Businesses often face challenges in organizing and accessing information effectively. Customers struggle to find answers to their questions, and support teams waste time looking for the right information. These issues slow down processes and lower customer and employee satisfaction levels.
Cloud knowledge base software solves these problems by offering a single place to store FAQs, knowledge base articles, and training documents. It makes finding information faster and easier for teams and customers. Features like advanced search, self-service options, and integration with other tools help reduce support tickets and improve operations.
This blog covers the top cloud knowledge base software tools available, highlighting their features and how they solve real business problems. Tools like Odin AI use AI-powered technology to organize knowledge efficiently, reduce response times, and improve customer support.
Explore Odin AI and see how it can help your business!
What Is Cloud Knowledge Base Software?
Cloud knowledge base software organizes and stores business information online. It provides teams and customers with quick access to resources like FAQs, knowledge base articles, training materials, and standard operating procedures. Since it works on the cloud, users can access it from anywhere with an internet connection.
The software helps businesses improve access to information for customers and teams. Customers find answers without contacting support agents, and employees locate resources to solve problems or share information.
It also integrates with other tools like help desk software, project management platforms, and communication tools for smoother workflows.
Recommended Reading
On-Premise vs. Cloud: Deciding the Best Fit for Your Enterprise
Top 10 Cloud Knowledge Base Software Tools for 2025
Finding the right knowledge base software is a key step for businesses aiming to organize information, improve customer service, and enhance internal collaboration.
The best knowledge base software helps streamline the knowledge management process, whether for creating external knowledge bases for customers or private knowledge bases for internal use.
Below is a detailed look at the top ten knowledge base platforms of 2025.
1. Odin AI Knowledge Management Platform
Odin AI is a powerful knowledge base tool that uses AI to help businesses organize and manage information. It supports both internal and external knowledge bases, making it versatile for any business.
The platform focuses on improving the knowledge management process with intelligent search and content recommendations.
Odin AI is best for businesses looking for an all-around, AI-driven platform to manage organizational knowledge and improve support.
Key Features:
- AI-powered search for fast, accurate results.
- Automated recommendations for relevant content.
- Analytics to identify gaps and track content performance.
- Seamless integration with project management tools and customer service platforms.
Pricing:
Odin offers custom pricing tailored to your unique needs. You can talk to sales to learn more, get a platform walkthrough, leverage insights from experts, and get seamless onboarding and support.
Experience the difference of Odin AI – Try it today!
2. ProProfs Knowledge Base
Source: Proprofskb.com
ProProfs provides a simple knowledge base platform for businesses that want a quick and easy setup. It offers user-friendly templates and tools to create private knowledge bases and customer-facing guides.
This platform is suitable for small and medium-sized businesses looking for a basic solution to create an online knowledge base.
Pricing:
- Free plan: Free with a single author and up to 25 pages
- Business: $79 per author per month with unlimited knowledge base, unlimited pages, and unlimited views
3. Zendesk Guide
Sources: Zendesk.com
Zendesk Guide integrates with Zendesk’s customer service suite, offering a complete solution for creating external knowledge bases.
It focuses on customer support with features that help improve response times and information access. Zendesk’s knowledge base is suited for businesses already using Zendesk for customer service.
The platform features templates for creating structured internal resources, real-time collaboration for team projects, and integration with Atlassian tools like Jira.
Pricing :
- Support team: $25 per agent/month, doesn’t offer customer and internal knowledge base
- Suite team: $69 per agent/month, comes with the knowledge base and proactive messaging
- Suite Professional: $149 per agent/month, offers side conversations and a self-service portal
- Suite Enterprise: Custom pricing for businesses that want to unlock all functionalities
4. Confluence by Atlassian
Source: Atlassian.com
Confluence is a team collaboration and internal documentation platform. It allows teams to build internal knowledge bases with templates, wikis, and guides.
Confluence uses knowledge management solutions for teams managing complex workflows and internal documentation.
