12 Best Documentation Tools in 2023 (Free & Paid)

Eshan Pancholi
Eshan Pancholi
April 26, 2023

TL;DR: Tettra is the best software documentation tool for growing teams. Also consider Dropbox Paper, Document 360, and Scribe.

How do you document your processes? 

The McKinsey Global Institute reports that the average employee spends almost 20% of their work week just trying to track down information or colleagues that can help them do their jobs.

That’s a significant amount of time wasted that could be better spent on more productive tasks.

Fortunately, solid internal documentation processes have emerged as a powerful solution to this problem. 

And to do that, you need a trustworthy documentation tool. These software tools are designed to simplify creating and managing documents, making it easier for employees to collaborate, share information, and get work done faster

With software documentation tools, distributing documents to internal and external teams is faster than ever, and version control makes it easy to keep track of changes made over time. Plus, you can publish a document once it’s complete while keeping it in draft mode for further revisions.

What are the types of software documentation tools?

When it comes to software documentation tools, there are 2 different types available to suit various business needs.

  1. Document Creation Tools:

Word processing tools create and format documents, such as reports, proposals, and manuals. These tools offer a user-friendly interface and various formatting options, including templates, styles, and fonts. 

Slide deck and presentation tools have also become more popular for creating reports and processes. They are also equipped with features like spell check, grammar check, and thesaurus, which make them ideal for creating error-free documents. 

  1. Structured Documentation Tools:

Structured documentation tools facilitate creating and managing complex documents, such as technical manuals, policies, and procedures. They typically offer features like version control, collaboration, templates, and automated processes, which streamline document creation. These tools also enable the creation of knowledge bases and wikis, essential for sharing information across teams and departments. 

Choosing the right software documentation tool depends on your business needs and the type of documents you need to create and manage.

Word processing tools may be the best option if you are looking for a simple and easy-to-use tool for creating basic documents. However, structured documentation tools may be a better fit if you need to create complex documents and want to streamline the document creation process. These work well with an internal knowledge base to house and store all of your company information.

Regardless of the type of tool you choose, it’s important to evaluate its features and functionalities to ensure that it aligns with your specific needs and goals.

What are the best documentation tools? 

1. Tettra

Tettra is an AI-powered knowledge management system that helps you curate important company information into a knowledge base, use it to answer repetitive questions in Slack and MS Teams and keep it up-to-date, organized, and complete with automation.

Purpose-built as knowledge management software, Tettra can be used as a documentation tool to help teams share information about their processes. To use Tettra as a software documentation tool, you need to create a new Tettra account and workspace, then create categories and pages to organize your information.

Tettra overview team collaboration page

When writing your documentation, use clear and concise language, break up your content into small sections with headings and subheadings, and use screenshots or videos if possible to illustrate your points. Keep documentation up to date and share it with your team to ensure that everyone has access to the most up-to-date information.



  • Limited customization options: While Tettra provides a lot of useful features, its customization options are somewhat limited. You may not be able to customize your documentation templates or styling as much as you would like.


  • Starting – Free up to 10 users
  • Scaling– $8.33 / user per month for up to 250 users
  • Enterprise – $16.66 / user per month 

Tettra has been so easy to set up. The customer service staff have been world-class. I see Tettra becoming one of the most important tools for our business. Nothing like it out there!


2. Dropbox Paper

Dropbox Paper is a collaborative document editing and sharing platform that allows teams to work together in real time. It provides a simple, user-friendly interface and is available as a web app and mobile app for iOS and Android. It offers a range of features such as task management, commenting, version control, and integrations with other popular tools like Slack and Trello.


  • Easy real-time collaboration between team members
  • Mobile app available for iOS and Android devices
  • Task management features for seamless project coordination


  • Lacks advanced document editing capabilities
  • Limited document creation process compared to alternatives
  • Data security concerns among some users

“Dropbox Paper is excellent for creating content and collaborating with people. Dropbox Paper is a straightforward and intuitive platform for creating documents and collaborating with others. It takes little to no time to set up documents. Dropbox Paper allows users to customize documents to suit their needs.”


3. Document360

Document360 is a cloud-based software documentation tool that enables teams to create and manage knowledge bases, product documentation, and user guides. It offers a user-friendly interface and a range of features such as version control, collaboration tools, and analytics.


