Ever felt like crucial details often dive into email abysses or get buried in documents, never to resurface? The struggle to find and share essential knowledge plagues all, irrespective of your role. Knowledge base software can solve this chaos of content management by offering a centralized hub where important details are organized, searchable, and instantly accessible to teams and customers.
While investing in a knowledge base tool can be a great step, the price tag might give you a pause. Starting with a free tool can help you experiment with features before you commit to a paid solution.
To help you make the right choice, this article highlights, in alphabetical order, five top-rated free knowledge base software products based on verified software reviews.
We’ve categorized these products into different categories—dedicated knowledge base software, collaboration tool, note taking system, and business management platforms. Nonetheless, all these products offer some common features, such as knowledge base creation, collaboration, and content categorization.
What is free software?
Free software refers to software that users can access and use without incurring any costs. To meet this criterion, a software solution should grant users free access to either all or some of its features. Software requiring payment after a specific time frame does not qualify as free software.
1. Confluence
Confluence is a content collaboration and management platform that helps teams create, capture, and collaborate on project ideas. The software allows users to organize their work and pages in the form of a nested content tree that displays a hierarchical list of pages starting from a specified parent page. This can act as a table of contents or a list of related topics. When viewing the page tree, customers can check another page link as per their relevancy.
The free version of Confluence supports up to 10 users per site and up to 2GB of file storage. If additional file storage or support is required for extra users, you need to upgrade to its paid plan.
Free features:Template library: Select from a range of project templates to streamline content creation and maintain consistency. Templates in Confluence include knowledge base templates that help users create informative knowledge articles.
Page versioning: Track and view the changes made to each page, compare different versions of an article, and roll back to a previous version if required. The feature prevents accidental deletion and unintentional changes made to important content.
Macros: Add extra functionality, such as polls and tables or dynamic content to pages with the help of macros. These are small codes that can be inserted into pages using specific syntax. Macros help users make their pages more informative and interactive.
Customer support options: Phone, knowledge base, and online FAQs
Who should consider Confluence?
Customer support agents looking to present information and organize their content into categories and subcategories, making it easier for readers to navigate quickly can consider Confluence. With a structured content tree in place, the software makes it easier for users to browse through related topics within the same category, encouraging deeper exploration. A well-structured knowledge base also reduces server load and improves page loading times.
We selected products for this article based on their average ratings as of January 2024; however, the article displays each product’s current average rating, which may differ if more reviews have been left since our analysis.
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Billing cycle
Device compatibility
2. Document360
Document360 is a dedicated knowledge base platform for building, sharing, and managing knowledge bases. The software features an online portal for editors, writers, and reviewers that can be used to organize related knowledge articles together using a drag-and-drop mechanism. The portal displays the total number of articles created by a writer, the number of published articles, and the articles in draft. It also displays the overall views on the articles and offers review reminders for stale and outdated articles in the knowledge base.
Document360 enables users to create a public knowledge base with up to 50 articles in its free plan. If you need to create a knowledge base with unlimited articles, upgrade to a paid version that supports more than two users and offers additional file storage for growing requirements.
Free features:Articles revision history: Enable reviewers and contributors to compare between article versions and revert to a previous version at any time. The old version of an article remains available on the knowledge base until a new version is published.
Bulk actions: Perform various actions on multiple articles, such as hiding, deleting, generating PDFs, and more. Bulk operations in Document360 are especially helpful while publishing a bunch of articles.
Customizable headers: Customize the home page header by changing the background color, text color, adding links, and more. Users can also add a welcome text message in the knowledge base header and provide links to the best blogs and feature descriptions.
Customer support options: Chat, email, and help desk ticket
Who should consider Document 360?
Content administrators and teams looking for a dedicated knowledge base tool with an online portal for content management and efficient knowledge sharing can opt for Document360. The software, along with an online portal for administrators, offers an advanced portal search for users that allows them to narrow the search results using keywords and advanced filters, such as version and updated date range. It also offers AI-powered search that leverages advanced algorithms to understand user queries and provide relevant answers.
