Top 10 Best User Manual Software for Creating User-Friendly Manuals in 2025

Let’s admit it: a product, no matter how innovative, falters without clear guidance. 

I’ve witnessed the frustration when users abandon perfectly good tools simply because “getting started” felt like cracking a secret code. 

This challenge underscores why selecting the right user manual software isn’t just a preference, but a strategic necessity. 

User manuals can transform a dreaded task into an efficient process, allowing teams to create, update, and deploy accessible help content with unprecedented ease. 

In this guide, we’ll cut through the noise and list the top 10 user manual tools to help create user-friendly guides that your product users will love.

What Is User Manual Software?

User manual software helps you create online user manuals and product guides. It provides holistic features, from developing and designing the manual to managing and publishing it across devices. 

With a rich authoring system and complete customization, this software allows you to write, edit, and design content for your unique needs. 

Such tools come with a systematic categorization system, which means you can have a table of contents with topic-wise sections and subsections. This helps your customers navigate multiple pages and get the necessary information quickly.

My Top 3 Picks of the Best User Manual Software

Don’t want to scroll through the whole list? Let me help you narrow it down further.

Here are the highlights of my top 3 user manual tools:

1. ProProfs Knowledge Base

ProProfs Knowledge Base is a comprehensive user manual software that simplifies documentation creation with its AI-powered WYSIWYG editor, powerful collaboration features, and extensive multimedia support. 

It helps teams build, manage, and share knowledge efficiently, ensuring seamless customer self-service and internal documentation.

2. ClickHelp

ClickHelp is a robust online user manual software designed for professional technical writers. 

With its intuitive interface, real-time collaboration tools, and powerful version control, it allows teams to create and maintain detailed, user-friendly documentation and knowledge bases, perfect for both technical and non-technical users.

3. Notion

Notion is a versatile workspace tool that combines notes, tasks, databases, and wikis. For user manuals, it offers simple yet effective solutions for organizing and documenting processes, procedures, and workflows. 

Notion’s flexibility makes it a top choice for startups and small teams looking for an easy-to-use, collaborative, and all-in-one platform for creating and sharing user manuals.

Top 10 Best User Manual Software & Tools

Considering their usefulness, numerous user manual platforms offer useful features, and choosing the right one for your needs can be overwhelming. 

Let’s make it a bit easier for you. Here’s a quick summary of my top 10:

1. ProProfs Knowledge Base – Best for Easily Creating Help Sites, Manuals & Private Knowledge Bases 

ProProfs Knowledge Base has been our go-to knowledge management platform and manual creator for two years now. Its AI Writer helps us create help pages with built-in prompts and quick action buttons, simplifying and speeding up the content creation process. 

It allows us to insert images, videos, and links directly into documents, enhancing the instructional value and making the content more engaging for our teams.

The platform also offers internal commenting for collaborative editing, allowing team members to provide feedback and make suggestions directly within the document. 

Role-based workflows help outline member responsibilities, ensuring that each contributor knows their specific tasks and deadlines. 

What You Will Like:

• Powerful search functionality with auto-suggest and advanced filters, enabling users to locate relevant content quickly
• Allows administrators to set up roles and permissions, ensuring that only authorized users can view, edit, or manage specific documentation
• 100+ knowledge base templates
• Revision history to track up to 30 recent changes made to your knowledge base
• Provides valuable insights into how the documentation is being used. 

G2 Rating:

4.6/5

Pricing:

Forever Free Plan with all the premium features for small teams. Paid plan starts at $49/author/month.

2. ClickHelp – Best for Creating & Publishing Context-Sensitive Help Documentation

ClickHelp’s intuitive interface and robust feature set enable technical writers and documentation teams to produce high-quality, topic-based content efficiently. 

By offering a centralized portal, it facilitates seamless collaboration among team members and ensures that documentation is consistent, up-to-date, and easily accessible to end-users.

One of ClickHelp’s standout features is its support for multi-format publishing. 

Users can create content once and export it to multiple formats, including online web help, PDF, and ePub, catering to diverse audience preferences. 

What You Will Like:

• Single-sourcing capability saves time and maintains uniformity across different documentation outputs
• Responsive design ensures that content is accessible and readable across various devices
• Allows multiple authors to work on the same project simultaneously, and features like version control and user permissions help manage contributions effectively. 

G2 Rating:

4.8/5

Pricing:

Paid price starts at $175/unlimited projects/month.

3. Notion – Best for Creating Internal Wikis for Teams Sharing Informal Knowledge

I have used Notion before for its flexible structure, collaborative features, and multimedia support. These allow teams to create, organize, and share user-friendly documentation. 

