Great technical documentation is the key to supercharging productivity. When your team knows how to use their tech and software tools, plus where to find answers to common questions and problems, they spend less time searching for solutions or waiting on help desk support.
However, creating internal and external documentation can be a grinding process.
The good news is that IT software documentation tools help speed up and streamline the process, delivering clear guidance to your employees and teams regarding your company’s systems, procedures, software, and best practices.
Let’s look at 10 of the best IT management platform options available in 2023.
What is IT Documentation Software?
IT professionals use IT documentation software to create, manage, and publish information on their IT infrastructure, including hardware, software, networks, and organizational procedures.
The documentation is a knowledge base for all team members to learn about tech within the organization. It becomes the organization’s tech wiki where various team members can learn how to use software, fix IT issues, and understand best practices for using specific tools in your tech stack.
Using the right knowledge management platform can significantly impact a business. It provides a centralized repository of information that improves communication between the IT department and other teams.
Because everyone knows where to find the information they need, it increases efficiency. It can even reduce errors by offering guidance on best practices and key features. Finally, it helps organizations comply with essential industry regulations.
Nearly all organizations rely on IT systems in today’s digital world, making IT documentation software a valuable tool.
What Should You Look For in IT Documentation Tools?
When you’re searching for the best IT documentation tools, consider the following features:
- Easy content creation tools: Look for an IT documentation tool that allows you to create and edit content in various formats, such as markdown, HTML, and XML. There should also be options for formatting your text, including tables, images, and code blocks
- Version control access: The IT documentation tool should allow you to track changes and revisions to documentation content and maintain a history of the modifications. This enables you to revert to a previous version of your documentation if necessary
- Collaborative tools: Multiple team members should be able to work on documentation in real time. This includes editing, committing, and providing feedback. It’s also helpful to have a built-in task management system so you can assign tasks from within the documentation platform
- Smart organization and search capabilities: All the documentation in the world is useless if no one can find the information they need. Look for documentation tools with intelligent searching and filtering options you can organize by categories, topics, and sections
- Good export and integration options: You can increase user access by sharing online documentation and ensuring users can access it offline. Look for export options, such as HTML, PDF, and markdown, to create documentation that’s available with and without internet access
Along with the above factors, you’ll also want to keep pricing in mind. Many of the documentation solutions on our list include free trials. Take advantage of these trial offers to test whether the product is the right documentation tool for your organization’s IT infrastructure.
The 10 Best IT Documentation Software Options to Use in 2023
ClickUp is a productivity platform with powerful IT documentation tools to create comprehensive documentation for your organization. With ClickUp Docs, you can nest documents to develop a robust wiki and manage it with smart tools. You can start your project with templates, such as the ClickUp Software Development Template, and speed up writing software documentation using Clickup AI.
If you already use ClickUp, you’ll love that you can expand your usage and take advantage of the platform’s excellent collaboration and integration options. And if you’re new to ClickUp, you’ll love that you can start using it today for free and leverage hundreds of tools for detailed documentation.
ClickUp best features:
- AI writing tools let you create internal and external documentation in no time
- A user friendly interface allows you to build in-depth user manuals with nested pages and lots of styling options
- Excellent collaboration options help you connect your documentation to workflows and task management systems
- Numerous document templates tailored to the needs of an IT team jumpstart the IT documentation process
- Sharing options may be too all-or-nothing for organizations that need more nuanced document-sharing options
- The mobile app’s user experience can feel cumbersome
- Free Forever
- Unlimited: $7 per month per user
- Business: $12 per month per user
- Enterprise: contact for pricing
- ClickUp AI: Available for purchase on all paid plans at the price of $5 per Workspace member and internal guest per month
ClickUp ratings and reviews:
- G2: 4.7/5 (8,900+ reviews)
- Capterra: 4.7/5 (3,800+ reviews)
2. ProProfs Knowledge Base
ProProfs Knowledge Base is a cloud-based IT documentation software that helps you manage your IT knowledge base for internal and external customers. Creating and finding information is easy with solid version control options and intuitive document organization. The platform also offers security features to protect information and prevent unwanted modifications.
