and potential limitations.

• Specific business use cases to identify the ideal fit for your team.

• Direct links and screenshots for each platform to guide your evaluation.

Our goal is to equip you with the insights needed to select a KMS that truly integrates with your workflow, boosts productivity, and preserves your team's most valuable asset: its collective brain.

1. Bellpepper.ai

Bellpepper.ai redefines the entry point for knowledge management by transforming existing website content into powerful, dual-purpose AI assets: an intelligent customer support chatbot and a portable, structured knowledge base. This no-code platform is specifically engineered for speed and simplicity, enabling non-technical users to generate both tools in under five minutes from a single URL. This approach democratizes AI, making it a standout choice for businesses seeking immediate ROI from their existing information.

Its core strength lies in its intelligent ingestion process. Users maintain granular control, selecting specific pages or even sections to form the AI's knowledge, ensuring every response is accurate and brand-aligned. This precision is critical for businesses that need to prevent the AI from referencing outdated or irrelevant information, making it a superior solution for curated knowledge delivery.

Core Features & Use Cases

Bellpepper.ai excels by focusing on practical, high-impact applications that solve immediate business challenges. The platform's dual-output system makes it one of the best knowledge management software options for companies aiming to leverage a single source of truth across multiple channels.

• Automated Customer Support: Deploy the AI chatbot on your website to provide 24/7 answers to common customer queries, significantly reducing the burden on human support teams. A 2022 Zendesk report noted that 69% of consumers try to resolve their own issues first, making instant, accurate self-service a critical competitive advantage.

• Internal Knowledge Base Creation: Use the exported knowledge base (available in Markdown, TXT, or JSON) to quickly build or supplement an internal wiki for employees, ensuring consistent and accessible information for support and sales teams.

• AI Project Kickstart: Developers and AI teams can use the structured data export as a clean, proprietary dataset to train more complex machine learning models or integrate into other business intelligence systems, saving countless hours on data preparation.

• Brand Voice Alignment: The ability to customize the chatbot's personality and answer length ensures a consistent brand experience, whether the tone is formal and professional or friendly and conversational.

Pricing and Availability

Bellpepper.ai offers a transparent and accessible pricing structure designed for scalability.

• Starter Plan: A robust free-forever plan that includes one chatbot, 25 interactions per month, and one content update per month, making it ideal for testing and small-scale deployment.

• Professional Plan: Priced competitively, this tier unlocks significantly more interactions, more frequent content updates, API access, and advanced customization features for growing businesses.

Pros & Cons

Learn more at Bellpepper.ai.

2. Atlassian Confluence

Atlassian Confluence is a titan in the collaboration space, serving as a dynamic team workspace where knowledge is created, organized, and shared. Its deep integration with other Atlassian products, especially Jira, makes it a powerhouse for development, IT, and product teams. This connection allows users to embed Jira issues directly into Confluence pages, creating a single source of truth for project documentation, sprint planning, and release notes.

What truly sets Confluence apart is its unparalleled scalability and the vast Atlassian Marketplace. This ecosystem provides hundreds of apps to extend functionality, from diagramming tools to advanced analytics, making it a highly customizable solution. Confluence's structure revolves around "Spaces" (dedicated areas for teams or projects) and "Pages," which support rich media, templates, and now AI-powered content generation through Atlassian Intelligence.

Key Features & Analysis

Pricing:

• Free: Up to 10 users, with core features.

• Standard: Starts at $6.05/user/month.

• Premium: Starts at $11.55/user/month; adds analytics, automation, and a 99.9% uptime SLA.

• Enterprise: Custom pricing; includes data residency and a 99.95% uptime SLA.

Pros:

• Excellent for teams already invested in the Atlassian ecosystem (Jira, Trello).

• Highly flexible and scalable from small teams to enterprise-level deployments.

• Extensive template library for meeting notes, project plans, and more.

Cons:

• Can become complex to manage and navigate as the content base grows.