It also allows for the creation of structured and interconnected pages, which is ideal for organizing complex information within a user manual. 

You can create pages for different sections, link related content, and embed various media types, such as images, videos, and interactive elements. This enables you to build a dynamic, engaging user manual that caters to different learning styles.

What You Will Like: 

• User-friendly interface and easy to learn
• Allows multiple users to edit and contribute to the same document simultaneously
• Version history allows you to track changes and revert to previous versions if necessary.

G2 Rating:

4.7/5

Pricing:

A free plan is available for up to 10 guests. Paid plan starts at $10/seat/month.

4. Scribe – Best for Generating Visual How-To Guides

I love how Scribe automatically generates step-by-step guides from your actions, with screenshots and instructions. This can be a huge time saver, as you don’t have to document every step of a process manually. 

It automatically captures all steps involved in a process, even if they are complex or involve multiple software programs. 

The platform helps create highly visual and interactive guides. These guides can include screenshots, annotations, and even videos, which can help users better understand and follow the instructions. It can help you to save time, improve accuracy, and create more engaging content.

What You Will Like:

• AI-powered automation to streamline the creation of SOPs and training manuals
• Allows for branding and tailoring of guides to specific company needs
• Enables exporting content to various formats, enhancing accessibility.

G2 Rating:

4.8/5

Pricing:

Paid plan starts at $12/seat/month. 

5. Whatfix – Best for Creating Interactive Help Content

Whatfix offers an interactive, in-app guidance platform that helps users learn and adopt software applications more effectively. 

Instead of static manuals or help centers, it provides contextual guidance within the application, guiding users through processes, explaining features, and offering support exactly when and where it’s needed.

I love how the platform enables users to create various forms of interactive guidance, including walkthroughs, tutorials, and self-help resources. 

These can be tailored to specific user roles and needs, ensuring a personalized and efficient learning experience. 

What You Will Like:

• The analytics dashboard provides valuable insights into user behavior and engagement with the platform
• Provides contextual support and real-time feedback
• Seamlessly integrates guidance within the application’s workflow.

G2 Rating:

4.6/5

Pricing:

Offers custom pricing, starting from $199/project/month.

6. Document360 – Best for Creating Online Documentation

With Document360, you can create dynamic and engaging user manuals that are easy to navigate and search. 

Its intuitive editor, coupled with customizable templates and various formatting options, allows you to present information in a clear and visually appealing manner.  

The platform’s real-time collaboration features allow multiple team members to work on the same document simultaneously, ensuring accuracy and consistency. 

Its version control system tracks changes and will enable you to revert to previous versions if necessary, providing peace of mind and facilitating seamless updates.

What You Will Like: 

• Multi-language support empowers you to cater to a global audience 
• Intuitive editor with customizable templates
• Enables smart file management, which makes it easy to organize and manage files.

G2 Rating:

4.7/5

Pricing:

Document360 offers custom pricing starting from $149/project/month.

7. Zendesk Service – Best for Zendesk Suite Users

Perfectly integrated with the Zendesk Suite, Zendesk Service allows teams to streamline customer support processes while creating clear, easily accessible user manuals. 

Its flexible authoring tools enable the creation of articles, FAQs, troubleshooting guides, and product documentation, all tailored to specific user needs. 

With advanced filtering and auto-suggest, users can locate the information they need without hassle. Its robust analytics and performance tracking tools help teams understand which parts of the manual are most accessed, ensuring continuous improvement. 

Furthermore, it supports real-time collaboration, allowing multiple contributors to edit and update content simultaneously, ensuring the documentation stays accurate and up-to-date.

What You Will Like:

• Seamless integration with other Zendesk tools for a unified experience
• Real-time collaboration features for efficient content creation
• Role-based access and advanced security features for content control.

G2 Rating:

4.3/5

Pricing: 

Paid plan starts at $19/agent/month.

8. HelpDocs – Best for Markdown Text Editor

HelpDocs’ intuitive interface and powerful editor offer a clean and distraction-free writing environment, allowing you to focus on creating clear and concise documentation. 

Features like Markdown support, a WYSIWYG editor, and customizable themes make it easy to format and style your content to match your brand.

I like how you can categorize articles, create a table of contents, and build a comprehensive knowledge base that is easy for users to navigate. 

Its built-in search functionality ensures that users can quickly find the information they need, while features like version control and analytics help you track changes and measure the effectiveness of your documentation.

What You Will Like:

• User-friendly interface and intuitive editor
• Integrates seamlessly with popular help desk and CRM tools
• Customizable themes and branding options to reflect your brand identity.

