

15 best knowledge management software and tools for 2023

Elena Nikolova

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20 mins read
Thu, Jun 23, '22
We’ve said it before: The bigger the organization, the greater the knowledge.
When the business expands, there are more employees, more docs, more slide decks, more customers…you get the picture. The growth process can be chaotic, as companies try to organize their information and resources. That’s when knowledge management tools can help.
In this post, we’ll explain what knowledge management tools are and how to use them, and we’ll provide a list of the best knowledge management platforms. Let’s get started!
What is a knowledge management tool?
A knowledge management tool can be any digital tool that stores information, keeps it organized, and allows users to search and interact with it. Organizations use them to share information both externally and internally. A knowledge management tool can also be a learning management tool, a customer relationship management tool or simply a knowledge base.
Why are more companies investing in knowledge management software?
Business leaders realize that as they grow, the knowledge will follow. To organize information and keep processes running smoothly, businesses use knowledge management tools.
Knowledge management tools help companies:
- Centralize content
- Make information available to everyone
- Prevent information silos
- Improve collaboration
- Maintain communication flow
How to choose the best knowledge management software
Following are some points to consider when choosing a knowledge management platform.
Ease-of-use
If your employees don’t find it easy to work with a digital tool, they will be reluctant to use it, and your organization won’t see the positive impact of implementing it.
Make sure that the knowledge management tool you choose is user-friendly and doesn’t require extensive training. Easy onboarding saves you and your employees time.
Feature set
Here are the features to look for when choosing a knowledge management software:
Document management
Digital document management is responsible for storing files, keeping a track of document versions and modifications made by the people who have access to them. The less paper copies, the better. The world is moving to digital.
Knowledge base
Knowledge bases are computer systems that contain structured and unstructured information.
Learning management
Learning management is responsible for tracking the outcome of learning strategies. As employees get trained into new skills, it’s important to monitor their progress as they engage with new knowledge.
Centralized knowledge source
One of the most important functions of knowledge management software is to contain the knowledge and make it accessible. Employees should know where to look for information and be sure that it’s the single source of truth.
Search functionality
The search functionality helps employees find the information they’re looking for. To do that, a good search function has to be able to search universally throughout the knowledge management system and email digest, as well as throughout third-party tools to deliver any result that could be possibly related to the information people are seeking.
Collaboration capabilities
A good knowledge management tool allows users to go a step further and share, exchange, and interact with the knowledge — in other words, it allows for collaboration.
Collaboration features are what create a system of interconnected apps and help you avoid using redundant tools.
Communication channels
Knowledge management systems are co-communication hubs, and having both static and dynamic communication enables knowledge sharing.
Static communication flow is established in the form of department pages that employees can use as a single source of truth. Dynamic communication happens when employees can share information, and provide feedback and insights.
Lifecycle management
A lifecycle management feature notifies you when it’s time to update content. With the best knowledge management software, the lifecycle management feature automatically archives outdated content.
Content and user analytics
Content and user analytics allow you to gain insight into:
- The most viewed pages and channels
- The most engaging posts
- The MVP of content contributors
- The most-searched-for keywords
Leadership can use this information to understand what and how employees are searching, and know what content or features to provide to increase engagement.
Pricing
The purchase and maintenance of a knowledge management tool needs to fit within the budget. Knowledge management tools usually come with different pricing packages, which include different features and add-ons. Pricing can also depend on the number of users.
Security
When you’re working with all kinds of information — blog posts, customer data, contracts, and policy documents — you need a way to protect that content. The best knowledge management platforms offer enhanced security features, such as:
- Secure cloud-based storage
- ISO 27001 certification
- GDPR compliance
- SAML authentication to enable the use of SSO (Single Sign-On)
- Data minimization
Integrations
If your company already works with third-party tools, you don’t have to replace them just because you got new software. What you want to check here is the integration features — and specifically the API.
Will your knowledge management software integrate with the tool(s) you use every day? If so, are these integrations seamless? Or do you have to install add-ons?
