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knowledge base software · ProProfs

ProProfs Knowledge Base

Hosted knowledge base priced per author, with a free plan limited to 1 author and 25 pages.

81/100

#1 of 11 knowledge base tools
Facts checked 9 Oct 2026

In short

ProProfs Knowledge Base suits a one-person team that wants a free start and a public help centre, with 60+ languages and reader ratings available1,2. Costs grow per author: Essentials is $49 for each1. The catch: the pricing page lists approval workflow only on the top tier, and Free stops at 1 author and 25 pages1.

Best for: Very small teams that want to start free and pay per author.

Where the points come from

Price12 of 18
Publishing28 of 28
Readers and reports18 of 18
Access and data23 of 28
Security0 of 8

Price 12 of 18 points

RuleWhat is publishedPoints
Cheapest paid plan$49/moEssentials, $49 per author a month on annual billing, for 1 author. The Free plan is not a paid plan1.6 / 12
Free planYesFree plan, 1 author and up to 25 pages, with a public knowledge base for unlimited viewers1.6 / 6

Publishing 28 of 28 points

RuleWhat is publishedPoints
Help centre on your own domainYesPricing page sells Custom Domain & White Label as a $300-a-year add-on for paid plans1.8 / 8
Multiple languagesYesThe homepage says an article can be translated and live in over 90 languages; pricing lists 60+ languages2,1.7 / 7
Article version historyYesBusiness lists tracking edits, comparing versions side by side and rolling back1.6 / 6
Review and approval workflowYesElite routes articles through Draft, Review and Approval before publishing; custom statuses can map to a member or team1,5.7 / 7

Readers and reports 18 of 18 points

RuleWhat is publishedPoints
Search reportsYesEssentials lists reports on what readers search for and which searches return no results1.6 / 6
Reader feedback on articlesYesEssentials collects thumbs-up or thumbs-down ratings on every article1.4 / 4
Help widget for your site or appYesBusiness lists a search widget to embed on any website1.4 / 4
Login-only articlesYesBusiness lists page and folder restrictions by user role; sites can be private for logged-in users, with rules using SSO parameters1,3.4 / 4

Access and data 23 of 28 points

RuleWhat is publishedPoints
Single sign-on (SAML or OIDC)YesOptions include Okta and Azure AD plus SAML through Active Directory or ADFS; pricing lists SSO on Elite2,1.7 / 7
API to read and write articlesYesHelp centre documents an API call that updates an existing article by topic ID; pricing lists the API on Elite7,1.7 / 7
Bulk export of articlesYesHelp says the whole site can be downloaded as a PDF and backed up as a ZIP; Business lists PDF export and scheduled backups8,1.5 / 5
Editor roles and permissionsYesPreset roles are Admin, Editor, Contributor, Viewer and Group Admin; custom roles can be built4,3.4 / 4
Open sourceNot publishedNot published on the vendor's homepage2.0 / 5

Security 0 of 8 points

RuleWhat is publishedPoints
SOC 2 Type II or ISO 27001Not publishedPricing lists SOC 2-aligned controls; no SOC 2 report or ISO 27001 certificate is named on pages read1,3.0 / 8

The rule behind each line: how we score knowledge base tools.

Plans and prices

As the vendor lists them, before tax. Prices are in US dollars unless the plan shows euros; the points use US dollars, with euros converted at the ECB rate.

PlanPrice as listedPer monthNotes
Free1 authorFree1$0Up to 25 pages
EssentialsPer author$49/author/month ($588/year)1$491 site, 300 pages, reader ratings, search reports
BusinessPer author$69/author/month ($828/year)1$693 sites, 500 pages, version control, search widget
Business Complete ElitePer author$79/author/month ($948/year)1$79Unlimited sites and pages, approval workflow, SSO and API; annual plans only; page also says "Cost for Unlimited authors"

The pricing page sells custom domain and white label as a separate $300-a-year add-on; it shows annual-billing prices per author, and Elite is annual only1.

Strengths

  • A free plan with no time limit allows 1 author and 25 pages1.
  • Five preset roles and custom roles are documented3,4.
  • Business adds side-by-side version comparison with rollback, and PDF export1.
  • The API documentation lists endpoints to create and update articles6,7.

Limits

  • Pricing is per author, so each added author adds $49 or more a month1.
  • The Free plan caps content at 25 pages and 1 author1.
  • Approval workflow is listed only on the $79 tier, sold on annual plans only1.
  • No SOC 2 report or ISO 27001 certificate is named, only SOC 2-aligned controls1,3.

Other knowledge base tools

  1. 2
    GitBookProduct and developer documentation teams that want change requests and Git sync
    77/100
    $77/mocheapest paid plan
  2. 3
    ArchbeeProduct teams that need review rules and a docs widget
    73/100
    $80/mocheapest paid plan
  3. 4
    HelpjuiceCompanies that want an editorial review step and an API and can pay a flat fee
    70/100
    $249/mocheapest paid plan
  4. 5
    Document360Teams that want custom workflow statuses, reader groups and SSO and are happy to get a quote
    70/100
    Not publishedcheapest paid plan

ProProfs Knowledge Base vs GitBook · ProProfs Knowledge Base vs Archbee · All 11 knowledge base tools

Sources

  1. ProProfs Knowledge Base pricing, ProProfs. Accessed 9 Oct 2026.
  2. ProProfs Knowledge Base, ProProfs. Accessed 9 Oct 2026.
  3. Security, roles and permissions, ProProfs. Accessed 9 Oct 2026.
  4. How to manage roles and permissions, ProProfs Help Center. Accessed 9 Oct 2026.
  5. How to set up an article review workflow, ProProfs Help Center. Accessed 9 Oct 2026.
  6. Integrations and API, ProProfs Help Center. Accessed 9 Oct 2026.
  7. Update existing topic using API, ProProfs Help Center. Accessed 9 Oct 2026.
  8. Export and back up your help site, ProProfs Help Center. Accessed 9 Oct 2026.

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