1. What is documentation software, and why is it important?

IT documentation software (also known as documentation tools or an IT documentation tool) serves as a centralized repository and management platform for all your technical documentation, ranging from user manuals and standard operating procedures to support accounts, IT infrastructure documentation, software inventories, and endpoint runbooks. A good platform provides a powerful online documentation tool with search functionality, version history/document history, and version control systems, enabling multiple users to edit, rollback to previous versions, and maintain a structured documentation framework. Why it matters: Well-maintained internal documentation reduces manual effort, speeds up onboarding for development teams and IT teams, improves knowledge sharing, and keeps everyone on the same page during incidents. If you store credentials or sensitive configs, choose a tool that offers sensitive information controls and secure file storage (some MSP-focused products like IT Glue bundle secrets/credential management, while others are pure KBs).

2. How to pick the best IT documentation software?

When evaluating which documentation software to buy, focus less on brand names and more on the capabilities that will actually reduce manual effort and increase user engagement. Look for a solution with an intuitive user interface and a minimal learning curve, enabling your entire team to adopt it quickly. It should also have strong collaboration features that support multiple users, with clear ownership and review workflows. Additionally, custom templates or existing documentation templates are necessary to create documentation consistently and efficiently. It’s also critical to have powerful search functionality, robust version control, and document history for audits, as well as options to publish in multiple formats or to multiple documentation websites (including hosting on your own domain name) if you need external-facing help centers. Integration matters too. The best IT documentation tools integrate with external software tools (RMM, PSA, ticketing), ensuring your documentation management remains up-to-date and tied to live software applications and inventories, rather than becoming stale. Finally, check licensing (per-user vs per-project vs unlimited projects), trial or free plan availability, and whether the product is a specialized tool designed for IT (like IT Glue) or a general-purpose knowledge base (like ProProfs Knowledge Base). Pick the model that minimizes cost while meeting your documentation needs.

3. How to implement and maintain documentation with minimal manual effort?

Start by centralizing all content into a single management platform or documentation website to create a canonical documentation library for SOPs, infrastructure documentation, and user manuals. Utilize a structured documentation framework and custom templates to ensure authors adhere to consistent formats, thereby reducing rework and enhancing readability. Automate where possible by connecting to external systems (RMM, PSA, asset inventories), so your documents reflect live software inventories and endpoint states without requiring repeated manual updates. Encourage collaboration by configuring roles for multiple users, enabling comments and review workflows, and maintaining detailed audit trails and version histories to ensure changes are traceable. Make content readily accessible with a strong search function and a user-friendly interface, and support different learning styles with video tutorials and multi-format exports. Protect sensitive information by using secure vaulting or integrations for credential storage, and measure success by tracking usage, search queries, and feedback, allowing you to iterate and improve. Begin by migrating critical SOPs first. Then, utilize a lightweight knowledge base or a free plan to demonstrate ROI, and scale to more extensive documentation once processes are working smoothly.

Data Data Quality Knowledge Management

Top 9 IT Documentation Software to Streamline Your Workflow

Cem Dilmegani

with Özge Aykaç

updated on Sep 25, 2025

See our ethical norms

Effective IT documentation is crucial for organizations to maintain operational efficiency, ensure compliance, and facilitate knowledge transfer. We analyzed over 18,000 recent user reviews and tested the key features of the nine leading platforms, from dedicated MSP vaults to integrated RMM solutions.

This article provides a comprehensive comparison across six differentiating features, helping you select a solution that offers the ideal blend of security, automation, and organizational fit.

All reviews above are sourced from B2B review platforms, including G2 and Capterra.

*Quote-based, often per-endpoint or tier-based for MSPs/IT Departments. Contact sales for an accurate quote.

Ranking: Sponsored products with their links are listed at the top. Other products are ranked based on their total number of reviews.

See vendor selection criteria.

Feature comparison

See definitions for the common and differentiating features.

Vendor analysis

NinjaOne

NinjaOne functions as a comprehensive IT management platform that seamlessly integrates documentation with RMM (Remote Monitoring and Management), monitoring, and automation. The platform provides a unified solution for both documentation and device control. Its functionality includes automated asset discovery and documentation updates, which help reduce manual maintenance overhead for IT departments and MSPs.

Key features: Automated asset discovery, integrated secrets vault, remote access, and backup management.
Trial/Pricing: 14-day free trial available. Pricing is quote-based (non-public).

Choose NinjaOne to streamline your IT operations with a powerful, all-in-one tool.

ClickUp

ClickUp, originally a project management tool, now operates as a comprehensive, highly flexible workspace that includes powerful, collaborative documentation features (Docs). The platform’s strength lies in linking documentation directly to tasks, tickets, and broader project goals. This flexibility enables teams to customize workflows extensively; however, this architecture may result in a steeper learning curve compared to dedicated knowledge bases.

Key features: Collaborative docs, task linking, whiteboards, in-app chat, unlimited storage (available on paid plans).
Trial/Pricing: Free forever plan available. Paid plans start at $7/user/month (Unlimited plan, billed annually).

Confluence

Confluence operates within the Atlassian ecosystem, integrating seamlessly with Jira, Trello, and other Atlassian products. The platform is used by enterprise environments where structured, cross-team collaboration and integration with development tools are priorities. Confluence provides robust permissions management, version control, and enterprise-grade security features.

Key features: Spaces and pages organization, deep Jira integration, whiteboards, and advanced permissions.
Trial/Pricing: Free forever plan available (up to 10 users). Standard paid plans commence at $5.16/user/month (billed annually).