ProProfs Knowledge Base best features:
- A rich text editor enables you to create and edit documentation content and add tables, images, and code blocks
- An easy-to-use platform means that users with no prior experience with IT documentation software should be able to create comprehensive knowledge base articles
- Good customer support options are available
ProProfs Knowledge Base limitations:
- Some users may experience performance issues with larger knowledge bases
ProProfs Knowledge Base pricing:
- Free: for up to 25 articles
- Business: $29.99 per month (for 100 articles a month)
- Custom domain and white label: $30 per month
ProProfs Knowledge Base ratings and reviews:
- G2: 4.6/5 (25+ reviews)
- Capterra: 4.6/5 (25+ reviews)
Document360 is an AI-powered knowledge base platform. The IT documentation software allows you to create comprehensive documentation for your employees and customers, which you can share publicly or privately. You can scale it to your documentation needs using an intuitive authoring tool.
Document360 best features:
- Advanced search options make it easy for internal and external customers to locate what they need
- An authoring tool offers extensive customization options so you can brand your documentation, use templates, and tailor the content to your needs
- Lots of integration options are available to connect the knowledge base with your helpdesk, chatbots, analytics tools, and more
- There’s no mobile application available at this time, so you’ll need to work on your desktop
- Standard: $199 per project per month
- Professional: $399 per project per month
- Business: $529 per project per month
- Enterprise: $599 per project per month
Document360 ratings and reviews:
- G2: 4.7/5 (360+ reviews)
- Capterra: 4.7/5 (190+ reviews)
Confluence comes from the Atlassian team and is a popular documentation tool for teams who want to create, share, and collaborate on knowledge bases. Although it’s a project management system, it has some strong features that make it an excellent tool for IT documentation.
Confluence best features:
- It allows you to create a structured content management system for different projects, teams, departments, or software packages
- You can integrate it with other Atlassian products, such as Jira and Trello, for even more functionality
- The extensive permissions abilities allow you to control who views, edits, or comments on your IT documentation on a granular level
- This software has hefty hardware requirements, so you may need to devote substantial IT resources to keeping it running
- Free: for up to 10 users and 2 GB file storage
- Standard: $5.75 per user per month
- Premium: $11 per user per month
- Enterprise: call for a custom price
Confluence ratings and reviews:
- G2: 4.1/5 (3,600+ reviews)
- Capterra: 4.5/5 (3,000+ reviews)
Whatfix is a digital adoption platform that can complement your IT documentation effects. Using Whatfix, you can create on-screen guidance and interactive assistance to help users put new software, hardware, or IT systems to work. It can increase adoption by supporting users to fully exploit the tools in their tech stack.
Whatfix best features:
- You can create interactive walk-throughs that teach users how to use software and tools in their tech stack
- You can build a self-service knowledge base within your software applications, including FAQs, troubleshooting guides, and how-to videos
- It provides analytics on how users are interacting with your guides, which can help your IT department identify where users need more support
- Whatfix is best for guiding software adoption but might not work as well for IT departments that need to document solutions for hardware and other IT infrastructure
- Contact for a custom price
Whatfix ratings and reviews:
- G2: 4.6/5 (290+ reviews)
- Capterra: 4.6/5 (75+ reviews)
SuperOps.ai is a recent IT documentation software option that neatly tucks into your existing PSA-RMM ecosystem. The clean interface allows you to create documentation with smart access control options so that everyone has the information they need at their fingertips.
SuperOps.ai best features:
- It integrates with existing PSA-RMM products to provide you with a powerful documentation tool without managing another application
- Excellent SOC 2 security framework compliance protects sensitive information
- Custom document structures allow you to organize your IT documentation based on your workflow, teams, or processes
- Some features are still under development, so users may encounter glitches in the system
- Standard PSA only: $59 per month
- Standard RMM only: $79 per month
- Pro: $99 per month
- Super: $129 per month
SuperOps.ai ratings and reviews:
- G2: 4.6/5 (75+ reviews)
Nuclino is a cloud-based collaboration platform that’s also a helpful documentation solution. Teams can create, organize, and collaborate on projects, such as knowledge bases, IT documentation, and wikis. It has a clutter-free design that is simple to learn and fast to use.