• The user interface can feel clunky compared to more modern, minimalist tools.

• Costs can escalate quickly with user count and premium app additions.

Best for:

• Agile development and IT teams that need to centralize documentation alongside their project management tools.

• Large enterprises requiring a scalable, secure, and customizable internal knowledge base.

Website: https://www.atlassian.com/software/confluence

3. Notion

Notion has evolved from a note-taking app into a powerful, all-in-one workspace that serves as one of the most flexible knowledge management software solutions available. It uniquely blends documents, databases, and project management into a single, interconnected environment. This structure allows teams to create dynamic wikis where a product roadmap can live alongside meeting notes, and both can link directly to a database of user feedback.

What makes Notion stand out is its database functionality, which treats data entries as individual, editable pages. This creates rich, relational knowledge graphs that are highly intuitive to build and navigate. Its clean interface and block-based editor make content creation incredibly fast, while the recent addition of Notion AI helps summarize complex documents, generate content, and automate repetitive tasks, further cementing its position as a top-tier tool for modern teams.

Key Features & Analysis

Pricing:

• Free: For individuals, with collaborative block limits.

• Plus: Starts at $10/user/month; for small teams needing unlimited blocks and file uploads.

• Business: Starts at $18/user/month; adds advanced security (SAML SSO), private teamspaces, and bulk PDF export.

• Enterprise: Custom pricing; includes advanced controls, security, and a dedicated success manager.

Pros:

• Extremely flexible and user-friendly block editor is fast for authoring content.

• The blend of documents and databases allows for creating powerful, custom systems.

• Strong template and community ecosystem for quick setup and inspiration.

Cons:

• Governance and advanced admin features are primarily on Business and Enterprise plans.

• Heavy database use can sometimes lead to slower performance.

• Can have a steeper learning curve for users unfamiliar with its database concepts.

Best for:

• Startups and SMBs looking for a highly flexible, all-in-one knowledge and project hub.

• Creative, product, and engineering teams that need to build custom workflows and documentation systems.

Website: https://www.notion.so/pricing

4. Guru

Guru positions itself as an AI-powered enterprise search, intranet, and wiki platform that brings trusted answers directly into the flow of work. Its core philosophy is to eliminate context switching by surfacing verified knowledge within the applications teams already use, such as Slack, Microsoft Teams, and browser extensions. This "ask anywhere" approach makes it exceptionally powerful for customer-facing teams who need instant, reliable information to resolve issues quickly.

What sets Guru apart is its rigorous content verification system. The platform prompts experts to regularly review and update their content, assigning it a "verified" status. This proactive approach tackles the common knowledge management problem of information becoming stale or untrustworthy over time. Coupled with AI-powered search that shows the sources of its answers, Guru ensures teams are always working with the most current and accurate information, making it a strong contender for the best knowledge management software for support and sales teams.

Key Features & Analysis

Pricing:

• Builder: Starts at $12/user/month (10-user minimum); includes all core features.

• Enterprise: Custom pricing; adds advanced security, analytics, and custom AI training.

Pros:

• Excellent "ask anywhere" user experience reduces friction in accessing knowledge.

• Verification features actively maintain content accuracy and build user trust.

• Effectively searches across multiple connected tools like Slack, Confluence, and Google Drive.

Cons:

• The 10-seat minimum on paid plans can be a barrier for very small teams.

• Requires disciplined internal processes to maximize the value of its verification engine.

• No on-premises deployment option is available; it is a cloud-only service.

Best for:

• Customer support and sales teams that need fast, verified answers in real-time.

• Organizations aiming to consolidate knowledge from multiple sources into a single, searchable platform.

Website: https://www.getguru.com

5. Slab

Slab is a modern, design-forward knowledge hub that focuses on creating a "knowledge base that your team will actually use." It distinguishes itself with an intuitive, distraction-free editor and a powerful unified search that indexes content not only within Slab but also across all your connected workplace apps like Slack, Google Drive, and Asana. This creates a single point of access for information, dramatically reducing the time employees spend searching for documents.