We selected products for this article based on their average ratings as of January 2024; however, the article displays each product’s current average rating, which may differ if more reviews have been left since our analysis.
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Billing cycle
Device compatibility
/ Pro tip
Consider a knowledge base solution that allows users to group related content together. The software should be able to organize articles into categories, create workspaces or folders for teams, and link relevant articles across categories, enhancing user navigation.
3. Flowlu
Flowlu is a business management platform that enables businesses to create both internal and external knowledge bases for teams and customers. The software enables users to pin the most popular articles of the knowledge base to highlight them on the homepage. It also supports page comments for knowledge refinement. Team members can leave comments on articles to suggest improvements and give feedback. This facilitates two-way communication between knowledge base content creators and reviewers.
In its free version, Flowlu supports the creation of one internal knowledge base. If you need to build multiple knowledge bases or an external knowledge base for customers, you need to invest in the paid version of the software.
Free features:Content management: Add tables, images, and videos to articles to make them engaging. Users can also customize knowledge bases with brand colors, logos, header images, and more. Additionally, the content can be optimized for search engines with metadata.
Collaboration tools: Instantly mention a user or request feedback from a team member to speed up the article editing process. Collaboration tools in Flowlu also enable teammates to evaluate articles by rating how helpful the knowledge base content is.
Automatic server backups: Ensure the security and integrity of valuable information as the system performs automatic backups of the entire knowledge base, including articles, comments, and attachments.
Customer support options: Chat, email, and knowledge base
Who should consider Flowlu?
Small teams looking for a budgeted tool to share knowledge with internal employees, focusing on company policies, procedures, technical documentation, and best practices can consider Flowlu. The software facilitates the creation of an internal knowledge base and allows users to create categories and subcategories for easy navigation. The page comments feature further fosters quick discussions, increasing the accuracy and relevancy of content for employees. The software also has a mobile app that lets users access and update their knowledge base on the go.
We selected products for this article based on their average ratings as of January 2024; however, the article displays each product’s current average rating, which may differ if more reviews have been left since our analysis.
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Billing cycle
Device compatibility
4. Nimbus Note
Nimbus Note, now known as FuseBase, is an online note taking app for creating online notes, documents, and wikis. The software leverages artificial intelligence to help content creators generate content, including articles and blog posts, from scratch, and develop a no-code knowledge base. Users can use these prompts to specify the number of characters, required voice tone, and other important information for blog creation. These AI prompts help users increase efficiency and overcome creative blocks.
In its free version, FuseBase allows users to provide up to 20 AI prompts for content generation and offers up to 5GB of storage space. In case you need more than 5GB of storage with additional workspaces and support for unlimited pages, you need to invest in the paid plan.
Free features:Client portal: Create an online client portal and publish all the information your clients and partners may require. This information could include meeting notes, updates, and roadmaps. This portal is especially useful for sharing information and collaborating with clients on projects.
Nested folders: Organize your knowledge base content in folders and subfolders. The software supports unlimited nested folders within workspaces to create a visual hierarchy for navigation.
Shared pages: Share your pages, including individual notes and folders, with external users who do not have access to the workspace or do not have a FuseBase account.
Customer support options: Knowledge base and online support form
Who should consider Nimbus Note?
Content teams specifically looking to automate the content generation process for knowledge bases, sales emails, and proposals can look up to Nimbus Note. The software, with AI prompts, automates parts of the content creation process, including idea generation, outlining, and initial drafting. FuseBase AI supports more than 100 languages that facilitate quick content translation. Users can simply ask AI with a prompt to translate any text in their FuseBase pages.
We selected products for this article based on their average ratings as of January 2024; however, the article displays each product’s current average rating, which may differ if more reviews have been left since our analysis.
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Billing cycle
Device compatibility
/ Pro tip
Shortlist a free knowledge base solution that allows users to quickly find the information they need using multiple search options. These may include keyword search, boolean operators, semantic search, and filter-based searches.
