Do your employees need help to gather information for a new task? Is it taking their valuable time?
So why haven’t you considered an internal knowledge base software for your company yet? This is an excellent time to do so.
Whenever a new task is assigned to your employees, they need information from the company’s database to solve the particular task. And for that, they struggle through old emails, newsletters, whitepapers, case studies, and other shared folders.
Not only this, they reach out to fellow employees for help.
Unfortunately, it took a lot of their time, and often, they didn’t find what they were looking for. So, it becomes really important to create a centralized knowledge repository where all the company’s information is stored.
This can be achieved by a knowledge base platform.
This article will explain knowledge base software and the 5 best internal knowledge base software for your company to invest in.
What is an Internal Knowledge Base Software?
An internal knowledge base software is software that acts like an online library where all the necessary information is available for your employees to use.
You can store, maintain, and share employee knowledge here effectively.

This information is in the form of emails, product documentation, policies, procedures, and more. Employees can get access to the information whenever it is needed to make their work more productive.
This is a kind of collaborative knowledge base cum tool that helps to share information among all the departments of the company.
Benefits of Using Internal Knowledge Base Software:
An internal knowledge base software is essential for your business, and there are so many good reasons to buy one for your company:

1. Enhanced Employees’ Productivity
As already discussed, a knowledge base makes the work of your teams and departments easy by giving a centralized hub of information.
This information is readily available to all the teammates this way.
Your knowledge base platform has information from whitepapers, company policies, and product manuals to help guide and guide clients' data.
Getting hands-on access to this information in no time will help your employees reduce the time spent finding answers and remain super focused on their tasks.
2. Preserve Company Knowledge
Any company or organization must preserve their company’s knowledge when any of their employees leave the company for the good or retire.
Keeping a record of what all the employees are up to in the form of documents, their findings, and how far they are in completing the project. All the information is stored in the internal knowledge base.
So, when a new employee comes, they shouldn’t have to start from scratch.
This way, you can save both the time and the resources needed to train them.
3. Increased Team Collaboration and Communication
Information among the different departments of an organization should travel seamlessly, and to increase productivity, all the departments should be on the same page.
A survey reported that employees spend 19% of their workdays in the hassle of searching for information, which in turn leads to low productivity.
The internal knowledge base has all the necessary guidelines, how-to tutorials, and best practices for the employees to make sure their work is in line with the brand’s tone.
That’s important for your customer satisfaction as well.
Must-have Features of the Best Internal Knowledge Base Software:
There are many different internal knowledge base tools out in the market with all sorts of features. But you might not need all of those features. Listed below are the features that a good internal knowledge base software must have:
- Organizational structure
- FAQs and help guides
- Basic company information
- Onboarding and training sessions and tutorials
- Tech assistance
- Announcements about updates
- Branding and marketing guidelines
- Personal directory
- Employee compensation and benefits
- Calendar and events.
- Search or filters
- WYSIWYG editor
- Accessible on any device
5 Best Internal Knowledge Base Software
The following are some of the best knowledge base tools, with advanced options and ease of use. By using them, you can build an easy-to-use knowledge base that allows your team to function seamlessly.
1. Document 360
As a standalone, perfect internal knowledge base software, Document360 has all the features that any company wants.
This AI-powered knowledge base is the choice of more than 100,000 users, making it among the most popular knowledge bases.

It is an incredible self-service knowledge base platform used to create and share information.
It comes with a suite of features such as Markdown support, version control, preview capabilities, custom domain mapping, internal commenting, etc, and tools for documentation creation, editing, managing, categorization, and branding.
Among the highlighted features is the Employee Handbook, which allows you to share generic information and company policies.

The private documentation feature lets you share corporate knowledge with other trusted partners, and the knowledge repository allows you to access centralized corporate knowledge.
Pricing:
You can get lifetime access to the free version of Document360, which has limited features, or you can subscribe to the standard plan, which starts at $149 a month and has all the necessary features.
2. Confluence
If you want to improve the communication and collaboration among your teams, consider Confluence.

It helps you gather your ideas and information and create a shared workplace to ensure everyone is on the same page.
Confluence is a perfect collaborative tool that allows you to create, manage, and collaborate on all the ongoing projects from its launch to the marketing strategies.
There are many amazing features this software offers, including real-time editing, commenting, notifications to alert your teammates about the updates and new tasks assigned, and many more.
Moreover, it also offers knowledge space for organizing knowledge across the teams with advanced search and intuitive content hierarchy.
Other than this, you will get your company hub, home personalized feed, etc.
Pricing:
You can get Confluence for free with a limited number of 10 users, while to get access to more users, the pricing starts at $4.89 per user.
3. Zendesk
Zendesk Help is another internal knowledge base software that comes with Zendesk.
It is a self-service knowledge base tool that is quick and convenient to use.

The help center of Zendesk organizes knowledge and empowers agents and other customers with the information.
Zendesk makes it easy for customers to find answers on their own.
It also features in-context self-service inside your website with mobile SDK and Web Widget. It helps your agents handle customer support more easily, which, in turn, increases customer retention.
Pricing:
You can get started with Zendesk for a support team from $19/agent.
4. Guru
Guru is one of the best internal knowledge base software and a collaborative tool that gathers information and knowledge in one place.

It allows you to add and recover information from the knowledge base easily without disturbing the workflow.
Guru's main goal is to help teams stay on the same page by providing contextual knowledge at their fingertips.
It helps you connect with all your tools, so using the advanced knowledge base search, you can easily search for your company’s collective knowledge from a centralized place.
Guru also allows your team to use a single tool that helps you search across different apps and access information instantly.
Pricing:
Get started with Guru from $15 per user per month.
5. Helpjuice
Helpjuice is one of the most powerful and top knowledge base platforms with more than 75000 active users.
They claimed that if you use its knowledge base platform, it will reduce the cost, train employees, share knowledge, and onboard customers effectively.

It features knowledge bases having Google-like search which is AI-powered too.
Helpjuice also allows you to plan your knowledge base, create articles, and assign roles all right from the Helpjuice dashboard.
In addition to being a knowledge base with the WYSIWYG editor, Helpjuice also features a Markdown editor, analytics that helps you understand what is missing in your knowledge base and how you can improve it, and easy version management of files.
Pricing:
The starting price is $120 per month for up to 4 users.
Some Additional Free Internal Knowledge Base Software
If you’re looking to use an open source knowledge base platform or self-hosted knowledge base solution, you can prefer the following ones to centralize your company’s internal knowledge, such as company policies, employee onboarding, troubleshooting IT issues, sales enablement or product knowledge.
The tools are:
- Docusaurus
- MkDocs
- Gitbook
- Notion
- BookStack
- Read the Docs
With the above tools, you can manage your internal knowledge for free.
Wrapping up
Knowledge-based software is a crucial tool if you want your employees to stay razor-sharp and focused and solve the problem without bugging their managers.
It improves the team’s collaboration, and saves time and money.
Investing in a reliable knowledge base will help boost your company’s productivity to many folds.
It also helps you to save resources by making onboarding easier. In a case study of Mobicom and Foodpanda, it was reported that the onboarding process was cut down after using Helpjuice (Knowledge base) software.
Likewise, your company can also benefit from it.
So, what are you waiting for? Now is the time to invest in the best internal knowledge base software and take your business to new heights.