15 best knowledge management tools for 2022
We searched for the knowledge management tools that we believe offer the best features. Here’s what we found:
Happeo
Best for: Knowledge base, Internal Communications, document management
Notable customers: Randstad Sourceright, Pinterest, Decathlon, Virgin Red, Doctolib, State Auto, OneGoal, Marqeta, Trimble, Mint Dentistry
Happeo is a social intranet and a knowledge management tool that combines collaboration, communication, and a knowledge base in one system. It integrates seamlessly with Microsoft 365, Google Workspace, and the third-party tools that your company already uses.
Happeo improves knowledge management while stimulating productivity — documents stored on Google Drive or OneDrive can be easily attached to Channel posts, which can be shared directly in Slack or Teams for everyone to be notified.
Key knowledge management features:
- Universal search to browse throughout the entire platform, but also through your email or files in Google Workspace and Microsoft 365
- Federated Search goes a step further and lets you search across all company tools and databases
- Intranet Pages to host static communication
- Intranet Channels are the place to post, comment and engage in conversations
- Lifecycle management to archive outdated content or remind you to update it
- Google Workspace and Microsoft 365 integration to make collaboration seamless
- Articles to write blogs, news or any type of content to publish in Channels
- Analytics to report on the metrics that matter
Pricing: Happeo has three pricing plans – “Essential,” “Recommended,” and “Custom.” The pricing depends on the number of users, as well as the add-ons and features you choose.

“Our onboarding experience has greatly improved thanks to Happeo’s Pages. Instead of having a quick meeting and sending out slides to new employees, we now have an entire Page they can easily refer to.”
Calene Horton
People Operations Manager
Document 360
Best for: Knowledge base
Notable customers: Virgin Red, Whatfix, LightBox, Bluescape, AlgoSec, Singlify, Sweeten, AutoRABIT, Microgaming
Document 360 is a tool that enables organizations to create public and private self-service bases for both users and customers. Their knowledge base allows people to create, publish, and manage articles at any time.
Key knowledge management features:
- Knowledge base site
- Knowledge base portal
- Knowledge base assistant
- Platform API for reading and writing in the knowledge base
Pricing: Document360 offers four pricing packages:
- Startup – $99/project/month
- Business – $299/project/month
- Enterprise – $499/project/month
- Enterprise plus – available upon request

“The ability to quickly communicate and scale collaboration is second to none. Happeo users across the globe can receive information, connect and collaborate in real time – answer questions quickly and publicly to avoid duplicative emails.”
Molly Quinn
Director of Marketing and Communications
Confluence
Best for: Document management, Knowledge base
Notable customers: Blend, HubSpot, Audi, Twilio, LinkedIn, The New York Times, NASA, Illumina, Docker, Morningstar, GoPro
Confluence is a wiki software that is used by businesses as a digital workspace for teams to exchange knowledge. It’s a knowledge base for storing, sharing, and reviewing information, as well as providing feedback. Confluence allows for third-party integrations and some add-ons and can search files. Users can produce new “topics” by putting files into the wiki.
Key knowledge management features:
- Search functionality
- Topic searches
- Document management
- “Best practice” templates
Pricing: Confluence has four pricing packages; annual pricing is:
- Free, for up to 10 users
- Standard – $550
- Premium – $1,050
- Enterprise pricing available upon request
Tettra
Best for: Knowledge base, document management
Notable customers: Recteq, Everyday Speech, Techstars, Basis 365 Accounting, SmartBug
Tettra is a knowledge base that organizes enterprise knowledge so employees can reach it quickly and easily. What makes Tettra special is itsSlack wiki, which makes it possible to answer questions in Slack by using Tettra’s knowledge base. The seamless Slack integration allows users to search, save, and share Tettra pages in chats.