Its structure is built around "Topics," which are flexible folders for organizing content, making it incredibly easy for teams to create and maintain organized documentation. Slab's clean interface and emphasis on readability make it a strong contender in the best knowledge management software category, particularly for teams that prioritize user experience and quick adoption over complex, enterprise-level feature sets.

Key Features & Analysis

Pricing:

• Free: Up to 10 users, with core features and 10 integrations.

• Startup: $8/user/month; adds unlimited users and version history.

• Business: $15/user/month; includes Slab AI, private topics, and advanced security (SAML/SCIM).

• Enterprise: Custom pricing; offers advanced analytics and dedicated support.

Pros:

• Beautiful, intuitive interface that requires minimal training.

• Powerful cross-platform search saves significant time.

• Transparent pricing with a functional free tier for small teams.

Cons:

• Fewer native integrations and macros compared to larger platforms like Confluence.

• Advanced governance and AI features are gated behind more expensive tiers.

• Reporting and analytics capabilities are less robust than enterprise-focused solutions.

Best for:

• Small to mid-sized businesses (SMBs) prioritizing ease of use and rapid adoption.

• Engineering, product, and operations teams looking for a centralized hub for their documentation and integrated tools.

Website: https://slab.com/pricing/

6. Tettra

Tettra is an AI-powered internal knowledge base designed to integrate seamlessly within your existing communication workflows, particularly Slack. It serves as a single source of truth that is intentionally simple and accessible, aiming to reduce the repetitive questions that interrupt daily work. Teams can ask the Tettra bot questions directly in Slack and receive instant, AI-generated answers based on their documented knowledge.

What distinguishes Tettra is its focus on content governance and verification without creating administrative bloat. It actively helps teams keep their knowledge base fresh by flagging stale or unverified pages, a critical feature for maintaining trust in the documentation. This lightweight approach to knowledge management makes it one of the best knowledge management software options for growing teams that live in Slack and Google Workspace.

Key Features & Analysis

Pricing:

• Starting: Starts at $5/user/month (for the first 10 users).

• Scaling: Starts at $10/user/month; adds SSO, API access, and advanced features.

• Enterprise: Custom pricing; includes a dedicated success manager and premium support.

Pros:

• Extremely approachable and easy to adopt, especially for teams new to formal KMS.

• Deep Slack integration makes knowledge accessible where teams are already working.

• Helpful AI features for summarizing and generating answers.

Cons:

• Fewer enterprise-grade controls and advanced customizations compared to larger suites.

• The primary application user interface is currently English-only.

• Analytics are less robust than those found in more enterprise-focused platforms.

Best for:

• Small to mid-sized businesses that rely heavily on Slack for internal communication.

• Support, HR, and operations teams looking to build an easily accessible internal FAQ.

Website: https://tettra.com/

7. Document360

Document360 is a dedicated knowledge base platform engineered to create, manage, and publish both internal and external documentation portals. It excels in environments that require robust content control, extensive customization, and multilingual support, making it a strong contender for companies with a global customer base. The platform allows teams to build separate knowledge bases for different audiences (e.g., customers and employees), each with unique branding, a custom domain, and even custom CSS.

What makes Document360 stand out is its sophisticated authoring and content lifecycle management. Features like version control, detailed analytics, peer review workflows, and a built-in AI writer help teams maintain high-quality, accurate content. Its powerful search, now enhanced with AI, ensures that users can find the information they need quickly, which is critical for both customer self-service and internal support, cementing its place as one of the best knowledge management software solutions for documentation-heavy organizations.

Key Features & Analysis

Pricing:

• Startup: Starts at $149/project/month.

• Business: Starts at $299/project/month.

• Enterprise: Starts at $599/project/month; includes private hosting and a dedicated account manager.

• Enterprise Plus: Custom pricing; offers advanced features and support.

