The 7 best IT documentation software for modern IT departments & MSPs

Inefficient documentation processes are one of the biggest time wasters for IT departments.

Coveo recently conducted a survey to determine how much time IT workers spend searching for relevant information. The answer? A whopping 4.2 hours every day.

For context, that’s more than half a workday searching for information.

IT documentation tools fight this issue by centralizing all IT information. This makes information easily accessible and reduces the amount of time spent searching for resources. 

To help you choose the best IT documentation software, this article reviews the best options, completed with basic information on these solutions and how they work.

What is IT documentation software?

IT documentation software are tools for creating, managing, and storing detailed information about an organization’s IT infrastructure, processes, and procedures.

Some IT documentation tools are standalone solutions that only store information, for example in knowledge bases. Others are part of a comprehensive IT management tool capable of more than managing documents.

Types of IT documentation software for IT teams

The types of IT documentation software can be broadly divided into knowledge base, wiki, asset management, and unified IT documentation solutions.

Not sure what these mean exactly? Below is a breakdown of each:

1. Knowledge base software

IT teams use knowledge base software to create a central repository of information that includes instructions and articles about IT basics. Customers can use these articles to handle routine IT tasks themselves, resulting in expedited processes and lightened workloads.

An IT knowledge base is often coupled with an IT ticketing system, which helps to track and store requests and alert technicians of looming problems.

2. Asset management software

Asset management software helps manage and optimize the lifecycle of IT assets, including hardware, software, network components, and other technology components.

These tools maintain an accurate inventory of IT assets, track usage, and ensure compliance with regulatory requirements.

3. Wiki software

IT teams often use wiki software for internal documentation, such as project documentation, team procedures, and company policies. These tools allow multiple users to create, organize, and edit content in real time.

Wiki software is ideal for those who require a dynamic and continuously updated knowledge base.

4. Unified IT documentation systems

Unified IT documentation systems integrate different IT documentation tools—such as knowledge base and asset management—into one platform. These unified tools help to simplify IT documentation, and IT management in general.

Why you need a reliable IT documentation software?

The benefits of IT documentation software include a competitive edge, stronger business continuity, better knowledge management, and streamlined documentation.

Let’s examine each of these in more detail.

1. A greater competitive edge

A Forrester report found that 97% of senior IT and business decision-makers have no or minimal documentation processes in their organizations. IT organizations using documentation software gain a notable advantage over competitors by outperforming them through improved operational efficiency.

2. Improved business continuity

The best IT documentation software centralize and streamline access to essential information—such as system configurations and troubleshooting procedures. This greatly improves business continuity. 

Indeed, Forrester reports that 72% of IT decision-makers believe digital document processes help their organizations maintain business continuity despite unforeseen circumstances.  

3. Enhanced knowledge management

An IDC report identifies four main benefits of implementing a knowledge management system. These four benefits are:

1. Enhanced team collaboration
2. Better maintained and protected knowledge
3. Streamlined onboarding process
4. Improved employee performance

And fortunately, the best IT documentation software include robust knowledge management tools, which can provide the benefits listed above.

4. Streamlined IT documentation

Despite living in the digital age, paper-intensive processes haven’t disappeared—46% of workers at small to midsize businesses spend their time on inefficient paper processes, according to The State of SMB Document.

IT documentation tools eliminate paper processes and streamline the process of documenting IT procedures through knowledge base management, real-time collaboration, password management, and more.

The 7 best IT documentation software for streamlined documentation in 2025

Let’s now move to the main topic of our article: the best IT documentation software. Based on our research, the options available in today’s market are:

• Atera – Best overall IT documentation software
• Document360 – Best for knowledge-base documentation
• IT Glue – Best for MSP-focused documentation
• Confluence – Best for collaboration and IT documentation
• N‑able Passportal – Best for managing IT documentation and credentials
• Freshservice – Best ITSM tool with built-in documentation
• SuperOps – Best IT documentation with RMM/PSA

Because each listed solution serves a slightly different purpose, we’ve categorized them into “best of” categories. For each tool, we’ve outlined the main features, pricing, and the pros and cons.

This information can help you choose the option that works best for your organization.

Atera – Best overall IT documentation software

Atera is an all-in-one IT management platform that lets IT departments and MSPs document assets, processes, knowledge base articles, and client information. Upon onboarding, you can automatically discover all of your hardware and software assets and keep an up-to-date inventory of them.

Atera is the first IT documentation tool to power its entire platform with AI agents to achieve fully autonomous IT.

