22 Best Documentation Software Reviewed for 2025

Guru is an AI-powered search, intranet, and wiki platform that brings your company's knowledge base into your existing tech stack and workflows. The search function surfaces relevant, up-to-date information in your team's day-to-day workspaces, alleviating manual searching and app-switching.

Why I picked Guru: I chose Guru because of its comprehensive AI-powered enterprise search, but also for its customizable employee engagement hub and automated, centralized knowledge base. What makes Guru stand out is its ability to connect all apps, documents, and chats, providing instant answers within the user's workflow. It also offers a zero-data retention policy, private AI models, and role-based access control (RBAC), ensuring the secure storage of your company's docs and knowledge.

Guru Standout Features and Integrations

Features include advanced search capabilities, customizable dashboards, secure data storage, real-time collaboration tools, knowledge management, AI-powered suggestions, robust analytics and reporting, integration with multiple platforms, personalized user experiences, mobile accessibility, document management, workflow automation, social networking features, and multilingual support.

Integrations include Google Chrome, Google Workspace, Slack, Microsoft Teams, Gmail, Outlook, HRIS solutions, Vimeo, Loom, Airtable, Sendesk, Salesforce, Intercom, Freshworks, Confluence, and more. Plus, you can use Zapier, Workato, or the custom API to connect more tools.

Trainual is a platform designed to help you document your business processes, policies, and standard operating procedures (SOPs) in one place. 

Why I picked Trainual: I picked Trainual because it offers AI-powered content generation, which helps you quickly create and refine documentation with minimal manual effort. It also lets you import existing documents like Google Docs or PDFs directly into the platform, so you don’t have to rebuild everything from scratch. This saves time and makes it easier to centralize all your training materials. These features are especially useful if you’re trying to build consistent, organized documentation for your team.

Trainual Standout Features and Integrations

Features include the ability to embed videos, GIFs, PDFs, and other content from over 700 providers, making the documentation more engaging for your team. Additionally, Trainual offers over 400 industry-proven templates to help you get started quickly.

Integrations include Loom, QuickBooks, Slack, Justworks, Paylocity, Zenefits, Google SSO, Namely, Insperity, Workday, and Okta.

Notion is a productivity app that allows you to create and organize notes, tasks, wikis, and databases. Its user-friendly interface makes it easy to use as a documentation tool.

Why I picked Notion: I like Notion's block-based architecture, which allows users to add text, code snippets, images, videos, and even databases to their documentation. This flexibility enables the creation of multi-dimensional documents that can cater to various types of content, making it a versatile solution for all documentation needs. Additionally, Notion's rich template library offers a plethora of pre-designed templates that can be customized to fit specific requirements.

Notion Standout Features and Integrations:

Features include flexible project management tools, which include custom views like timelines and Kanban boards, as well as automation to streamline workflows. Additionally, Notion's real-time collaboration tools allow teams to share, suggest, and comment on documents. It also offers various elements for page layouts like headers, subheaders, lists, and more.

Integrations include Figma, Slack, GitHub, Adobe XD, Canva, Asana, Box, ClickUp, Jira, Loom, and APIs to create custom integrations.

GitHub is a platform that allows developers to host and share code with other developers. It also has many tools that help you host and share documentation for open-source or private projects.

Why I picked GitHub: I recommend GitHub for coders and developers because of GitHub Wikis, a collaborative documentation platform and part of the GitHub repository. Wikis are particularly useful when you want to save and share information on your project, like how to use it, how the project was designed, and its fundamental principles. You can format wikis by adding images, tables, expandable sections, and quotes.

GitHub Standout Features and Integrations:

Features that I believe developers would like are its offering of GitHub README files that store essential project information like how to get help on a project and who is handling and contributing to the project. Further, they can publish their documentation page as a website with GitHub pages. All tools have powerful text formatting with simple syntax.

Integrations are available as built-in options, including Slack, Microsoft Teams, Terraform, and Jira. Includes a robust API that allows you to integrate with third-party tools.

Document360 is an AI-driven knowledge base software tailored for businesses looking to efficiently create, manage, and expand their documentation efforts. It features a comprehensive platform that includes a user-friendly portal for content creators and a customer-facing site.

Why I picked Document360: It supports various user roles with a dedicated portal, promoting effective collaboration among editors, writers, and reviewers. With advanced functionalities like analytics, workflow management, and SEO optimization, users can efficiently manage documents and boost productivity. Document360's AI-powered features, such as interactive search and automated content generation, aid in managing documentation processes more effectively. Furthermore, the platform provides a business glossary, ticket deflector, and health check metrics to support comprehensive knowledge management.

Document360 Standout Features and Integrations

Features include an AI-powered knowledge base, in-line comments, a difference viewer for comparing versions, document lifecycle statuses, a category manager, bulk actions, custom domain mapping, and custom branding.

Integrations include Zendesk, Freshdesk, Intercom, Drift, Slack, GitHub, Make, Salesforce, and Microsoft Teams.

Guidde is a generative AI platform designed to help your team create video documentation faster. It allows you to produce how-to guides, standard operating procedures (SOPs), training materials, and onboarding documents, all in one place.

Why I picked Guidde: I picked Guidde because of its AI-powered video documentation features that let you record a workflow and instantly generate step-by-step guides. The tool automatically adds visual instructions and lets you choose from over 100 voices and languages for narration, which is great for teams with global users. It also comes with smart editing tools that let you easily add text, annotations, voiceovers, and branding to your videos.

Guidde Standout Features and Integrations

Features include automated voice translations, desktop application compatibility, AI-generated descriptions, one-click capture, customizable branding, step-by-step workflow capture, text and annotation addition, voiceover capabilities, Windows and macOS support, and automated step descriptions.

