Top 10 Document360 Alternatives for 2025: Find the Best Fit for Your Knowledge Base

When it comes to choosing the right documentation tool, one size rarely fits all. While Document360 has earned its place in the spotlight, I’ve seen users search for Document360 alternatives — tools that are more affordable, flexible, or better aligned with how their teams work.

The problems are real, from scattered SOPs in PDFs and email threads to frustrating migrations from Google Drive or SharePoint. I’ve seen teams struggle with permission chaos, clunky interfaces, poor search, and content that no one can find, let alone use. 

In this article, I’m sharing the top Document360 Alternatives to explore in 2025—whether you’re scaling your knowledge base across brands, training teams, or just need something simpler and smarter. 

“Knowledge base software allows employees to solve a problem without bugging their manager. It also answers users’ doubts before they become paying customers”. — Neil Patel

Why Are Businesses Looking for Document360 Alternatives?

First things first, why are businesses looking for Document360 alternatives? Document360 must be doing something right to be considered and something not-so-right to be reconsidered, right? Here’s why:

What’s working:

• Popular offering 
• Easy to use
• Numerous integration options
• Supports a wide range of file formats.

What’s not working:

• Many users feel the platform is expensive relative to its value
• Offers insufficient flexibility to tailor the knowledge base’s appearance, especially in the homepage builder
• A lack of pricing transparency
• Some users have encountered text editor glitches and formatting issues
• Users have also faced performance issues when switching between tabs and workspaces or dealing with large documents.

What Are the Top 10 Document360 Alternatives to Consider?

There is tough competition among Document360 Alternatives, with each tool painting a promising picture. 

That’s why I have curated the 10 best Document360 alternatives based on my experience, peer reviews, and insights from reliable websites to help you make a well-informed decision. 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 is one of my best Document360 alternatives for businesses of all sizes. It solves most of the challenges users face with Document360. 

We’ve been using it for its AI-powered WYSIWYG editor, which allows us to create, edit, and manage content efficiently. 

Whether we’re creating SOPs, manuals, or private knowledge bases, the MS Word-like editor makes the process seamless, with no technical expertise required.

It also excels in migration ease—it simplifies the transition from your existing content, whether in Docs or PDFs, allowing teams to maintain their documentation structure. 

The platform’s powerful search functionality ensures that users can quickly find the necessary information. Its multimedia support, like videos and images, allows businesses to create more engaging and effective documentation.

For teams that require granular control over user access, it offers role-based permissions that enable admins to limit access to sensitive information. 

Whether you’re working on private documentation or knowledge shared across teams, you have complete control over who sees what. 

What You Will Like:

• 100+ ready-to-use knowledge base templates.
• The multibranding feature makes it ideal for businesses managing different knowledge bases for multiple teams or clients
• Ability to create your knowledge base in 90+ languages to cater to a global audience
• Seamless integration with ProProfs’ in-house tools, like ProProfs Live Chat, ProProfs Help Desk, and ProProfs Survey Maker, to make it a perfect customer support suite
• Enables customization to help you tailor the content to your preferred colors, fonts, and themes.
• ProProfs’ support is awesome. You can dial them 24/7, or chat or email to hear from them promptly. 

Pricing:

Forever Free plan with all the premium features for up to 25 articles. Paid plan starts at $49/author/month.

G2 Rating:

4.6/5 

Now, let me show you a real example of how Frequence transformed their knowledge management using ProProfs Knowledge Base.

2. Knowmax – Best for Turning Technical Documents Into Interactive Workflows

Image source: Appvizer

Knowmax is designed to empower customer-facing teams and internal departments. It enables the creation of structured, accessible, and engaging documentation that reduces response time and improves accuracy across touchpoints.

The platform’s decision tree technology transforms complex processes into guided workflows. This is incredibly helpful for support agents and teams handling critical tasks, ensuring they follow standardized procedures while serving customers.

What You Will Like:

• Helps turn text-heavy documentation into interactive, easy-to-follow formats traditionally
• Teams can access image-based how-tos, annotated screenshots, and click-through workflows that enhance clarity and engagement.
• Easy search with smart search filters, tags, and metadata structures ensures that critical information is never buried.

Pricing: 

Knowmax offers customized pricing plans.

G2 Rating:

4.6/5

3. Helpjuice – Best for Creating FAQ Articles

Image source: Helpjuice

Helpjuice offers an intuitive platform that makes documentation easy to create, organize, and maintain. Its clean, simple editor allows teams to draft articles quickly, format them richly, and collaborate in real-time, making it accessible for users across departments, regardless of their technical expertise.

The platform’s powerful search engine is designed to return the most relevant results instantly; it helps users find answers quickly, even in large and complex knowledge bases. The platform uses intelligent ranking and auto-suggestions, ensuring that common queries first surface the most helpful content. 