Pricing:
- Free plan: Up to ten users and unlimited pages, unlimited spaces, and up to 2 GB of file storage.
- Standard: $5.16 per user/month and includes external collaboration with up to 150,000 users on a single site
- Premium: $9.73 per user/month with unlimited storage, AI-powered creation and collaboration, and unlimited whiteboards
- Enterprise: Custom pricing with unlimited automations, up to 150 sites, and advanced admin controls
5. Freshdesk Knowledge Base
Source: Freshdesk.com
Freshdesk offers an easy-to-use knowledge base tool designed for customer support. It provides multilingual options and branding features to meet the needs of global businesses.
The platform is suitable for businesses to create external knowledge bases for customers. Some of its features include AI tools for content suggestions, multilingual support for global teams, and customizable branding for consistency.
Freshdesk helps businesses create user-friendly resources that improve customer satisfaction.
Pricing:
- Free: Up to two agents, includes a shared inbox, team collaboration via threads, and an integrated knowledge base for seamless and efficient customer service.
- Growth: $18 per agent/month billed annually, includes everything in the Free plan plus real-time dashboards, automation, and comprehensive service management.
- Pro: $59 per agent/monthly with customized support portals, custom objects, and advanced ticketing.
- Enterprise: $95 per agent/monthly with security features and more
6. Helpjuice
Source: Helpjuice.com
Helpjuice is a customizable knowledge management solution with advanced analytics and collaboration tools. It supports businesses creating both customer-facing and internal content. This is suitable for companies needing detailed control over their knowledge management process.
Pricing:
Helpjuice offers a single package with all the features available. The pricing differs based on the number of users:
- $120 per month for 4 users
- $200 per month for 16 users
- $289 per month for 60 users
- $659 per month for unlimited users
7. Notion
Source: Notion.com
Notion combines project management and knowledge management into one platform. It supports teams with tools for creating internal wikis, guides, and collaborative spaces.
The platform is suitable for teams needing an all-in-one tool for managing projects and resources.
Pricing:
- Free: Free with collaborative workspace, 7-day page history, and up to ten users.
- Plus: $12 per seat/month with unlimited blocks for teams, unlimited file uploads, and up to 30-day page history
- Business: $18 per seat/month, with 250 users, bulk PDF export, and a 90-day page history
- Enterprise: Custom pricing for unlimited page history, security and compliance integrations, and an audit log
8. Document360
Source: Document360.com
Document360 focuses on creating a structured online knowledge base for customers. It offers tools for advanced content management and detailed analytics.
Document360 supports businesses that require extensive and professional customer-facing knowledge bases.
Pricing:
- Professional: Custom pricing with over 1,000 private readers, two languages, and one workspace
- Business: Custom pricing with 10,000 private readers, three languages, and advanced analytics
- Enterprise: Custom pricing with multiple SSO/JWT, five languages, and two workspaces
9. Guru
Source: Getguru.com
Guru delivers real-time knowledge directly into workflows so teams can access the information they need during tasks. It also integrates with tools like Slack and Microsoft Teams.
The platform is suitable for teams needing quick and direct access to content while working. Its features include a browser extension for fast access to knowledge, real-time updates to content, and AI suggestions for relevant information.
Pricing:
- All-in-one: $18 per user/month includes AI search, intranet, and Wiki
- Enterprise: Custom pricing with priority support, dedicated success manager, and API chatbot integration
10. Zoho Desk Knowledge Base
Source: Zoho.com
Zoho Desk includes a knowledge base solution which is part of its customer service suite. It provides affordable options for businesses looking to improve support and manage information effectively.
The platform is suitable for small businesses and startups needing an affordable entry into knowledge management software.
Users can use its AI tools for content recommendations, customizable layouts for branding, and integration with other Zoho tools.