Key knowledge management features:
- Content verification
- Page and update request
- Content suggestions
- Editor
- Search functionality
- Content export
Pricing: Tettra offers three pricing packages:
- Starting – free, for up to 10 users
- Scaling – $8.33/user/month, for up to 250 users
- Enterprise – $16.66/user/month
SharePoint
Best for: Knowledge base, document management for large teams
Notable customers: NASCAR, Goodyear, M&S, Hershey, Qantas, Coles
The ancestor of intranets and knowledge management tools, SharePoint is a digital tool for employees to search, upload files, and share them with teammates. The platform links the user to shared documents or spaces like Teams or Microsoft 365, keeping enterprise knowledge in one place.
Key knowledge management features:
- Search functionality
- Content analytics
- File storage and sharing
- Knowledge wiki
Pricing: You can choose from three different options that are automatically renewed on an annual basis:
- Sharepoint Online (Plan 1) – $5/user/month
- Sharepoint Online (Plan 2) – $10/user/month
- Office 365 E3 at $20/user/month
Helpjuice
Best for: Document management
Notable customers: Amazon, Glovo, World Health Organization, TCL, Virgin Mobile, Viking, Hertz, Vacasa, Upstart
Helpjuice is a cloud-based knowledge management tool. What’s interesting about this software is that it can create and manage knowledge bases both internally and externally. Aside from a knowledge base, businesses of all sizes use Helpjuice to enhance their collaborative culture and customer support.
Key knowledge management features:
- Authoring and content formatting
- Analytics
- Search functionality
- Knowledge base
Pricing: Helpjuice comes in four pricing packages, each of them including a free two-week trial period:
- Starter – $120/month, for up to 4 users
- Run-up – $200/month, for up to 16 users
- Premium Limited – $289/month, for up to 60 users
- Premium Unlimited – $499/month
ProProfs
Best for: Learning management
Notable customers: Adobe, Cisco, University of Phoenix, United Nations, Sony, Ford, Dell, Nestle, American Red Cross, Shell
ProProfs is a digital tool made for quizzes and training. Its analytics report the results back to the quiz creator so they can see how their learning process is scaling. The tool helps users create wikis, manuals, and documentation, and allows users to easily create a knowledge base.
Key knowledge management features:
- Training maker
- Knowledge base
- Quiz maker
- Survey maker
Pricing: Starts at $19/month and includes a free trial
Zendesk
Best for: Customer support and sales
Notable customers: Mailchimp, Siemens, Stanley Black & Decker, Tesco, Khan Academy, Uber
Zendesk is a CRM tool designed to scale customer relationships. Their platform improves sales and customer communications by streamlining support with features like automations, triggers and cross-platform chat. It’s built with the end-user in mind, so it’s easy to use for both customers and support agents.
Key knowledge management features:
- Search functionality
- Real-time updates
- Agent collaboration
- Help desk automation
Pricing: Zendesk offers two different services.
Zendesk for service:
- Suite team: $49/user/month
- Suite growth: $79/user/month
- Suite professional: $99/user/month
- Suite enterprise: $150/agent/month/billed annually
- It gets even more powerful: $215/agent/month/billed annually
Zendesk for sales:
- Sell team: $19/user/month
- Sell Professional: $49/user/month
- Sell Enterprise: $99/user/month
HelpCrunch
Best for: Customer support
Notable brands: Statcounter, SE Ranking, European Sperm Bank, Halebop locall, Fitlap, Revenue Grid
HelpCrunch is a customer communication platform that combines help desk, live chat, knowledge base, and marketing automation. It maintains the customer lifecycle from the point of conversion and helps organizations retain customers and drive sales.
Key knowledge management features:
- Knowledge base
- Third-party integrations
- Help desk
Pricing:
HelpCrunch offers three pricing packages – Basic ($12 per user/month), Pro ($20 per user/month), and Enterprise (contact HelpCrunch to discuss the most suitable custom option for your business)
Bit.ai
Best for: Document management
Notable customers: New Zealand Post, Canon, Massachusetts Institute of Technology, Harvard University, Georgetown University, University of Michigan, The New York Stem Cell Foundation
Bit.ai is a document collaboration platform that brings document creation and management together in one place. Our favorite thing about their platform? Every company, department, and team has its own unique set of digital tools, files, and web resources that they use.