What You Will Like:

• Enables design and customization options— from layouts and colors to typography
• Offers multi-language support
• Supports multiple authors and version history, making it easy to track changes, update content regularly, and ensure accuracy. 

Pricing:

Paid plan starts at $120/month/4 users.

G2 Rating:

4.5/5

4. Confluence by Atlassian – Best for Team Collaboration on Documents

Image source: Atlassian

With Confluence, I could create dynamic documents that included text, images, code, and tables, and seamlessly embed content from other tools. Its Intelligence features make it easy for me to find answers, reduce confusion, and simplify information sharing with its auto-suggestions, info tips, and smart links. 

For teams exploring Document360 alternatives, Confluence offers effective real-time collaboration features that help keep everyone in the loop with updates, notifications, and task assignments using @ mentions. Also, its extensive library of templates caters to every team and project, and its integration with other Atlassian products and third-party apps ensures a smooth and personalized workflow.

What You Will Like:

• The user-friendly interface simplifies tasks like creating, editing, and organizing pages 
• Provides a wide variety of templates and macros, including calendars, polls, roadmaps, diagrams, and charts
• Manage who can access and edit pages and spaces, and implement page restrictions and approval workflows for content quality and security.

Pricing:

Paid plan starts from $5.75/user/month.

G2 Rating:

4.1/5

Speaking of collaboration, here’s an insightful video of how you can collaborate as a team to create a knowledge base: 

5. Nuclino – Best for Fast Collaboration to Bring Knowledge, Docs, and Projects Together in One Place

Another Document360 alternative to introduce to you is Nuclino, a user-friendly team knowledge base software. It’s the perfect solution for teams seeking a smooth collaboration experience without the hassles of information silos or frequent context-switching.

Nuclino offers diverse options for organizing and visualizing your content. You can use nested lists, a Kanban board, tables, or a mindmap-style graph, making it versatile for various team needs. It also integrates with popular tools such as Slack, Google Drive, and GitHub, enhancing your workflow.

What You Will Like:

• Allow teams to co-edit articles and track changes in real-time
• Manage tasks and projects using the Board view
• Auto-save changes and syncs them across devices.

Pricing:

Paid plan starts at $6/user/month.

G2 Rating:

4.7/5

6. Zendesk Service – Best for Zendesk Suite Users

Image source: Zendesk

Zendesk Service’s user-friendly design helps businesses build and organize a comprehensive self-service portal for customers and internal teams. As part of the broader Zendesk ecosystem, the Help Center seamlessly connects with Zendesk’s other products, such as Zendesk Support, Chat, and Salesforce.

The platform’s customizable themes and branding options allow companies to design a knowledge base that aligns with their brand identity. Businesses can ensure a consistent look and feel across the help portal, whether for customers or internal teams. 

What You Will Like:

• AI-powered search helps to rank and prioritize the most helpful content, ensuring customers get answers fast
• Canned responses allow agents to save time by offering quick solutions to common inquiries
• The dynamic content feature ensures that content is automatically updated based on user inputs or ticket metadata.

Pricing:

Paid plan starts at $19/agent/month.

G2 Rating:

4.3/5

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

Image source: Bad Frost

Notion’s Wiki platform is perfect for businesses and teams that need to store informal knowledge. I love how it allows users to design and structure their wikis, from SOPs and guides to project documentation and meeting notes. The platform’s clean, minimalistic design ensures that your knowledge base is easy to navigate and update.

The platform’s block-based content system allows users to create flexible and customizable pages by dragging and dropping text, images, tables, checklists, etc. This makes it incredibly easy for teams to create visually engaging content without requiring specialized technical skills. 

What You Will Like:

• Let you create parent pages and subpages to manage different topics and amounts of content
• Seamlessly integrates with a wide range of third-party apps, like Google Docs, Trello, Figma, and more
• It uses filters and tags to help narrow search results, making it easier to find content even in larger, more complex wikis. 

Pricing:

Paid plan starts at $10/seat/month.

G2 Rating:

4.7/5

8. Scribe – Best for Generating Visual How-to Guides

Image source: Medium

I love Scribe for its effortless ability to create visual how-to guides. It allows teams to document processes, workflows, and standard operating procedures (SOPs) by automatically capturing and converting actions into step-by-step instructions. Scribe generates detailed, easy-to-follow instructions with screenshots, text, and annotations by simply clicking through a workflow.

The platform’s automatic content generation captures the screen and generates a step-by-step guide with screenshots and text. This feature saves time by eliminating the need for manual documentation, ensuring that processes are recorded as they happen in real time. 

What You Will Like:

• Allows users to enhance the generated guides by adding more details, formatting, and customization
• Seamless integration with various platforms, such as Slack and Google Drive
• Automated guide generation, coupled with powerful editing and sharing features.