Pricing:
- Express: $9 per user/month for small business essentials with features such as custom domain, multi-level escalations, and contact management
- Standard: $20 per user/month, everything in Express plus live chat, knowledge base, and generative AI
- Professional: $35 per user/month for everything in Standard plus custom actions, multilingual help center, and round-robin assignment
- Enterprise: $50 per user/month for businesses looking for advanced features
Practical Applications of Cloud Knowledge Base Software
Cloud knowledge base software helps businesses manage and share information effectively. It supports customer support, internal processes, and team collaboration by organizing resources like FAQs, guides, and procedures in one accessible platform.
Check out some of the key ways businesses use this type of software.
Improving Team Collaboration
Cloud knowledge base platforms centralize all documentation, procedures, and updates, giving teams a single access point for information. This reduces confusion and helps avoid miscommunication.
For new employees, an internal knowledge base simplifies onboarding by providing quick access to training materials and workflows, allowing them to adapt to company processes more efficiently. Teams also use these platforms to update resources, share insights, and stay aligned on new or revised procedures.
Odin AI improves team collaboration by offering real-time updates and easy-to-use content creation tools. Teams can quickly update and share resources through an intuitive interface.
AI-powered tagging and categorization streamline the process of organizing documents, ensuring employees find the right information without delays.
Empower your team with Odin AI -sign up for free today!
Supporting Remote and Hybrid Work
Cloud-based platforms offer universal access, allowing remote and hybrid teams to access resources from anywhere. This keeps team members informed and aligned, regardless of their working environment.
Real-time updates to policies or procedures ensure that everyone in the organization uses the latest information, avoiding delays caused by outdated or incomplete documentation.
Standardizing Processes
Businesses use knowledge base tools to organize standard operating procedures, promoting consistent workflows across teams and departments. Analytics features in many SaaS knowledge base software platforms highlight:
- Gaps in documentation
- Missing resources
- The overall quality of the knowledge base
This approach fosters clarity and consistency in organizational processes.
Documenting Products and Services
Cloud knowledge base platforms help create user-friendly guides and manuals for products and services. These tools make technical details easier to understand for both customers and employees.
With all product information stored in a structured format, teams and customers can quickly find answers, avoiding delays in resolving issues or learning new features.
Recommended Reading
Chatbot Knowledge Base: Building Smarter Support
How to Choose the Right Cloud Knowledge Base Software
With so many solutions on offer, it might be difficult to pick the right software for your business’s needs. Follow these eight simple steps to find the perfect tool for you.
Step 1: Assess Your Business Needs
Determine whether you need an external or private knowledge base or both and identify key features like search tools, analytics, and integrations.
Step 2: Evaluate Key Features
Look for advanced search, customization, version control, analytics, and integration with tools like help desk software or project management platforms.
Step 3: Consider Scalability
Choose a platform that supports growing content libraries, additional users, and expanded business needs.
Step 4: Check Accessibility
Make sure the platform allows remote access across devices and offers mobile compatibility for on-the-go users.
Step 5: Test Ease of Use
Select a platform with an intuitive interface, pre-built templates, and drag-and-drop functionality, and request a demo or trial.
Step 6: Review Security Features
Verify role-based permissions, encryption, and compliance with data protection standards for sensitive information.
Step 7: Compare Pricing Plans
Match the platform’s pricing tiers to your budget while factoring in costs for advanced features and integrations.
Step 8: Gather Team Feedback
Consult your team to identify necessary features and ensure the platform aligns with their workflows.
By following these steps, you can choose the right knowledge base software for your business needs while improving customer support, team collaboration, and knowledge management.
If you’re looking for a modern, AI-powered solution- try Odin AI today!
Cloud Knowledge Base Software vs. On-Premise Knowledge Base Software
Businesses deciding between cloud-based and on-premise knowledge base software should consider how each option fits their needs. Both have unique advantages and challenges, and the choice often depends on factors like budget, accessibility, and control over data.
Cloud Knowledge Base Software
Cloud-based platforms are hosted online and managed by vendors. Teams and customers access the system through the internet, and businesses don’t need to handle infrastructure or maintenance.