In addition to IT documentation, Atera’s IT management platform includes RMM, patch management, remote access, PSA, and reporting. As an all-in-one solution, Atera reduces the need to invest in redundant software while still fully meeting a team’s IT support needs.

For enhanced functionality, Atera integrates with third-party tools.

Features and capabilities

Next, let’s have a more comprehensive look at Atera’s IT documentation features. They’re divided into:

• Customer portal: Create a personalized support site for customers that allows them to open and track tickets, collaborate with end-users, and find historical responses.
• Knowledge base: Create and share relevant articles that provide end-users with all the information they need. The knowledge base often works in conjunction with the customer portal.
• Network discovery: Identify and manage end-user networks and devices automatically for efficient IT asset management.
• IT automation for onboarding and offboarding: Set up devices as needed for new end-users and employees, then reset them to their original position after they leave.
• Password management: Manage credentials securely and ensure that sensitive information is protected.
• Reports and analytics: Gain insights into documentation usage, ticket resolution times, asset status, and team performance.

The best part? Atera’s IT documentation is powered by true Agentic AI technology through Atera’s AI Copilot. 

The AI learns about your IT environment in real-time, and you can ask it account-specific questions and receive actionable insights to questions, such as:

• “Are there any open tickets related to a particular client or asset?”
• “Can you summarize the recent password changes across our systems?”
• “How many IT assets are approaching end-of-life or warranty expiration?”

Plus, enterprises can hugely benefit from the AI filters feature. With it, you can locate specific devices using natural language queries, such as “Show me all devices running Windows 10 without antivirus,” or “List hardware that isn’t up-to-date.”

This significantly simplifies the process of locating the right devices from your documents.

Plus, there is Atera’s IT Autopilot for end-users, which encourages them to fix issues on their own, freeing up technicians’ time for more critical tasks.

For example, if you have a knowledge base explaining how to set up a specific software, IT Autopilot can guide users through the setup process step-by-step.

User interface and usability

Atera’s admin dashboard facilitates an intuitive and easy way to manage knowledge base articles.

Atera knowledge base management

End-users can access knowledge base articles through Atera’s customer portal, which is fully customizable to a user’s preferences.

If at any point a user needs help navigating around Atera, they can contact the available 24/7 live chat support. Atera also has an active IT community that allows participants to discuss best IT practices and troubleshoot common problems.

Pricing and value for money

Atera’s pricing plans are all-inclusive. Users gain access to IT documentation and all other essential IT management tools, such as RMM, PSA, patch management, and so on.

While enterprises can request a custom quotation, the pricing plans for IT departments range from $149 to $219 per month and from $129 to $209 per month for MSPs. 

Atera’s pricing plans for IT departments:

• Professional: $149 per month, per technician
• Expert: $189 per month, per technician
• Master: $219 per month, per technician
• Enterprise: Custom quotation. Contact sales for pricing.

Atera’s pricing plans for MSPs:

• Pro: $129 per month, per technician
• Growth: $179 per month, per technician
• Power: $209 per month, per technician
• Superpower (Enterprise): Custom quotation. Contact sales for pricing.

Get started with Atera on a 30-day free trial, no credit card required.

Customer reviews and rating

Atera G2 rating: 4.6 out of 5.0 stars (800+ reviews)

What Atera users are saying on G2:

• “Atera’s knowledge base is a useful addition and can further reduce customer inquiries and free up resources in IT,” a G2 user says.

• “The pricing hooks you and the product keeps you. Atera is easy to use and complete. The support is also very good,” a G2 user says.

Atera Capterra rating: 4.6 out of 5.0 stars (400+ reviews)

What Atera users are saying on Capterra:

• “Atera is the clear winner in the IT management space. After implementing it, we’ve been able to bring things fully in-house and realize faster response times, and 6 figure plus cost savings in the IT budget,” a Capterra user says.

• “What makes Atera standout from competition is its coalition of some of the most important IT functions under a single, intuitive interface that is easy to implement,” a Capterra user says.

Document360 – Best for knowledge-base documentation

If you solely want a knowledge-base IT documentation, Document360 is a strong choice. It’s a platform for creating, sharing, and managing knowledge bases, and it lets you create six levels of categories and subcategories, so knowledge base articles stay organized. You can find three editors to choose from: pre-built templates, an advanced WYSIWYG editor, WYSIWYG editor, and a Markdown editor.

One of Document360’s key features is workflow automation, which helps automate the documentation workflow. For example, you can set up approval workflows where articles must be reviewed by specific team members before publishing.

