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13 Best Product Documentation Tools in 2022

13 Best Product Documentation Tools in 2022

For product teams and engineers, it’s easy to prioritize product development over documentation. The latter can be tedious and time-consuming, especially when it’s done manually. But the truth is that documentation is just as necessary as product development. 

We’ve outlined the top 13 product documentation tools to use in 2022 to help enhance your product’s foundation and usability. 

What Are Product Documentation Tools? 

Product documentation tools enhance the process of updating your product. There are plenty of benefits to incorporating product documentation tools into your workflow:

Enhance Team Efficiency

Product documentation tools automate the documentation process by allowing teams to quickly and easily create, update, and share documents. Centralizing documentation in one shared location also enables teams to access the information they need, when they need it. 

When you have great documentation to use as a reference, you save time and effort that you would otherwise spend trying to remember how something was done in the past. As a result, teams that use documentation tools are typically more efficient and better organized—which translates into better products for customers. 

Drive User Adoption and Reduce Customer Churn

Well-designed product documentation can help drive user adoption by reducing the number of support tickets and questions directed to your product and engineering teams. And the benefits are two-fold: When users can easily learn how to use your product and troubleshoot their issues with the help of your product documentation, your teams can then focus their time and energy on developing new features or fixing bugs.

Moreover, one of the most critical things documentation can do is help users better understand your software. If they have difficulty using your product, you will likely lose them as a customer.

Reducing the amount of back-and-forth needed to solve user problems by providing clear and concise instructions will not only save your team time, but it also improves customer retention rates by ensuring that customers can get the most out of your product.

What to Look For In a Product Documentation Tool

If you work in product development, chances are you've struggled to find the proper documentation tool. With so many options on the market, it can be hard to know where to start. Here are a few things to keep in mind when looking for the ideal product documentation tool for your team: 

  • Types of documents: A basic word-processing program will suffice if you only need to develop simple technical specifications. However, if you need to create more complex documents with diagrams and images, you'll need a tool that offers more features. 
  • Editing options: Decide how much control you need over the layout and design of your documents. Some teams prefer to have complete control over the look of their documentation, while others are happy to let the tool handle the formatting. 
  • Ease of use: Evaluate how straightforward the tool is to use. You don't want your team to spend hours struggling to create a simple document. 

Best Product Documentation Tools Compared

1. Tango

Best for scaling teams looking for easy step-by-step product documentation

Tango is a browser extension and desktop application that automatically generates process documentation while you work.  With Tango, you can easily create standard operating procedures, how-to guides, training guides, user guides, and more. The platform captures every step of your product documentation creation—including intuitive callouts and descriptions—so you can easily automate the way your team shares knowledge.

You can also blur sensitive information, access advanced editing tools, and customize your branding to make your product documentation stand out. Then, you can publish and update your documentation across multiple knowledge bases with a single click—or share it as a PDF, with a link, or in an email. 

Try Tango for free and see how it can enhance your product documentation. 

Pricing

Tango includes three pricing tiers with differing features: 

  • Free: Includes up to 25 Workflows per user, shared library, and unlimited Workflow sharing and exporting
  • Pro: $16 per user per month (billed annually) includes unlimited Workflows, team Workspace for unlimited users, watermark removal, and the ability to blur sensitive information
  • Enterprise: Price varies for each organization but includes unlimited Workflows, Single Sign-On, and an Enterprise Success Program.

Pros

  • Automatic step capture facilitates product documentation through the Chrome extension
  • Advanced customization and branding options to standardize your product guide
  • Easy access to Workflows to manage multiple document types
  • Straightforward onboarding process
  • Uses AI to learn and improve product documentation output continuously

Cons 

  • It doesn’t export to PowerPoint
  • Limited GIF functionality

2. Bit.ai

Best for teams who want to manage information flows externally

Bit.ai is a documentation collaboration tool that helps teams create and manage notes, wikis, and other types of content. With Bit.ai, you can easily control who you share knowledge with internally and externally. You can also track workspace activity and get insights into how your team uses the platform.