Advantages:
- Remote access: Teams and customers can connect from anywhere, making it ideal for hybrid or remote work environments.
- Scalability: Cloud platforms handle growing user numbers and content without the need for additional hardware.
- Lower upfront costs: Businesses avoid hardware expenses, paying only a subscription fee based on usage or features.
On-Premise Knowledge Base Software
On-premise solutions are hosted on company-owned servers. They offer more control but require in-house IT resources for management and maintenance.
Key features:
- Full data control: Businesses completely own their data and access policies.
- Customization: On-premise systems offer more flexibility for businesses with unique needs.
- Internal hosting: Sensitive data stays within the organization, making it suitable for industries with strict compliance requirements.
Recommended Reading
AI Governance Simplified: A Look at On-Premise Deployment
Key Differences
Check out the table below to see how the two types of knowledge base software differ:
Feature | Cloud Knowledge Base Software | On-Premise Knowledge Base Software |
Accessibility | Available from any internet-connected device | Limited to company networks or VPN access |
Setup and Maintenance | Vendor handles setup and maintenance | Requires in-house IT for installation and ongoing support |
Cost | Subscription-based with predictable fees | High initial cost for hardware and licensing |
Scalability | Easily expands with business needs | Requires additional hardware and resources to grow |
Updates | Automatic updates by the vendor | Manual updates handled by internal IT teams |
Data Control | Vendor manages data storage and backups | Full control over data storage and security |
Cloud-based systems are becoming the preferred choice for most businesses due to their flexibility and ability to adapt quickly. Odin AI provides the tools to improve knowledge sharing and management, giving businesses a modern solution for organizing information.
Experience the benefits of cloud-based knowledge with Odin AI- sign up today!
Recommended Reading
12 Top Knowledge Base Software Solutions in 2024
Take Your Knowledge Base to The Next Level With Odin AI
Cloud knowledge base software has become a key tool for businesses looking to improve customer support, organize internal processes, and enhance team collaboration.
A well-implemented knowledge base platform benefits organizations by reducing support tickets, speeding up access to information, and improving customer satisfaction. Teams work more effectively when they have easy access to the resources they need, and customers appreciate being able to find answers quickly and independently.
With Odin AI, businesses gain access to advanced AI-powered tools, real-time analytics, and seamless integrations that simplify the knowledge management process.
Discover how Odin AI can transform your business operations and book a demo today!
Have more questions?
Contact our sales team to learn more about how Odin AI can benefit your business.
FAQs About Cloud Knowledge Base Software
Knowledge-based software is a tool that helps businesses organize, manage, and share information in a centralized platform. It stores resources like FAQs, troubleshooting guides, knowledge base articles, and training materials, making them accessible to both customers and internal teams. These platforms improve customer support by providing self-service options and enhance team productivity by centralizing organizational knowledge.
A service cloud knowledge base is a cloud-hosted platform designed to store and manage information related to customer support. It helps businesses provide quick and accurate answers to customer questions through self-service knowledge bases, live chat integrations, or support agent tools.
Yes, Zendesk offers a knowledge-based solution called Zendesk Guide, which is part of its customer support suite. Zendesk Guide allows businesses to create customer-facing content, such as FAQs and help articles, and integrates seamlessly with Zendesk’s ticketing and live chat systems.
A database is a structured system that stores and manages large amounts of data, such as customer records, inventory, or financial information. It focuses on organizing raw data for efficient retrieval and analysis.
Key features of knowledge base software include advanced search capabilities, content organization tools, user-friendly interfaces, analytics for tracking usage, integration with help desk platforms, and options for creating both internal and external knowledge bases.
A knowledge base improves customer support by providing customers with a self-service knowledge base where they can find answers to common questions.
A private knowledge base is an internal resource businesses use to store sensitive or proprietary information. Access to a private knowledge base is restricted to authorized personnel, such as employees or specific teams.
Yes, most knowledge base software platforms integrate with tools like help desk software, project management platforms, communication tools, and CRM systems.