5. Odoo
Odoo is an online suite of open source business management applications to manage all your business needs, including customer relationship management (CRM), accounting, and project management. The software offers a dedicated application called Knowledge, which is specifically designed for managing internal knowledge bases. It allows users to retrieve and insert content from other Odoo applications and build a more contextually relevant knowledge base for teams.
Odoo’s free plan includes only one app for unlimited users. However, the paid versions of the software include all apps, including sales, marketing, accounting, CRM, and more with unlimited support, hosting, and maintenance.
Free features:Autosave and revision history: Automatically save your content in Odoo at regular intervals and track all content changes over time. The feature ensures that users do not lose their past or current work.
Content sharing: Share articles with internal and external users via a direct link or by embedding articles directly into other Odoo apps. Users can also set editing access for the content.
Properties: Personalize the knowledge base with custom fields containing data that can be added to articles to provide additional context. Properties allow users to create various data types, such as drop-down menus and checkbox lists to capture additional information.
Customer support options: Phone, chat, and online inquiry form
Who should consider Odoo?
Content creators and teams looking to integrate their knowledge base with different applications to streamline workflows and customer experience can opt for Odoo. Odoo Knowledge is integrated within the Odoo platform, ensuring smooth data exchange and accessibility alongside other applications, such as sales and CRM. Users can embed their articles within other Odoo apps to provide contextually relevant information directly when teams need it.
We selected products for this article based on their average ratings as of January 2024; however, the article displays each product’s current average rating, which may differ if more reviews have been left since our analysis.
Trial/Free Version
- Free Trial
- Free Version
Cost to upgrade
Billing cycle
Device compatibility
What is the cost to upgrade from a free knowledge base software to a paid one?
Knowledge management system upgrades can be as low as $6.05 per user, per month, or increase up to $69+ per user, per month, depending on various factors—features, customization options, number of users, storage space, integration capabilities, and more. Most knowledge base software typically include the following subscription plans:
Free trials: No-cost plans ranging between 7-30 days, giving users access to all or limited software features. These are ideal for businesses that wish to try out a tool before purchasing it.
Free versions: Free software plans offer basic features and limited premium feature access. This is ideal for small businesses on a budget.
Entry-level plans: Start at $6.05 per user, per month, and offer limited features. This option is suitable for small businesses or teams with limited storage and feature requirements which may include basic categorization and file upload.
Mid-tier plans: Range from $12 to $49 per user, per month and offer features such as unlimited users, knowledge base customization options, and an intuitive text editor. These are ideal for businesses that have outgrown basic knowledge base solutions but don’t require the full range of functionality offered by enterprise-level tools.
High-end plans: Advanced plans that cost over $69 per user, per month and offer priority support, advanced analytics, unlimited knowledge bases, artificial intelligence capabilities, and more. These are ideal for teams and departments that need a customized solution.
Hidden costs associated with knowledge base software
Besides the software license, there may be additional costs associated with the best knowledge base software, including:
Training expenses: While some platforms offer basic support, additional training for complex features or ongoing technical support can incur additional charges.
Data migration costs: Migrating data from existing systems to the new knowledge management system or switching to a different knowledge base platform later may require expert assistance, which can escalate the original cost.
Maintenance and upgrades: Ongoing maintenance fees, software updates, and version upgrades can significantly add to the initial pricing.
Frequently asked questions when selecting free knowledge base software
Here are some questions to ask knowledge base software providers before selecting the best knowledge base software:
Does the software offer version control?
Before considering free knowledge base tools, make sure that the software allows users to track and manage changes to articles over time. Version control feature in knowledge management software enables users to compare different versions side-by-side and revert to the previous version if required.
What are the collaboration tools offered by the system?
Free knowledge base tools often include features such as shared workspaces, comments and discussions, mentions, notifications, and content export for quick collaboration and collaborative editing. Inquiring about such features can help users ensure increased knowledge creation, engagement, and knowledge sharing.
What are the available customization options?
Even free knowledge management solutions offer customization options to help users personalize the look and feel of their knowledge base. These could include branding and theme customization, layout customization, and content formatting options that align with their brand and user needs.