Pricing

Bit.ai pricing starts at $8 per user per month, with Pro, Business, and Enterprise plans available. The tool also offers a free plan.

Pros

  • User-friendly interface
  • Directly link product documentation to multiple sites
  • Small learning curve for adoption

Cons 

  • Limited formatting options
  • Does not have custom branding options

3. GitHub

Best for developers looking for flexibility

GitHub is a code hosting platform for version control and collaboration. It offers all of the distributed version control and source code management (SCM) functionality of Git, but with additional features. One of these features is GitHub Pages, which lets developers create product documentation in markdown or plain text. This makes it easy to track changes and create versions of the documentation that can be easily shared with others. 

Pricing

GitHub Pages is free to use alongside your GitHub subscription. GitHub plans include a free tier and a Team plan for $44 per user per month (billed annually).

Pros

  • Practical functionality
  • Easily share information with your product team
  • Easy to integrate with other programs

Cons 

  • High price point
  • High level of developer interaction needed for setup and usage

4. UserGuiding

Best for creating user onboarding guides

UserGuiding is a no-code solution that helps simplify the process of creating product tours, tooltips, and interactive guides. The platform's drag-and-drop interface makes it easy to create custom guides without coding knowledge. UserGuiding also offers built-in templates and other powerful features to help increase user adoption and decrease churn. With UserGuiding, you can quickly create engaging onboarding experiences to help your users get the most out of your product.

Pricing

UserGuiding's plans range from the Basic plan at $69 per month to the corporate plan at $499 per month. 

Pros

  • Accessible customer support
  • Easy signup process
  • Helps test onboarding flows before launch

Cons 

  • Restricted to user onboarding
  • Some technical knowledge required
  • Integrations are limited

5. Document360

Best for teams working with a variety of tools

Document360 is a knowledge base software that helps companies document their processes and workflows. It comes with analytics that let you see where your knowledge base traffic is coming from and how users interact with your content. In addition, Document360 integrates well with several platforms, including ticketing systems like Zendesk, making it an ideal solution for companies that need to document their workflows.

Pricing

Document360 has a free tier. Paid plans start at $99 per monthly project (billed annually). The Startup plan includes five team accounts, unlimited articles, and custom branding. 

Pros

  • Robust support
  • Intuitive user experience
  • Leverage reusable content

Cons 

  • Minor technical issues
  • The editing feature has room for improvement
  • Costly for large teams

6. ProProfs Knowledge Base

Best for managing your knowledge base

ProProfs Knowledge Base is a cloud-based knowledge management software that helps you create a central repository of information for your employees, customers, and partners. The platform makes it easy to create and manage multiple knowledge bases, and it offers a variety of features to help businesses increase the subject matter expertise of their teams. ProProfs Knowledge Base is an easy-to-use platform that provides various features to help companies build and maintain a central knowledge repository. 

Pricing
Price plans for ProProfs Knowledge Base vary depending on whether you’re looking for a public help center or private repository for employees only. Private knowledge base plans start at $2 per user per month (billed annually), and public help center packages start at $30 per author per month (billed annually). 

Pros

  • Integrates with ticket support tools like Salesforce
  • White label 
  • Custom domain

Cons 

  • Workflow limitations
  • High price point

7. Nuclino

Best for a streamlined user experience

Nuclino is a workspace where teams can organize information using a simple and clean interface. This tool offers an easy way to edit and share internal and external documents, making it an effective tool for collaboration. 

Pricing

Nuclino is relatively affordable, with a free plan that includes up to 50 items and 2GB of storage. The standard plan costs just $5 per user per month (billed annually). 

Pros

  • Easy to use
  • Real-time collaboration tools
  • Web, desktop, and mobile apps

Cons 

  • Limited formatting tools
  • Lack of analytics and widgets

8. ClickHelp

Best for flexibility

ClickHelp is a browser-based product documentation solution that helps teams collaborate on user manuals, guides, FAQs, and more. It's easy to use and provides various features to help you get the most out of your documentation. With ClickHelp, you can create and manage your documentation online, share it with team members, and publish it for users. 