  • Designed specifically for software documentation purposes
  • Valuable analytics and insights to optimize content
  • Customizable branding to maintain a cohesive brand image


  • Occasional minor bugs and issues reported by users
  • Potentially expensive pricing plans for some businesses
  • Limited customization options for some users

“Having an Online help center reduces the wait to reach a support agent. And the support agent also uses the internal knowledge base/ help center to solve customer problems quickly. In my opinion, it is very useful for the organization. It helped a lot to make the work easier for me.”


4. Scribe

Scribe is a cloud-based software documentation tool that allows teams to create and share knowledge bases, manuals, and guides. It offers a user-friendly interface and features like version control, commenting, and task management. Scribe is designed to simplify the documentation process, enabling teams to create and manage knowledge bases quickly and efficiently.


  • Budget-friendly pricing plans
  • Streamlined documentation process
  • Focus on simplicity and ease of use


  • Limited customization options compared to competitors
  • Fewer integration options are available
  • Occasional minor bugs and issues reported by users

“I recently took on several new roles at a boarding school, and Scribe made the onboarding process efficient and painless. Usually, this process takes about 1 month, but with Scribe, I felt confident in my roles after only 1 week.”


5. Nuclino 

Nuclino is a cloud-based knowledge management platform that enables teams to create, organize, and share information in a single workspace. It offers a user-friendly interface and features like version control, commenting, and task management. Nuclino’s built-in real-time collaborative editing feature allows teams to collaborate on a document simultaneously, making it easier to collaborate on projects and share ideas.


  • Seamless integration with tools like Slack, Trello, and Zapier
  • Interconnected pages with a built-in editor for better organization
  • User-friendly interface with customization options


  • Limited advanced formatting options
  • Restricted functionality on the free plan
  • Occasional glitches and slow loading times reported by users

“Nuclino is basically an internal database for our team to work out of. It is easy to keep documentation in a simple and easy way to use and search from. We especially use this tool for onboarding our team. Almost everyone uses this tool on our team in some capacity.”

knowledge base

6. ProProfs

ProProfs is a cloud-based knowledge management platform that enables teams to create and share knowledge bases, online courses, quizzes, and surveys. It offers a customizable and user-friendly interface, with numerous customization options, such as branding and access levels, that allow users to create a unique experience for their audience. ProProfs also provides a robust analytics and reporting suite to track user engagement and performance, making it an ideal platform for those looking to create engaging and informative content.


  • Wide range of integrations, including Zapier, Salesforce, and more
  • Variety of content creation options (knowledge bases, courses, quizzes, surveys)
  • Comprehensive analytics and reporting suite


  • Occasional minor bugs and issues reported by users
  • Potentially expensive pricing plans for some businesses
  • Advanced customization options may be limited for some users

“ProProfs Project offers excellent features for team collaboration. Our team can exchange feedback via task comments, making it so easy to track feedback. Also, its real-time notifications ensure that my team leads are up-to-date with project progress on the go.” – G2.

7. ClickHelp

ClickHelp is a browser-based documentation authoring and publishing platform designed to create user manuals, knowledge bases, and help articles. It supports single sourcing and has various features such as collaboration, version control, and content reuse.


  • Browser-based platform for easy access from any device
  • Single-sourcing capabilities for content reuse
  • In-built search engine optimization (SEO) tools


  • The learning curve may be steep for non-technical users
  • Limited template customization options
  • Occasional slow rendering times reported by users

“It soon became clear they were leaps and bounds ahead of the others. Support and onboarding were brilliant, and the client has been using the product for around 6 months and is very happy.” – Capterra.

8. Whatfix

Whatfix is a digital adoption platform that helps users create interactive guides, in-app flows, and onboarding content. It is designed to improve user engagement and increase software adoption rates by providing contextual help.


  • In-app guides and flows for seamless user adoption
  • Contextual help reduces support requests
  • Integrates with various Learning Management Systems (LMS)


  • Limited support for some less popular software applications
  • The analytics dashboard could be more robust
  • It may require additional training for non-technical staff

“Whatfix helps me to make sure the end users use the application in the correct way. With Whatfix, I can use beacons to make sure the end users see what’s new, and I can immediately tell them more about this new feature. With flows, I can ensure the end users know which steps they need to do to complete a certain task.”


9. Bit.ai

Bit.ai is a modern document collaboration platform enabling teams to create, organize, and collaborate on various documents. It offers a smart editor, real-time collaboration, and a content library to store and manage digital assets.