G2 Rating:

4.3/5

Pricing:

Paid plan starts at $55/team/month.

9. Helpjuice – Best for Creating FAQ Articles

Helpjuice offers a seamless and user-friendly experience for both content creators and end-users. 

My favorites are its powerful WYSIWYG editor, customizable themes, and multi-language support, which make it easy to create and manage user manuals that align with your brand and cater to a diverse audience. 

The platform’s powerful search functionality ensures that users can quickly and effortlessly find the information they need within your manuals.

Its step-by-step tutorial creator empowers users to create interactive guides that simplify complex processes and enhance knowledge absorption. 

What You Will Like: 

• Integrates seamlessly with various other software applications, such as CRM and help desk tools
• Customizable themes and multi-language support for branding and accessibility
• Enables a step-by-step tutorial creator for interactive guides.

G2 Rating:

4.6/5

Pricing:

Paid plan starts at $200/month/16 users.

10. GitBook – Best for Creating Smart Technical Documentation

GitBook is my top pick for technical documentation. It provides a collaborative environment where teams can quickly write, manage, and publish high-quality documentation. 

Its intuitive and collaborative editor allows multiple users to work on the same document simultaneously, enabling teamwork and ensuring everyone is on the same page. 

The platform also supports various content formats, including Markdown and rich text, making it easy to create well-structured and engaging documentation. 

Moreover, its version control system tracks changes and allows you to revert to previous versions if necessary, providing peace of mind and facilitating seamless updates.

What You Will Like:

• Offers customizable themes and branding options to reflect your brand identity
• Powerful search functionality ensures users quickly find the information they need
• Integrates with various third-party tools and services, allowing you to streamline your workflow and connect your documentation with other business systems.

G2 Rating:

4.7/5

Pricing:

Paid plan starts at $8/user/month.

How to Choose the Best User Manual Software or Platform

Consider the following features and factors to ensure you choose the right tool for your business needs:

Also, make sure to:

• Define Your Needs: Assess whether you need a tool for creating simple FAQs or a full-fledged knowledge base.
• Try Before You Buy: Always opt for a free trial or demo before making a final decision.
• Consider Future Growth: Choose a tool that can grow with your company as your needs expand.

Watch this insightful video to learn more:

Generative AI & User Manual Software: How Do They Complement Each Other

AI Writer helps generate first drafts from existing product specifications, suggesting improvements to language and style, and even translating content into multiple languages.

Here is a short video that explains how you can create help content in minutes with AI: 

This frees up documentation teams to focus on strategic activities like content planning and user research while ensuring that users receive accurate, relevant, and personalized guidance.  

Here’s how generative AI complements user manual software:

• Automates content creation tasks, such as generating drafts and summaries
• Enhances content quality by identifying errors and improving language
• Personalizes the user experience with customized content and recommendations
• Improves efficiency by freeing up documentation teams for strategic activities
• Drives product adoption and enhances customer satisfaction.

Streamline Your Product Usage Experience With User Manual Software

Now that you know the features and pricing of the best user manual tools, comparing them shouldn’t be that difficult. All the tools mentioned above are similar yet unique. You have all the tools, but here is the tricky part. To make the right pick, you have to first figure out what you really want. 

Jot down your specific requirements – what level of personalization do you want to provide? What kind of self-service do you want to offer? Should it be mobile-responsive or just desktop-friendly? What is your budget? 

If an all-inclusive, simple-to-use, and feature-rich tool is your priority, ProProfs Knowledge Base can be a great option as it’s easy to use and comes with features like an AI text editor, reports, and more. You can request a demo to explore the tool and ask your queries.

Frequently Asked Questions

Which user manual software is best for large enterprises?

ProProfs Knowledge Base provides robust features, real-time collaboration, and scalability, making it perfect for enterprises that require extensive documentation management and team collaboration.

Can I create user manuals without coding knowledge?

Yes, most tools offer a no-code, user-friendly interface that allows anyone to create, customize, and manage user manuals with ease.

Is the user manual software suitable for both internal and external documentation?

Yes, you can create both internal knowledge bases (e.g., employee training) and external user manuals (e.g., customer guides) with customizable access control settings.

Are there free versions of the user manual software available?

Yes, ProProfs Knowledge Base offers a Forever Free Plan with all the premium features, making it an excellent option for small teams or businesses just starting with online documentation.

What features should I look for in a user manual software tool?

Look for features like an easy-to-use editor, multimedia support, real-time collaboration, robust search functionality, and access control.