Integrations include Salesforce, Google Drive, Microsoft OneDrive, Slack, Zoom, Zendesk, ServiceNow, Chrome, Notion, and Confluence.

Whatfix is a digital adoption platform that you can use to create technical documentation in an interactive and engaging manner. It helps users adopt your software and its workings quickly, especially if you have robust and comprehensive software that users may need help understanding.

Why I picked Whatfix: If you’re looking for a visual way to guide your users through your app, I would definitely suggest Whatfix. With Whatfix, you can create step-by-step walkthroughs without coding so users can understand how to use your product. You can create your in-app guides in multiple formats, like videos, slideshows, GIFs, and PDFs.

Whatfix Standout Features and Integrations:

Features that I want to highlight here are Whatfix’s ability to create flows in the documentation for contextual guidance and give prompts if you want users to take specific actions. You can highlight, circle, and zoom on particular parts of the screen and alert users with essential notifications about any upgrades, events, or changes. With its analytics, you can also track user behavior and optimize your content.

Integrations are natively available, including Salesforce, SAP, SurveyMonkey, Confluence, Workday, Slack, and PowerBI.

Zoho Learn allows organizations to create, store, and manage knowledge base articles, FAQs, and user manuals with customization options for branding and layout. However, it is much more than just documentation software, as it is a complete employee training and development solution.

Why I picked Zoho Learn: My primary reason for choosing Zoho Learn is its ability to be a central repository of all the documentation your business needs. For example, you can create product documentation, handbooks, reports, manuals, roadmaps, wikis, strategies, FAQs, compliance documents, and more and store them in a neat and organized way.

Zoho Learn Standout Features and Integrations:

Features that I believe teams who want a robust knowledge base software will appreciate are that you can collaborate with other users on your documentation, save standard formats of manuals as templates, and track versions. I also liked that you can make shared workspaces to keep similar documentation in one place and offer feedback with comments and mentions.

Integrations are natively available with G Suite and Microsoft Teams, and you can use Zapier and open API for custom integrations.

Dropbox is a cloud-based service that allows teams to store, share, and collaborate on internal documentation in real time.

Why I picked Dropbox: For me, Dropbox is a great solution for internal teams because it’s easy to use. Team members can simultaneously access and edit documents, add comments and annotations, and share feedback. It also uses advanced security measures to protect documents and files with two-factor authentication, role-based permissions, and remote wipe capabilities.

Dropbox Standout Features and Integrations:

Features that I feel internal teams will love are that it offers a mobile app with the full functionalities of a web or desktop Dropbox app. It has a Smart Sync feature that allows users to see and access all files and folders without occupying their hard drives; this can be helpful for teams who work with large files or have limited storage capacity. Like Google Docs, it has Dropbox Paper for better team collaboration on documents and a file preview feature where users can see the file without downloading it.

Integrations include GSuite, Microsoft Office, Nitro, Adobe Acrobat DC, Canva, IFTTT, Prezi, and monday.com. Zapier is also available.

ClickHelp is a modern documentation system for technical writers and teams to create and manage all kinds of content, including manuals, user guides, tutorials, and API documentation.

Why I picked ClickHelp: I selected ClickHelp for this list because of its patented full-text search (FTS) engine, designed solely for documentation search. It provides accurate results for exact matches and even for queries with typos or partial matches. The FTS engine can also interpret user queries to offer helpful suggestions for related searches.

ClickHelp Standout Features and Integrations:

Features that impressed me about its FTS engine are that it has predictive search and indexes content to add words that are not in the article so that readers can find what they want with the indexed terms. It also groups results, tags other pages where you can find the same result, and restricts password-protected documents from entering the search results.

Besides these, ClickHelp also lets you add rich media content like videos, quizzes, feedback forms, and surveys, and you can even track how your documentation is being used and what needs improvement with analytics.

Integrations include Zendesk, Bing, Disqus, Google Analytics, JotForm, Vimeo, YouTube, and Salesforce. APIs are also available.

Nuclino is a team’s collective brain and collaborative wiki that allows teams to easily create, share, and collaborate on documents. It offers features like a visual editor, version history, and the ability to link between documents.

Why I picked Nuclino: I selected Nuclino for my list because of its powerful visual editor. You can bring boring technical documents to life by adding images, videos, screenshots, code blocks, embed, file attachments, quotes, markdown commands, and Mermaid diagrams.

Nuclino Standout Features and Integrations:

Features that I think are the most impressive are its ability to adapt knowledge in different views like list, board, graph, and table view so you can manage and search information easily. Nuclino allows teams to customize their workspaces with their logo, color scheme, and appearance, making it easy to create a visually appealing and cohesive documentation hub.

Integrations are native for Slack, Microsoft Teams, YouTube, Google Calendar, Grammarly, Typeform, Figma, Canva, OneLogin, and Miro. APIs are available.

MarkdownPad is a feature-rich Markdown editor for Windows that allows you to write, preview, and publish your markdown documents.

Why I picked MarkdownPad: If you’re a user who wants a neat and clean UI for writing documentation but also wants plenty of customization options, I would recommend MarkdownPad. You can see how your documents look in HTML as you write them. If you happen to stop your work, the LivePreview option automatically takes you to the location you’re editing. You get a lot of keyboard shortcuts and toolbar options too.

MarkdownPad Standout Features and Integrations:

Features that impressed me during my assessment are that you can customize colors, fonts, sizes, and layouts. You can completely change how your HTML pages look with CSS with a built-in CSS editor. MarkdownPad also supports various languages like Chinese, German, Italian, and Spanish.

Integration is natively available for GitHub.