  • Smart editor with support for rich media embedding
  • Content library for better digital asset management
  • Automatic document versioning and tracking


  • Limited integration with third-party applications
  • The user interface may be complex for some users
  • Occasional performance issues with large documents

“I like how the interface looks so clean, and the tools are organized perfectly for better use of them and boosting productivity. I also like how the customization of the workspaces is outstanding and allows for them to be adjusted the way I prefer, and I can bookmark my most used and visited workspaces to help me prioritize them ad have quick access to them.” – G2.

9. Typora

Typora is a lightweight, cross-platform Markdown editor that provides a seamless experience between writing and reading. It offers features like live preview, inline images, and support for various export formats.


  • Distraction-free writing environment
  • Supports both source code and live preview modes
  • Wide range of export formats


  • Lacks advanced collaboration features
  • Limited customization options
  • No built-in version control system

“This editor automatically converts markdown syntax into the realized formatted text seamlessly. It’s a very minimal markdown editor with great themes. Since it reads the local directory, you can sync the data directly to your google drive/dropbox.”


10. Confluence

Confluence is a team collaboration and knowledge management platform by Atlassian that helps teams create, organize, and share information. It integrates with other Atlassian tools, such as Jira and Trello, offering features like page templates, advanced search, and access controls.


  • Seamless integration with the Atlassian ecosystem
  • Advanced search capabilities for easy content discovery
  • Scalable solution for growing teams


  • The user interface may be overwhelming for new users
  • Relatively higher pricing compared to some alternatives
  • Requires regular maintenance and updates for self-hosted instances

“Confluence is easy to set up and nice to work with. All the employees get what they want and contribute on their own, giving them confidence and work more productively.”


11. Slab

Slab is a team knowledge hub that helps organizations create, store, and share internal documentation. It offers features like unified search, integration with various tools, and a clean, intuitive interface.


  • Unified search across integrated tools and platforms
  • Hierarchical organization for better content structure
  • API support for custom integrations


  • Limited template options
  • No built-in analytics for content performance
  • Occasional syncing issues with third-party tools

“We established Slab for all our Internal Fresher Onboarding and Process Training. The slab has all features necessary for creating and maintaining a knowledge hub and is very efficient for any small-Mid sized organization. The best part about Slab is that we can add and save templates that can be used later to create any post. The UI is very user-friendly and hence very easy to develop Post.”


12. GitBook

GitBook is a modern documentation platform designed for teams to create, collaborate, and publish internal and external documentation. It offers features like real-time editing, version control with Git, and a clean, minimalist interface.


  • Built-in Git integration for robust version control
  • Supports importing from various file formats
  • Designed for both internal and external documentation


  • Limited formatting and styling options
  • No built-in search engine optimization (SEO) tools
  • Occasional lag in real-time collaboration features

“I use GitBook for one of my projects in which many non-developer people participate. They are happy because it is simple, and they can access a lot of information, I am so glad because people can consult information without having to send emails with repetitive questions.”


How do you choose a software documentation tool? 

Choosing the right software documentation tool can streamline your business processes and enhance your team’s productivity. Here are some key pointers to keep in mind when selecting a software documentation tool:

  1. Identify your specific needs: The first step in selecting a software documentation tool is identifying the documents you need to create and manage. Different tools offer different features and functionalities, so choosing a tool that aligns with your specific requirements is important.
  1. Consider collaboration tools: Collaboration is key to document creation and management, especially for remote teams. Consider whether the tool offers collaboration tools such as real-time editing, commenting features, and easy file sharing.
  1. Evaluate sharing options: Consider how you will share your work with your team and stakeholders. Choose a tool that offers easy sharing options, such as links or embedded files, to simplify the sharing process.
  1. Determine your budget: The cost of a software documentation tool can vary significantly. Determine your budget and look for tools that fit within your price range.
  1. Examine pricing plans: Consider the various pricing plans offered by different software documentation tools. Some tools offer free trials, while others provide pay-per-user or flat-rate pricing plans. Evaluate the features and functionality offered at each pricing tier to find the best fit for your needs.
  1. Identify internal champions: To ensure the success of your software documentation tool, it’s important to identify internal champions who can champion its adoption and use. Consider who in your team can provide training and support and who can help drive adoption and usage.

By evaluating these factors, you can find a tool that fits your needs, enhances collaboration, and improves your team’s documentation and knowledge management.