Pricing

ClickHelp has customizable plans starting at $55 per user per month. 

Pros

  • Highly customizable plans 
  • Custom domain name and branding
  • Advanced permission management

Cons 

  • Limited design customization
  • Templates could use improvement

9. Tettra

Best for seamless knowledge sharing

Tettra is a knowledge base platform that helps your team answer real-time questions where they're asked—for example, on Slack. With Tettra, you can quickly verify the accuracy of essential pages and ensure that everyone on your team has access to the latest information. Additionally, Tettra makes searching for answers to specific questions easy and is a valuable resource for all team members. 

Pricing

Tettra offers a free tier with up to 10 users and paid plans starting at $8.33 per user per month (billed annually). 

Pros

  • Great customer support
  • Reasonable pricing
  • Excellent for collaboration

Cons 

  • Stability issues
  • Usability isn't optimal
  • Workflow customization could be improved

10. Dropbox Paper

Best for document sharing

Dropbox Paper is a versatile tool for everything from taking notes to collaborating on projects. With Paper, you can create and format documents, add images and media, and even invite others to comment on your work. The platform also integrates seamlessly with the rest of Dropbox, making it easy to access your documents from anywhere.

Pricing

Dropbox Paper is available for free for anyone with a Dropbox account. 

Pros

  • Collaboration tools
  • Robust markup system
  • Access to templates 

Cons 

  • Not very easy to use
  • Difficult to manage files
  • Improvements could be made to customization features.

11. Minerva

Best for interactive guides

Minerva is an AI platform that helps you create guides for your SaaS platform. It's designed for businesses of all sizes, from startups to enterprise companies. Minerva provides a simple, intuitive interface that makes creating and editing your guides easy. You can also use Minerva to track performance and see how users are interacting with your guide. 

Pricing

Minerva includes a free tier, with Premium plans starting at $99 per month (billed annually). 

Pros

  • Custom in-app guides
  • Collaborative editing

Cons 

  • Not very easy to onboard
  • Limited features
  • Some performance issues

12. Whatfix

Best for robust support

Whatfix is a software adoption platform that helps enterprises with onboarding and content. The platform is personalized for each user, making it easy to get started. Whatfix also provides support and guidance throughout the software adoption process, ensuring users can get the most out of the platform. 

Pricing

Whatfix does not advertise its pricing plans, but does offer a free trial. 

Pros

  • Great customer support
  • Multiple use cases
  • Robust set of features

Cons 

  • Limited customization
  • High price point
  • Usability could be improved

13. Typora

Best for distraction-free document editing

Typora is a simple yet powerful documentation tool that makes writing clear and concise records a breeze. Its minimalist interface makes it easy for developers and product managers to write technical documentation.

Pricing

Typora comes with a 15-day free trial and is priced at $14.99.

Pros

  • Minimal interface
  • Robust writing features
  • Affordable pricing

Cons 

  • No automation
  • Limited visual customization

FAQs

Here are a few frequently asked questions about product documentation tools: 

What is product documentation?

Product documentation is any information that accompanies software products. This can include documents like user manuals, release notes, help files, and SOPs. Essentially, product documentation is anything that helps users understand and use the software.

What types of product documentation tools exist? 

There are two main types of product documentation tools: system documentation and user documentation. System documentation includes things like data flow diagrams and process maps. It provides information about how the system works and how it is organized. On the other hand, user documentation includes user manuals, tutorials, and FAQs. 

Are there free product documentation tools? 

Many tools provide free trials or tiers of their service, with limits on usage and features' scope. 

Key Takeaways

Trying to scale a product without proper documentation is like building a house without a blueprint—despite lofty visions, the project won’t be successful. Making excellent product guides doesn’t have to be an afterthought for your and your team. 

With the help of tools like Tango, you can automate and streamline your product documentation process.

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