Pricing:

A free plan is available. Paid plan starts at $23/seat/month.

G2 Rating:

4.8/5

9. GetGuru – Best for Connecting Company’s Collective Knowledge

Image source: Guru

By acting as a central hub for information, GetGuru allows teams to store, access, and collaborate on documents, processes, and other critical resources all in one place. Its real-time collaboration features ensure that knowledge is always up-to-date, easily accessible, and can be shared across teams with ease. 

The platform allows you to categorize content into collections, ensuring employees can quickly find the necessary information. The platform’s intuitive search functionality is another powerful feature, as it enables team members to search for answers across the entire knowledge base with precision and ease, making it easy to retrieve even the most specific information.

What You Will Like:

• The browser extension allows users to access relevant knowledge directly from within their workflow, reducing context-switching
• Users comment and ask questions on the Guru cards
• Integrates with popular workplace applications like Slack, Microsoft Teams, and Salesforce. 

Pricing:

Paid plan starts from $10/month.

G2 Rating:

4.7/5 

You may also explore Guru alternatives if you want more than the tool offers. 

10. KnowledgeOwl – Best for Creating Call Center Knowledge 

Image source: Software Advice

KnowledgeOwl enables businesses to build a centralized knowledge base that supports everything from customer service to internal documentation. I like its robust content management tools, which ensure that call centers can efficiently capture, organize, and deliver information to agents, leading to faster issue resolution and enhanced customer satisfaction.

The platform’s customizable content management system allows call centers to create knowledge bases tailored to their needs. With features like topic-based categorization, intuitive search functionalities, and easy-to-use content editors, agents can quickly access relevant information when handling customer inquiries. 

What You Will Like: 

• The revision history feature helps track updates to content, ensuring that previous versions are accessible if needed for reference or compliance
• Easily integrates with software like Zendesk, Salesforce, and other call center platforms
• Let you customize the appearance of their knowledge bases to match their brand identity.

Pricing:

Paid plan starts at $100/author/month. 

G2 Rating:

4.6/5 

What to Consider When Choosing the Best Documentation/Knowledge Base Platform?

When selecting the right knowledge base platform for your business, evaluating various factors that impact functionality, usability, security, and cost is crucial. 

Use the following checklist to ensure you choose a platform that aligns with your needs and goals.

Download: The Smart Buyer’s Guide: A Detailed Checklist for Knowledge Base Software

Choose the Best Document360 Alternative to Streamline Your Knowledge Management

So, there you have it. Whether you’re looking for centralized access to all your documents, ease of migration from existing platforms like Google Drive or SharePoint, or powerful search functionality, these alternatives cater to diverse business needs and industries. 

With granular control over user roles and the ability to support multimedia content such as videos and images, the alternatives provide solutions that fit businesses of all sizes, from startups to large enterprises.

Choosing the right knowledge base solution involves balancing ease of use, customization, pricing, and scalability. ProProfs Knowledge Base is ideal for its AI-powered content creation and enhancement abilities. Its transparent pricing, mobile friendliness, and multibranding features make it an excellent fit for growing teams or enterprises.

Frequently Asked Questions

How do I evaluate the AI capabilities of different knowledge base platforms?

Look for platforms that offer AI-powered features like content creation, summarization, and enhancement. Consider features like automated tagging, natural language search, and content summarization—all of which improve the speed of content creation and ensure more accurate, relevant information for users.

These capabilities make it easier to maintain a high-quality knowledge base as teams scale and the volume of content increases.

Can I integrate these tools with other tools my team uses?

Yes, most platforms, including ProProfs Knowledge Base, support integrations with third-party applications, such as CRM systems, helpdesk software, and collaboration platforms. This ensures streamlined workflows, which helps teams maintain productivity and continue using the tools they are already familiar with while seamlessly managing documentation.

How can small businesses ensure their knowledge base remains effective as they grow?

To maintain an effective knowledge base:

1. Regular Updates: Schedule frequent content reviews to ensure accuracy and relevance.
2. User Feedback: Gather user feedback to identify gaps and areas for improvement.
3. Analytics: Use built-in analytics to track content performance and optimize based on real usage.
4. Training: Invest in ongoing training for teams to create and manage content consistently.
5. Scalable Solutions: Choose platforms that allow easy scaling as your business grows, supporting multi-team management, custom permissions, and multilingual support.

Is ProProfs Knowledge Base suitable for both small teams and large enterprises?

Absolutely. ProProfs Knowledge Base is highly scalable and customizable, making it suitable for small and large teams.

Its flexible features, like multibranding and easy integrations, combined with its transparent pricing model, allow businesses to tailor their knowledge base solution to their exact needs, regardless of team size or industry.