Pros:

• Deep feature set specifically designed for creating knowledge bases.

• Excellent for companies needing to support multiple products or audiences.

• Strong multilingual capabilities and content localization.

Cons:

• Pricing can be higher than general-purpose collaboration tools.

• The interface has a learning curve due to its extensive feature set.

• Key integrations often require higher-tier plans or add-ons.

Best for:

• SaaS companies creating public-facing help centers and API documentation.

• Customer support teams aiming to deflect tickets with a comprehensive self-service portal.

• Organizations requiring a secure, scalable internal knowledge base for policies and procedures.

Website: https://document360.com/pricing/

8. Bloomfire

Bloomfire is an enterprise-grade knowledge engagement platform designed to centralize information and make it easily discoverable. Its core strength lies in an AI-powered search engine that deep-indexes content across various formats, including video and presentations, to surface precise answers rather than just documents. This makes it a powerful tool for customer service and sales enablement teams who need immediate access to accurate information to support clients and close deals.

The platform is structured around "communities," which allows organizations to create distinct, secure knowledge hubs for different departments or functions, each with its own content and user permissions. Bloomfire’s pricing model, which is based on scope rather than per-user seats, offers predictable costs for larger teams and enterprises, a key differentiator from many competitors in the knowledge management software space.

Key Features & Analysis

Pricing:

• Custom Pricing: Bloomfire offers custom quotes based on the scope of the deployment. Pricing is not per-user, and contracts often involve multi-year billing. Prospective customers must contact sales for a consultation.

Pros:

• Predictable, non-per-user pricing model is cost-effective for large or growing teams.

• Unlimited storage and strong enterprise security features are included.

• Powerful search functionality significantly reduces time spent looking for information.

Cons:

• Pricing is not transparent and requires a sales consultation, which can be a barrier.

• The implementation process is heavier than lightweight wikis, requiring more planning.

• May be overly complex for very small teams or simple use cases.

Best for:

• Enterprise customer support and sales teams that need fast, accurate answers.

• Organizations seeking a scalable knowledge hub with predictable costs and strong governance.

Website: https://bloomfire.com/pricing/

9. Zendesk Knowledge (Guide) and Suite

Zendesk positions its knowledge management software, Zendesk Knowledge (formerly Guide), as an integral part of its broader customer service ecosystem. This platform is designed primarily to power self-service, enabling businesses to build robust, customer-facing help centers and internal knowledge bases for support agents. Its strength lies in its native integration with the Zendesk Suite, allowing knowledge articles to be surfaced directly within support tickets, chatbots, and community forums.

What makes Zendesk a standout in this list is its laser focus on the customer support use case, enhanced by powerful AI. Features like AI-assisted authoring, reusable content blocks, and semantic search are built to reduce agent workload and improve customer satisfaction. By embedding an AI knowledge base directly into the support workflow, teams can resolve issues faster and empower customers to find answers on their own, a preference for 81% of all customers according to Zendesk research.

Key Features & Analysis

Pricing:

• Knowledge base is included in Zendesk Suite plans.

• Suite Team: $55/agent/month (billed annually).

• Suite Growth: $89/agent/month (billed annually).

• Suite Professional: $115/agent/month (billed annually).

• Advanced AI (Copilot): Available as an add-on starting at $50/agent/month.

Pros:

• Unbeatable integration with Zendesk's ticketing, chat, and analytics tools.

• Proven to scale effectively for businesses of all sizes, from startups to enterprises.

• Excellent for building and managing multi-brand and multilingual help centers.

Cons:

• Provides the most value when used with the full Zendesk Suite; less ideal as a standalone solution.

• The most powerful generative AI features (Copilot) require a separate, paid add-on.

• Less suited for purely internal, non-support-related knowledge management compared to competitors.

Best for:

• Customer support teams looking to build a powerful self-service portal and empower agents.

• Companies already using Zendesk for customer service that want to centralize their support knowledge.