Nuclino best features:
- Excellent real-time collaboration tools allow multiple team members to work on documentation simultaneously, which is great for knowledge sharing
- Version history allows you to track changes, including collaborative activities, and know who made edits or comments
- Impressive search options permit you to find the information you need within your knowledge base quickly
- Integration options are less robust with Nuclino than with other documentation software options
- Standard: $5 per user per month
- Premium: $10 per user per month
Nuclino ratings and reviews:
- G2: 4.7/5 (20+ reviews)
- Capterra: 4.8/5 (60+ reviews)
ClickHelp is a web-based documentation tool made for creating, managing, and organizing technical documentation. It offers a robust web-based authoring platform where teams can collaboratively build documentation, including excellent migration tools to import existing information.
ClickHelp best features:
- The web-based authoring platform allows you to collaborate in real time to create and edit IT documentation
- Single-source publishing options mean you can create your online documentation once and then publish multiple projects as websites, PDFs, or an online help system
- Branding options ensure your online documentation matches your company’s aesthetic
- There are a lot of great tools within the platform, but there’s also a steep learning curve to understand how to use them all
- Starter: $175 per month
- Growth: $285 per month
- Professional: $580 per month
ClickHelp ratings and reviews:
- G2: 4.8/5 (60+ reviews)
- Capterra: 4.7/5 (15+ reviews)
Doxygen might not be a traditional documentation solution, but it’s a great source code documentation tool. In addition to generating documentation in software development projects, it can be helpful for other software-related aspects of your IT infrastructure.
Doxygen best features:
- It automatically generates documentation for various coding languages, such as C++ and Java, which is helpful for application programming interface (API) documentation
- Using its cross-referencing capabilities, you can create hyperlinks within your documentation to offer more comprehensive resources
- Developers can annotate the documentation with descriptions and usage examples to make the API documentation clearer
- Doxygen is a tool for documenting source code, so it might not be suitable for other internal documentation needs
Doxygen ratings and reviews:
- None available
10. GitHub and Jekyll
You might not think of GitHub as a documentation system, but it can be a great IT documentation tool when you use it with Jekyll.
GitHub is a web-based platform developers use primarily for collaborative software development, tracking changes, and storing code. Jekyll is a site generator that can turn text into a website or blog using templates and markdown files. Using the two together permits teams working within GitHub to create a user-friendly website for their IT documentation quickly.
GitHub and Jekyll best features:
- Both platforms support markdown, which you may use to create technical documentation
- As GitHub Pages offers free hosting services, you can publish your IT documentation without paying for additional hosting
- Jekyll automates much of the process, so you can transform markdown files into HTML in minutes
GitHub and Jekyll limitations:
- Users will need a fair amount of technical know-how to transform GitHub activity into usable IT documentation
GitHub and Jekyll pricing:
- Team: $4 per user per month
- Enterprise: $21 per user per month
GitHub and Jekyll ratings and reviews:
- G2: 4.7/5 (2,000+ reviews)
- Capterra: 4.8/5 (5,800+ reviews)
Create IT Documentation the Easy Way
Choosing the right IT documentation software helps ensure internal and external users have the critical information to make your IT infrastructure work. There are plenty of options that you can explore to find the IT documentation tool to suit your workflow.
If you’re seeking a versatile, all-in-one solution that simplifies IT documentation, it’s time to try ClickUp. With ClickUp, you can seamlessly integrate a document management solution into your project management workflow. The intuitive interface allows you to easily create, organize, and collaborate on documentation.
Supercharge your IT operations and sign up for a free ClickUp account to explore the templates, spaces, and AI tools that will make your documentation tasks a breeze.