15 best knowledge management software and tools for 2023

The bigger the organization, the greater the knowledge – and the more need for knowledge management software.

Business expansion comes with more employees, more documentation, more slide decks, and more customers.

That’s the good news. 

The bad news? 

The growth process can be chaotic as companies try to organize their information and resources. And that’s where knowledge management tools can help.

Not sure how to navigate the world of knowledge management tools and choose the best one for your organization? 

In this post, we’ll explain what knowledge management tools are, and how to use them, and we’ll take a look at the best knowledge management platforms. Keep reading to learn more. 

What is a knowledge management tool?

A knowledge management tool 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 work as 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, knowledge will, too. Ensuring that you have a knowledge sharing culture and system in place can improve your teams’ performance and productivity. 

According to a McKinsey Global Institute Report, implementing a knowledge management system can reduce the time spent searching for information by 35% and boost organization-wide productivity by 20-25%. To organize information and keep processes running smoothly, businesses use knowledge management systems to:

• Centralize content so that important information is easily available to all employees 
• Prevent information silos by ensuring that the entire organization has access to the same and most up-to-date information
• Facilitate real-time collaboration to boost productivity and idea generation  
• Maintain communication flow within the organization
• Improve security for business critical docs and intellectual property with access control  
• Optimize the employee onboarding and training time with easy knowledge sharing 

A company that has knowledge transparency across the entire organization ensures that everyone is working with the same information and toward the same goal.

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. Hence, you will not see the positive impact of implementing this tool.
Make sure that the knowledge management tool you choose is user-friendly and doesn’t require extensive training. Easy employee onboarding saves everyone time.

Feature set

Here are the features to look for when choosing a knowledge management tool:

1. Document management

Digital document management refers to how the software stores files (e.g., it keeps track of document versions and who made changes). This feature helps provide an audit trail for all your documents.

2. Knowledge base

Knowledge bases are computer systems that contain structured and unstructured information. You can use them to store your business documentation — processes, tutorials, and content archives, for example.

3. Centralized knowledge source

One of the most important functions of knowledge management software is to securely contain your company knowledge and make it accessible (to all the right people). Employees should know where to look for information and be confident that the documents they find are current.

4. Search functionality

The search functionality helps employees find the information they’re looking for. To do that, a search function has to be able to crawl through the knowledge management system, email digest, and other third-party tools, to deliver any result that could be related to the information people are seeking. 

5. Collaboration capabilities

A good knowledge management tool allows users to share, exchange, and interact with documents. This makes collaborative work and communication easier, as different people and teams can reduce back-and-forths and be more efficient.

Collaboration features create a system of interconnected apps and help you avoid using redundant tools. They also make human error less likely, save your team tremendous amounts of time, and increase data security.

6. Communication channels

Good knowledge management systems also function as communication hubs. Hence, they have both static and dynamic communication options that enable efficient knowledge sharing. 

Static communication is unilateral, whereas dynamic communication allows people to actively propose feedback and insights. 

7. Lifecycle management

A lifecycle management feature notifies you when it’s time to update content and automatically archives outdated content. 

8. 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, as well as what content or features will help them boost engagement.

9. Pricing

Your knowledge management tool needs to fit within your budget – both in terms of costs of purchase and ongoing maintenance. 

Knowledge management tools usually offer different pricing packages, which include different features and add-ons. Pricing can also depend on the number of users.

10. 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 systems 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

11. Integrations

If your company already works with third-party tools, you don’t have to replace them just because you invested in new knowledge management software. Integration features (such as the availability of an API) can help you connect your new knowledge management tool with other software applications you use. 

Will your knowledge management system 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 2023

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 your company already uses. 
Happeo improves knowledge management while stimulating productivity. You can easily attach Google Drive or OneDrive documents to Channel posts, and then share them directly in Slack or Teams. 

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 for searching across all company tools and databases
• Intranet Pages to host static communication
• Intranet Channels for posting, commenting on, and engaging in conversations
• Lifecycle Management to archive outdated content or remind you to update it 
• Google Workspace and Microsoft 365 integration to make collaboration seamless
• Templates for blogs, news, or any type of content to publish in Channels
• Analytics to report on the metrics that matter 
• Rights Management to make sure the right people have access to the right content 
• Custom Branding to keep the experience cohesive and consistent for employees

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.

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 

• Free – $0/project/month
• Startup – $99/project/month
• Business – $249/project/month
• Enterprise – $499/project/month

“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 businesses useas 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 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

• Free
• Standard – $5.75/user
• Premium – $11/user
• 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 its Slack 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 for, upload, and share files. 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 automatically renew annually

• SharePoint Online (Plan 1) –  $5/user/month
• SharePoint Online (Plan 2) –  $10/user/month
• Office 365 E3 at $23/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. Businesses of all sizes use Helpjuice as a knowledge base, as well as to enhance their collaborative culture and customer support. 

Key knowledge management features:

• Authoring and content formatting
• Analytics
• Search functionality
• Knowledge base

Pricing: Helpjuice has four pricing packages, each of them with 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 quiz results to the creator so they can see how the learning process is scaling. This tool helps users create wikis, manuals, and documentation, and allows users to create a knowledge base easily. 

Key knowledge management features:

• Training maker
• Knowledge base
• Quiz maker
• Survey maker

Pricing: ProProfs offers four price plans

• Free  
• Essentials – $20/month
• Business – $40/month
• Business+ – $200/month

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. The 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

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/user/month 
• Pro – $20/user/month
• Unlimited – $495/month (unlimited users)
  
  

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 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 specifically for customer service organizations. The software enables teams to collaborate efficiently and provides each customer service employee with the knowledge of all departments. 

Key knowledge management features:

• Self-learning search
• Search ranking
• Search filters
• Multiple upload file formats (Word, Excel, PowerPoint, PDF)

Pricing: SABIO has three pricing packages

• SABIO team for $8.70user/month including free trial
• SABIO business $13.04/user/month including free trial
• SABIO enterprise – pricing available on request
  
  

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 supports 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
• Analytics
  
  

Pricing: Bloomfire pricing begins at $25/user.

Notion

Best for: Document management, knowledge base

Notable customers: Pixar, TravelPerk, Cornershop, Spotify, Headspace

Notion is a note-taking and knowledge management tool 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
• Plus – $8/user/month, including a free trial
• Business – $15/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 a platform that transforms Salesforce processes. It  standardizes, automates, and embeds real-time, collaborative documents inside Salesforce records. This tool 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 desktop 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 – $4.35/user/month
• Corporate – $8.70/user/month
• Enterprise pricing available upon request
  
  

FAQ

Simplify Knowledge Management With Happeo 

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 effectively, as well as analyze and optimize your content. Click here to learn more.