Website: https://www.zendesk.com/service/knowledge-base/

10. Microsoft SharePoint

As a cornerstone of the Microsoft 365 ecosystem, SharePoint serves as a powerful and highly integrated platform for creating intranets, team sites, and sophisticated document management systems. For organizations already embedded in the Microsoft suite, it often becomes the default, enterprise-grade knowledge management software, providing a centralized hub for company-wide communication and resource sharing. Its strength lies in its ability to manage vast amounts of content with robust security and compliance features.

What makes SharePoint a formidable option is its deep, native integration with tools like Microsoft Teams, OneDrive, and the Power Platform. This allows organizations to build custom workflows, embed knowledge bases directly into team chats, and automate document handling processes. SharePoint's structure of communication sites for broad audiences and team sites for project collaboration offers a versatile framework for different knowledge management needs, backed by Microsoft's powerful search capabilities.

Key Features & Analysis

Pricing:

• SharePoint Plan 1: Starts at $5.00/user/month.

• SharePoint Plan 2: Starts at $10.00/user/month; adds advanced DLP and search features.

• Microsoft 365 E3: Starts at $36.00/user/month; includes SharePoint and the full suite of Office apps.

Pros:

• Familiar interface for organizations already using Microsoft 365.

• Exceptional security, governance, and compliance controls for enterprise use.

• Extensive customization potential through its broad ecosystem and templates.

Cons:

• Requires dedicated IT administration to manage setup, permissions, and governance effectively.

• The content authoring and page editing experience can be less intuitive than modern, wiki-first tools.

• Can become overly complex and difficult to navigate without a clear information architecture plan.

Best for:

• Large enterprises and organizations heavily invested in the Microsoft 365 ecosystem.

• Companies in regulated industries that require top-tier security and compliance features for their internal knowledge base.

Website: https://www.microsoft.com/microsoft-365/sharepoint/compare-sharepoint-plans

11. Microsoft AppSource

Microsoft AppSource isn't a single knowledge management software but rather Microsoft's curated marketplace for discovering, trialing, and deploying business applications that integrate with its ecosystem. For organizations deeply embedded in Microsoft 365, Dynamics 365, or Azure, it serves as a critical first stop to find vetted solutions, including turnkey knowledge management systems, SharePoint add-ons, and specialized case management tools designed for seamless compatibility.

The platform streamlines the procurement process by offering a centralized hub where IT and business leaders can compare solutions. It provides direct "Get it now" trials, demos, and clear paths to contact vendors. This approach simplifies finding the best knowledge management software that not only meets functional requirements but also aligns with an organization's existing Microsoft security, identity, and deployment standards, such as single sign-on (SSO) through Azure Active Directory.

Key Features & Analysis

Pricing:

• Pricing is highly variable and set by individual publishers. Many listings are "Contact me" for a custom quote, while others offer tiered SaaS pricing or free trials directly through the platform.

Pros:

• Excellent for discovering solutions with guaranteed Microsoft compatibility.

• Centralizes the search and trial process for a wide range of business apps.

• Mix of SaaS products and professional implementation services.

Cons:

• Pricing is often not transparent, requiring direct contact with vendors.

• The quality and support can vary significantly between different app publishers.

• Navigating the vast number of listings to find the right tool can be time-consuming.

Best for:

• Organizations heavily invested in the Microsoft ecosystem (Azure, Microsoft 365, Dynamics 365).

• IT departments looking for pre-vetted, secure applications that integrate with their existing infrastructure.

Website: https://appsource.microsoft.com

12. G2 – Knowledge Management Software category

While not a knowledge management system itself, G2’s Knowledge Management Software category is an indispensable research hub for any organization evaluating its options. It aggregates user-generated reviews, real-time satisfaction scores, and market presence data into a powerful comparison engine. This platform allows you to filter the vast landscape of tools by company size, specific features, and user ratings, making it a crucial first step in discovering solutions that fit your unique operational needs.