IT Glue

IT Glue is a documentation platform engineered explicitly for IT professionals. The solution provides a highly structured, purpose-built approach with robust, pre-built templates for common IT documentation, including network diagrams, standard operating procedures (SOPs), and client organization documents. The platform is recognized for its deep security controls and built-in password management features.

Key features: Dedicated password Vault, flexible asset templates, white-labeling, and client organization.
Trial/Pricing: No free trial. Paid plans commence at $29/user/month (Basic plan, minimum five users).

Document360

Document360 specializes in creating knowledge bases. The platform’s capabilities include creating professional, public-facing documentation and help systems (e.g., software manuals). It offers strong multi-language support, advanced SEO capabilities, and detailed analytics on article performance, positioning it for customer support knowledge bases.

Key features: Dedicated knowledge base portal, SEO tools, version control, analytics, and multi-language support.
Trial/Pricing: 14-day free trial available. Pricing is quote-based (non-public).

Hudu

Hudu is designed for MSPs and internal IT teams, providing an affordable and fast-to-deploy documentation solution. The platform offers robust client organization capabilities, featuring integrated password management and asset tracking. Its focus on simplicity and usability makes it highly accessible for teams requiring core IT documentation functionality without extensive configuration complexity.

Key features: Integrated password vault, client portals, asset tracking, and self-hosted option.
Trial/Pricing: 14-day free trial available. Cloud-hosted pricing begins at approximately $27/user/month (billed annually).

GitBook

GitBook integrates Git for version control and uses a modern, block-based editing interface. The platform is leveraged by development teams to maintain documentation alongside code using a “documentation as code” approach, while ensuring the final output remains accessible to non-technical stakeholders.

Key features: GitHub/GitLab sync, block-based editor, AI-powered instant answers (paid), version history.
Trial/Pricing: Free forever plan available (limited features). Paid plans are per-site plus per-user, starting from approximately $65/site/month + $12/user/month (Premium plan, billed annually).

ClickHelp

ClickHelp is a professional-grade documentation tool designed for technical writers and specialized documentation teams. The platform offers HAT (Help Authoring Tool) features, including advanced capabilities such as single-sourcing, conditional text, and sophisticated publishing options (PDF, HTML, CHM) for complex documentation projects.

Key features: Single-sourcing, conditional content, topic workflow management, multi-format publishing.
Trial/Pricing: 30-day free trial available. Pricing starts at $185/month for two contributors.

ProProfs Knowledge Base

ProProfs Knowledge Base is a straightforward knowledge management solution. The platform prioritizes ease of use and quick setup, making it suitable for organizations that require simple, effective internal or external documentation without complex features or extensive customization. Its feature set includes conditional content and whitelabeling.

Key features: Conditional content, private/public sites, basic author workflow, ticket deflection.
Trial/Pricing: 15-day free trial available. Pricing is per-author/month, starting from an estimated $49/author/month (Essentials plan, billed annually).

Common features

Version control and history: Every documentation platform must maintain a comprehensive version history, allowing users to track changes, revert to previous versions, and understand the evolution of documents over time. This feature is critical for maintaining accuracy and accountability in IT documentation.

Collaboration tools: Modern documentation requires multiple contributors. Essential collaboration features include real-time editing, commenting systems, review workflows, and user mentions to facilitate seamless teamwork and knowledge sharing.

Robust search functionality: As documentation libraries grow, advanced search capabilities become increasingly essential. This includes full-text search, filtering options, tagging systems, and the ability to search across different document types and formats.

Access control and permissions: Proper security requires granular permission systems that control who can view, edit, or manage different sections of documentation. This includes role-based access control and the ability to restrict sensitive information.

Integration capabilities: Documentation platforms must integrate with existing IT tools and workflows. This includes API access, webhooks, and direct integrations with popular tools like ticketing systems, network monitoring platforms, and project management software.

Customizable templates: Pre-built templates for common documentation types (network diagrams, standard operating procedures, incident reports) accelerate documentation creation and ensure consistency across the organization.

Export and backup options: Organizations need the ability to export documentation in various formats and maintain regular backups to prevent data loss and ensure business continuity.

Differentiating features

Asset management: This feature links documentation directly to IT assets (e.g., servers, workstations, network devices), providing immediate access to configurations, maintenance records, and related information from the asset’s profile. It creates a single source of truth, improving operational efficiency and compliance.

Multi-language support: The ability to create, manage, and publish documentation in multiple languages. This is crucial for global companies to serve diverse user bases and maintain brand consistency across different regions.

Offline access: This feature enables users to view and, in some cases, edit documents even without an internet connection. Changes are then synced when connectivity is restored. This is particularly valuable for technicians working in remote locations or in environments with unreliable internet access.

White labeling: This is the practice of customizing the documentation platform’s interface with your company’s branding, including logos, colors, and a custom domain. It creates a professional, cohesive experience for clients and end-users, making the documentation appear to be a native part of your brand.

Secrets/password vault: This is a security-focused feature that provides a secure, encrypted storage location for sensitive credentials, such as passwords, API keys, and certificates. It centralizes and protects critical information, preventing the insecure practice of storing credentials in plain text.

Our selection criteria

To ensure a fair and relevant comparison, we filtered the IT documentation landscape based on four criteria:

IT/MSP specialization: Prioritizing tools purpose-built for IT workflows over general knowledge bases.
Reviews: Requiring a minimum of 30 authenticated, recent user reviews across major B2B platforms (G2, Capterra) to ensure widespread, current usage.
Average rating: Above 4/5 rating on average across all software review platforms.
Core feature set: The tool had to offer the common features as a baseline.