Key knowledge management features:
- Wiki/knowledge base
- Content library
- Content control
- Search functionality
- Document editor access
Pricing:
Similar to most knowledge management tools on this list, Bit.ai comes in four different packages:
- Free plan – for up to 5 users
- Standard – $8/user/month
- Business plan – $15/user/month
- Enterprise pricing available upon request; comes with a personalized plan for team deployment
SABIO
Best for: Knowledge base
Notable customers: DPD, Commerzbank, Weleda, IONOS by 1&1, Deutsche Bahn
SABIO is a knowledge sharing tool designed specifically for customer service organizations. The software enables a new quality of information management and provides each customer service employee with the knowledge of all departments.
Key knowledge management features:
- Self-learning search
- Search ranking
- Search filters
- Uploading file formats (Word, Excel, PowerPoint docs, PDFs)
Pricing: SABIO comes in three pricing packages:
- SABIO team for €8 user/month including free trial
- SABIO business €12 user/month including free trial
- SABIO enterprise – request a quote at https://www.getSABIO.com/pricing/
Bloomfire
Best for: Knowledge base
Notable customers: Conagra, Orvis, Insperity, Jackson Hewitt, DraftKings, Ogilvy, Vrbo
Bloomfire is a knowledge management system that organizes information to break down silos and make companies more efficient. Its knowledge sharing tool is used for social learning, customer service, and sales and marketing alignment.
Key knowledge management features:
- AI-powered search
- Publish text, charts, images, audio, and video
- Personalized feed
- Built-in analytics
Pricing: Bloomfire has two pricing packages:
- Basic – $25 user/month
- Enterprise pricing available upon request
Notion
Best for: Document management, knowledge base
Notable customers: Pixar, TravelPerk, Cornershop, Spotify, Headspace
As you might have guessed from the name, Notion is note-taking software. It’s also knowledge management software designed to help organizations navigate objectives and make them more productive.
Key knowledge management features:
- Note-taker
- Search functionality
- Knowledge base
Pricing: Notion offers four pricing packages:
- Personal – free, for up to 5 users
- Personal Pro – $4/month, including a free trial
- Team – $8/user/month, including a free trial
- Enterprise pricing available upon request
Quip
Best for: Document management
Notable customers: Amazon, Facebook, Amgen, Citi, 21st Century Fox, Cisco, Electronic Arts
Quip is used as a platform to transform Salesforce processes. It’s designed to standardize, automate, and embed real-time, collaborative documents inside Salesforce records. It lets people form groups and work together on spreadsheets. Quip is accessible from both desktop and mobile devices, so it’s great for employees on-the-go.
Key knowledge management features:
- Document creation
- Spreadsheet creation
- Templates
Pricing: Quip has three pricing categories, all billed annually:
- Quip Starter – $10/user/month
- Quip Plus – $25/user/month
- Quip Advanced – $100/user/month
Elium
Best for: Knowledge base
Notable customers: L’Oréal, In Extenso, EURA NOVA, BVA, Le Groupe Groupama, Pepsol
Elium is a knowledge management tool that stores knowledge and helps organizations facilitate digital communication. Elium is both a mobile and SaaS solution, designed to keep knowledge and conversations flowing in any work environment.
Key knowledge management features:
- Web bookmarking
- Document sharing
- Categories
- User directory
- Feedback services
Pricing:
Elium has three pricing packages:
- Team – €4/user/month
- Corporate – €8/user/month
- Enterprise pricing available upon request
Final thoughts
Happeo’s knowledge management tool makes it easy for your organization to find, share and retain knowledge. It provides your people with a single source of truth and encourages them to collaborate, while allowing you to analyze and optimize content. Click here to learn more.