12 Best ProProfs Knowledge Base Alternatives in 2025

Choosing knowledge base software is like picking a pair of shoes. There are countless options out there and you won't know if something is a good fit in the long run until days after purchasing. In a crowded market, ProProfs stands out as a tool that has been around for a while, with a solid feature set and tons of social proof online.

But maybe you've tried ProProfs before for employee training or educating your users, and it just didn't work out. Or maybe, you're shopping around for the best knowledge base software, and you think there is better value for money.

Whatever the case may be, these are some of your best alternatives to ProProfs. 👇

TL;DR: top ProProfs knowledge base alternatives:

1. ✨ Featurebase – Best modern option for SaaS teams that want a powerful knowledge base combined with user feedback, roadmaps, and changelogs in one tool.
2. Guru – Best for internal teams needing fast, AI-driven access to verified knowledge within daily tools like Slack and Chrome.
3. Nuclino – Best for lightweight, real-time collaborative documentation with visual content organization.
4. Document360 – Best for structured, scalable knowledge bases with advanced customization and AI features.
5. Notion – Best for flexible, all-in-one documentation and task management with a highly customizable interface.
6. Stonly – Best for building interactive, step-by-step guides that adapt to user behavior.
7. KnowledgeOwl – Best for small to mid-sized teams that need a simple, highly customizable knowledge base with access control.
8. Bloomfire – Best for large teams managing internal knowledge with AI-powered search and content engagement insights.
9. Helpjuice – Best for companies that want complete control over branding and detailed analytics in their knowledge base.
10. Knowmax – Best for customer support teams that need visual guides, decision trees, and omnichannel knowledge delivery.
11. Confluence – Best for teams already using Atlassian tools that need structured internal documentation and collaboration.
12. Slab – Best for growing teams looking for a clean, modern knowledge base with strong search and content verification.

Why look for alternatives to ProProfs knowledge base tool?

ProProfs has been around the block for a few years and they've built up a reputation for a solid knowledge base platform with different features that help you communicate product and company knowledge.

But like any other tool, it's not ideal.

1. ProProfs is expensive

You can use the knowledge base for free forever if you have fewer than 25 users. After that, you have to upgrade to a paid plan at $99 per author per month when paid annually or $159 per author per month when paying on a monthly basis.

You get unlimited viewers, pages, users, and groups, but you are charged per author, which is not a standard practice. If you have a lot of users creating content, ProProfs can get super expensive very fast.

2. The templates are "meh" at best

The platform offers a few templates for creating your own knowledge base if it's your first time tackling a job like this. However, as some users state, the templates are not very versatile and lack customization options.

• "Although the current structure is good, we wanted the templates to be a little more comprehensive than what they are." - Source
• "As of now, I haven’t faced any noticeable drawbacks. However, I wish there were more customization options within the templates." - Source

The best ProProfs alternatives to try in 2025

If you want to give actionable insights to your team members and users, ProProfs seems like a decent choice... Until you see what the competitors have to offer. Take a look at some of the best alternatives to ProProfs knowledge base.

1. Featurebase ✨

Featurebase is a modern knowledge base management and user feedback platform built for SaaS teams that want a flexible documentation tool combined with user engagement features. It’s a powerful alternative to ProProfs Knowledge Base for teams that want to manage support content, collect feedback, and communicate product changes—all in one place.

Check out our live Help Center 👈

Top features

1. AI-powered knowledge base – Build beautiful documentation with full-text search, custom branding, and a Notion-style editor.
2. In-app help widget – Deliver support where users need it most by embedding a help widget into your app or website.
3. Custom domains and branding – Advanced customization features with a feedback portal to match your brand.
4. Public or private docs – Make documentation public for users or private for internal teams, with access control.
5. Feature voting boards – Let users submit ideas, vote on suggestions, and track what matters most.
6. Roadmap sharing – Publish a public or internal roadmap to show what’s being worked on and what’s coming next.
7. Changelog announcements – Keep users informed of product updates through built-in release notes and announcements.
8. Real-time feedback collection – Gather bug reports, suggestions, or questions directly from users via embedded widgets.
9. Analytics and insights – Track how your knowledge base is used, which articles perform best, and where users need more help.
10. Integrations – Connect with tools like Intercom, Slack, Jira, and more to fit into your existing tech stack.