What makes G2 uniquely valuable is its Grid® Report, a visual quadrant that plots contenders, niche players, high performers, and leaders based on peer-verified reviews and market data. This data-driven approach, supplemented by detailed user feedback, helps buyers move beyond marketing copy. It provides a more authentic view of a platform’s strengths and weaknesses, making it one of the best resources for creating a well-informed shortlist of knowledge management software.

Key Features & Analysis

Pricing:

• Free to use for software buyers and reviewers.

Pros:

• Broad coverage of the market, from industry giants to emerging niche tools.

• Authentic user feedback helps validate vendor claims and uncover potential issues.

• Excellent discovery tool for finding specialized solutions you might otherwise miss.

Cons:

• Vendor placement and visibility can be influenced by paid G2 partnerships.

• Review quality and depth can be inconsistent across different products.

• Always requires a secondary validation step, like a product demo or free trial.

Best for:

• Teams in the initial research and discovery phase of selecting a new KM tool.

• Organizations looking to create a data-backed shortlist of potential software vendors to evaluate.

Website: https://www.g2.com/categories/knowledge-management

Top 12 Knowledge Management Software Comparison

How to Choose the Right Knowledge Management Software for Your Business

Selecting the ideal platform from a sea of options can feel daunting, but the right approach transforms this challenge into a strategic advantage. As we've explored, the best knowledge management software is not a universal title but a designation specific to your organization's unique ecosystem. The journey from information chaos to a single source of truth requires a clear-eyed assessment of your goals, resources, and team dynamics.

The tools detailed in this guide, from the developer-centric power of Atlassian Confluence to the sleek simplicity of Slab and the integrated support focus of Zendesk, illustrate a critical point: functionality must align with purpose. A platform excelling at internal documentation might falter as a customer-facing help center, and vice-versa.

Key Factors to Guide Your Decision

Before committing to a solution, your evaluation process should be grounded in these core pillars. Answering these questions will move you from a long list of possibilities to a shortlist of viable contenders.

• Primary Use Case: What is the number one problem you need to solve? Are you looking to reduce ticket volume with a public knowledge base, accelerate employee onboarding with an internal wiki, or empower your support team with AI-driven answers? Defining this primary objective is your most crucial first step.

• Integration and Workflow: How will this tool fit into your team's daily operations? A McKinsey report highlights that employees spend nearly 20% of their workweek searching for internal information. Seamless integration with tools you already use, such as Slack, Microsoft Teams, or your CRM, is essential to minimize friction and boost adoption, ensuring your new software becomes a solution, not another silo.

• Scalability and Total Cost of Ownership: Consider your future growth. Will the pricing model penalize you for adding users or content? Look beyond the initial subscription fee to understand the total cost, including implementation, training, and potential administrative overhead. A transparent, predictable pricing structure is vital for long-term success.

• User Experience (UX) and Adoption: The most powerful software is useless if no one uses it. Evaluate the user interface from the perspective of both content creators and consumers. Is it intuitive? Is the search function powerful and accurate? A platform with a steep learning curve can lead to low adoption rates, undermining your entire knowledge management initiative.

Your Next Steps to Implementation

Choosing a tool is only the beginning. Successful implementation requires a strategic rollout plan. Start with a pilot program involving a small, dedicated team to gather feedback and refine your content structure. Appoint a knowledge manager or a small committee to champion the platform, establish content guidelines, and ensure information remains current and accurate.

By methodically evaluating your specific needs against the capabilities of platforms like those reviewed here, you can select the best knowledge management software to serve as the backbone of a more efficient, informed, and empowered organization. This isn't just an IT upgrade; it's an investment in your company's collective intelligence.

—

Ready to transform your support and operations with a knowledge base that works for you, not against you?

Bellpepper.ai offers a no-code, AI-powered platform designed for seamless integration and immediate value. Build intelligent, context-aware knowledge systems that empower your team and delight your customers by visiting Bellpepper.ai to see how simple powerful knowledge management can be.