How it’s better than ProProfs Knowledge Base: Featurebase combines a powerful knowledge base with feature voting, changelogs, and roadmaps. It offers much more than simple help content for teams that want to grow with user input.

✨ Create a beautiful Help Center with Featurebase for free →

2. Guru

Guru is a knowledge management solution designed to help teams capture, organize, and access information seamlessly within their existing workflows. Its AI-driven features and robust integrations make it a compelling alternative to ProProfs Knowledge Base for an internal or external knowledge base.

Top features

• AI-powered search – Guru's intelligent search functionality delivers contextually relevant knowledge to team members, reducing time spent searching for information.​
• Knowledge verification workflows – Automated reminders prompt subject matter experts to verify and update content regularly, ensuring information remains accurate and trustworthy.​
• Browser extension – Access and capture knowledge directly from your browser, allowing knowledge base teams to retrieve information without disrupting workflow.​
• Integrations – Guru integrates with various tools, including Slack, Microsoft Teams, and Salesforce, ensuring knowledge is accessible within existing workflows.​
• Analytics and insights – Gain insights into how teams use content, what they're searching for, and how it's impacting performance, helping to identify knowledge gaps and improve resources.​

How it’s better than ProProfs Knowledge Base: While ProProfs offers basic knowledge management capabilities, Guru provides customizable features like AI-powered search, verification workflows, and seamless integrations, making it particularly suitable for teams seeking to enhance internal collaboration and information accuracy.

3. Nuclino

Nuclino is a fast, minimalist tool that combines real-time editing, team documentation, and project organization in one unified workspace. It’s a strong alternative to ProProfs Knowledge Base for teams that prefer a simpler, more visual way to share and structure product and company knowledge.

Top features

• Real-time collaborative editing – Work together with teammates on the same page with instant updates.
• Visual content organization – Arrange documents using boards, tables, or mind maps to match your preferred structure and make customer communication easier.
• Instant internal linking – Easily connect related docs to build a network of interconnected knowledge.
• AI assistant – Ask questions and get answers based on your internal knowledge base using Nuclino's built-in AI.
• Tool integrations – Connect with Slack, Google Drive, and Microsoft Teams to bring external content into your knowledge space.

How it’s better than ProProfs Knowledge Base: Nuclino provides a faster, more flexible editing and organization experience, with AI assistance and visual layouts that make building and navigating connected information easier.

4. Document360

Document360 is a professional-grade documentation tool built for creating self-service knowledge bases, product manuals, and internal wikis. It’s a strong alternative to ProProfs Knowledge Base for companies that need greater customization, scalability, and content control.

Top features

• AI-powered content tools – Generate glossaries, summaries, SEO descriptions, and more with built-in AI support.
• Advanced customization – Customize the layout, branding, and homepage design to reflect your company’s identity without needing code knowledge or online training programs.
• Granular access control – Assign roles and permissions to control who can view, edit, or publish specific content.
• In-depth analytics – Track user behavior, top-performing articles, and failed searches to improve documentation.
• Integrations – Connect with collaboration and support tools like Slack, Microsoft Teams, Zendesk and other tools.

How it’s better than ProProfs Knowledge Base: Document360 provides more robust features, stronger branding options, and AI-powered tools better suited for scaling documentation across teams and audiences.

5. Notion

Notion is a flexible tool that blends note-taking, task tracking, and knowledge management into one platform. It’s a strong alternative to ProProfs Knowledge Base for teams that want a customizable, visual workspace that goes beyond traditional documentation.

Top features

• Customizable templates – Start quickly with templates for wikis, docs, project boards, and more, without a steep learning curve.
• Multiple database views – Organize content in tables, boards, lists, calendars, or galleries.
• Real-time collaboration – Collaborate with teammates live, leave comments, and track changes across shared pages.
• Rich media support – Add embeds, images, files, code snippets, and callouts to create more dynamic documentation.
• Integration capabilities – Connect with tools like Slack, Jira, and GitHub to centralize work.

How it’s better than ProProfs Knowledge Base: Notion offers greater flexibility in organizing and visualizing content, making it ideal for teams that want documentation, tasks, and notes all in one place, with a broad range of features for internal teams and external customers.

6. Stonly

Stonly is a knowledge management solution that helps teams build interactive, step-by-step guides and support articles. It’s a strong alternative to ProProfs Knowledge Base for businesses that want to deliver help content based on user choices rather than static articles.

Top features

• Interactive guides – Build decision-based tutorials that walk users through processes based on their responses, which makes for a very user-friendly design.
• Conditional logic – Show or hide content dynamically depending on what users select.
• In-app widgets – Embed help directly into your product or website so users can get answers without leaving the page, making for a clean user interface.
• Customizable branding – Adjust fonts, colors, and layout to match your company’s style.
• Analytics and feedback – Track how users interact with guides and gather feedback to improve content.

How it’s better than ProProfs Knowledge Base: Stonly offers a more engaging support experience with interactive guides that adapt to each user's situation, making it a better fit for product teams and customer support.

7. KnowledgeOwl

KnowledgeOwl is a versatile knowledge base software designed to help organizations create, manage, and share both public and private documentation effectively. Its extensive customization options and user-friendly interface make it a notable alternative to ProProfs Knowledge Base for businesses seeking tailored solutions to their knowledge management needs.​

Top features

• WYSIWYG editor – Allows users to create and edit content easily without requiring technical expertise, ensuring a smooth content creation process.​
• Custom branding – Enables organizations to tailor the knowledge base's appearance to align with their brand identity, providing a cohesive user experience.​
• Granular access control – Offers advanced user and reader management, allowing specific permissions to be assigned based on individual tasks and needs.​
• Advanced search functionality – Incorporates robust search features, including tagging and search phrases, to help users quickly locate relevant information.​
• Integration capabilities – Supports seamless integration with various tools and platforms, enhancing the knowledge base's functionality and accessibility.​

How it’s better than ProProfs Knowledge Base: While ProProfs Knowledge Base offers a straightforward solution for creating knowledge bases, KnowledgeOwl provides more extensive customization options, advanced access controls, and robust integration capabilities, making it particularly suitable for organizations seeking a more tailored and secure knowledge management platform.

8. Bloomfire

Bloomfire is a knowledge management solution designed to centralize and democratize information within organizations. Its AI-driven features and user-friendly interface position it as a strong alternative to ProProfs Knowledge Base for teams aiming to enhance collaboration and information accessibility.

Top features

• AI-powered search and discovery – Quickly locate relevant information across various file types and storage locations using AI-driven search functionalities.
• AI-powered authoring tools – Automatically tag, summarize, and categorize content upon upload, simplifying the content creation process.
• Customizable layouts and branding – Tailor the platform's appearance to align with your organization's branding and structure.
• Advanced analytics – Gain insights into content engagement and usage patterns to identify knowledge gaps and improve resource effectiveness.
• Seamless integrations – Connect with tools like Slack, Microsoft Teams, Salesforce, and Zendesk to streamline workflows and enhance collaboration.

How it’s better than ProProfs Knowledge Base: While ProProfs offers basic knowledge management capabilities, Bloomfire's AI-powered features, advanced search capabilities, and extensive integrations provide a more dynamic and efficient knowledge management experience for organizations aiming to optimize information sharing and collaboration.

9. Helpjuice

Helpjuice is a comprehensive knowledge base and help desk software designed to help organizations create, manage, and share information effectively. Its advanced features make it a strong alternative to ProProfs Knowledge Base for businesses seeking a more customizable and analytics-driven solution.

Top features

• AI-powered content creation – Utilize artificial intelligence to assist in generating and organizing knowledge base articles, enhancing content quality and consistency.​
• Customizable themes – Tailor the appearance of your knowledge base to align with your brand identity, ensuring a cohesive and professional look.​
• Advanced analytics – Gain detailed insights into user engagement, popular articles, and search trends to continuously improve your knowledge base content.​
• Seamless integrations with third party tools – Connect with various tools and platforms, such as Slack and Google Drive, to streamline information sharing and accessibility.​
• Multi-language support – Create and manage content in multiple languages, catering to a global audience and ensuring accessibility for diverse user bases.​

How it’s better than ProProfs Knowledge Base: Helpjuice offers a higher degree of customization, AI-assisted content creation, and in-depth analytics, providing organizations with more control over their knowledge management processes and the ability to make data-driven improvements.

10. Knowmax

Knowmax is a knowledge management solution tailored for support-driven teams, helping agents deliver consistent and accurate information across channels. It’s a strong alternative to ProProfs Knowledge Base for companies that need visual guidance tools and structured decision flows.

Top features

• Interactive decision trees – Break down complex processes into guided steps that help support teams solve problems accurately.
• Visual how-to guides – Create clickable picture-based instructions for common tasks and troubleshooting.
• AI-powered search – Quickly retrieve the most relevant content using smart, intent-based search features.
• Omnichannel distribution – Publish knowledge across your website, chat, email, and helpdesk platforms for consistent answers everywhere.
• Analytics and insights – Track which articles are being used and identify gaps in your support content.

How it’s better than ProProfs Knowledge Base: Knowmax goes beyond static articles with decision trees and visual guides that are more helpful for support teams working in complex environments.

11. Confluence

Confluence is a versatile tool that facilitates team collaboration, documentation, and knowledge sharing across various organizational functions. Its robust, comprehensive suite of features makes it a compelling alternative to ProProfs Knowledge Base for businesses seeking an integrated solution that supports both project management and content creation.​

Top features

• Real-time collaborative editing – Allows multiple team members to simultaneously edit documents, fostering seamless collaboration and immediate content updates.​
• Structured content organization – Utilizes a hierarchical system of spaces and pages, enabling teams to organize and access information logically.​
• Integration with Atlassian products – Seamlessly connects with collaboration tools like Jira and Trello, enhancing project tracking and management capabilities within a unified ecosystem.​
• Customizable templates – Offers a variety of built-in templates for different documentation needs, streamlining content creation and ensuring consistency across projects.​
• Advanced search functionality – Features a powerful search engine that quickly locates relevant information, improving productivity and reducing time spent searching for content.​

How it’s better than ProProfs Knowledge Base: While ProProfs Knowledge Base focuses on straightforward knowledge management, Confluence provides a more integrated approach by combining documentation, collaboration, and project management features within a single platform. This makes it particularly suitable for teams seeking a comprehensive solution for their organizational needs.

12. Slab

Slab is a sleek and intuitive knowledge management tool that helps teams create and organize internal documentation, focusing on usability and collaboration. It’s a great alternative to ProProfs Knowledge Base for teams that care about structure, design, and ease of navigation.

Top features

• Modern editing experience – Clean, distraction-free editor that makes writing and formatting content simple for anyone.
• Hierarchical content organization – Organize docs using topics and subtopics for a clear structure.
• Unified search – Search across Slab and connected tools like Google Drive and Slack from one place.
• Integrations – Connect with popular tools like GitHub, Notion, and Slack to bring knowledge into your daily tools.
• Content verification – Set reminders for contributors to review and confirm articles are still up to date.

How it’s better than ProProfs Knowledge Base: Slab offers a more refined editing experience, better search, and content verification tools that help teams keep documentation fresh and easy to find.

Conclusion

ProProfs has a decent feature set that actually compares well against the competition. However, some of the customization options and the high price point will cause you to look in other places. We want to save your time, so why not choose the best of the best?

Featurebase is one of the best modern, powerful alternatives to ProProfs that lets you create beautiful product documentation in minutes—without code. Besides documentation, Featurebase offers feedback collection, survey, and changelog features to help you build the best product on the market.

It comes with affordable pricing and a free plan. We can help you seamlessly migrate from any existing knowledge base tools. 👇

✨ Create a beautiful Help Center with Featurebase for free →