G2 rating: 4.7 out of 5.0 stars (450+ reviews)

Capterra rating: 4.7 out of 5.0 stars (240+ reviews)

Document360 pricing:

• Professional: Based on a custom quotation
• Business: Based on a custom quotation
• Enterprise: Based on a custom quotation

IT Glue – Best for MSP-focused documentation

IT Glue is one of Kaseya’s products and is mainly used by MSPs for IT documentation. It differs from knowledge-base IT documentation tools in that it provides a central repository for storing hardware, software, network components, and procedures. In short, it’s more comprehensive.

Its main features are a centralized repository for storing and organizing documentation, password management for storing and rotating passwords, and automated device discovery. IT Glue integrates with 60+ RMM, PSA, and IT management tools, including Kaseya products like Kaseya VSA and BMS.

G2 rating: 4.7 out of 5.0 stars (600+ reviews)

Capterra rating: 4.6 out of 5.0 stars (300+ reviews)

IT Glue pricing:

• Basic: $29 per user, per month
• Select: $38 per user, per month
• Enterprise: $42 per user, per month

Confluence – Best for collaboration and IT documentation

If you want a platform for company-wide collaboration and IT documentation, Confluence is an industry-leading choice. It helps organizations create and manage knowledge base articles and collaborate on projects in real-time. To assist with this, it has a simple AI tool that can convert notes into knowledge base articles. 

As with Document360, Confluence isn’t built solely for IT documentation purposes, but is an effective solution for that purpose. 

Confluence integrates with other Atlassian products, such as Jira Service Management and Trello, for more IT management capabilities. It also offers a mobile app for users interested in managing IT documents on the go.

G2 rating: 4.1 out of 5.0 stars (3,500+ reviews)

Capterra rating: 4.5 out of 5.0 stars (3,500+ reviews)

Confluence pricing:

• Free: Basic level documentation for up to 10 users
• Standard: $5.16 per month, per user
• Premium: $9.73 per month, per user
• Enterprise: Pricing is based on a custom quotation

N‑able Passportal – Best for managing IT documentation and credentials

N-able Passportal is a tool for managing IT documents and credentials. With it, you can create knowledge base articles and share them with clients, manage assets such as workstations and software licenses, and use the available templates to speed up this process. It is accompanied by a password manager that helps generate passwords, store them, and automate maintenance.

Passportal is solely an IT documentation tool but integrates with other N-able products, as well as third-party tools like Acronis, Barracuda, Cisco, HaloPSA, and Sophos.

G2 rating: 4.1 out of 5.0 stars (30+ reviews)

Capterra rating: 4.4 out of 5.0 stars (80+ reviews)

N‑able Passportal pricing:

• To get Passportal’s pricing, you need to fill out a form on N-able’s website. Their team will then contact you.

Freshservice – Best ITSM tool with built-in documentation

Freshservice is a powerful ITSM tool with built-in IT documentation. It allows users to create knowledge-base articles that provide end users with access to information.

Although mainly known as an ITSM software, Freshservice also offers an asset management tool for automatically discovering assets. Users can store assets and access detailed information like ownership, lifecycle status, associated incidents, and software dependencies.

G2 Rating: 4.6 out of 5.0 stars (1,200+ reviews)

Capterra Rating: 4.5 out of 5.0 stars (500+ reviews)

Freshservice Pricing:

• Starter: $19/month/agent
• Growth: $49/month/agent
• Pro: $95/month/agent
• Enterprise: Based on a custom quotation

SuperOps – Best IT documentation with RMM/PSA

SuperOps is an RMM/PSA software that gives you a lot of options for keeping track of your IT documentation, client assets, tickets, and workflows. You can manage client relationships, calendar schedules, contracts, projects, and documentation from a unified dashboard.

In addition, it can create and manage IT documents such as passwords, how-to guides, and knowledge base articles.

In addition to knowledge base management, SuperOps has a service desk for handling tickets, client management for real-time collaboration, quote management for creating quotes, and RMM for proactive monitoring.

G2 Rating: 4.6 out of 5.0 stars (120+ reviews)

Capterra Rating: n/a

SuperOps Pricing:

• MSPs: Starting at $129 per user, per month for the unified PSA and RMM package
• IT teams: Starting at $150 per month for 100 devices

A comprehensive IT documentation software checklist: What to look for

If you’re still not sure which IT documentation software is the best for your organization, consider prioritizing these features:

• Effective asset discovery and management
• Customizable customer portal
• Integrated knowledge base
• Collaboration tools
• Security and access control
• Integrations with third-party tools
• Customizable templates
• And any additional standout features

As an all-in-one solution for IT management, Atera is one of the few tools that combines all of the above capabilities. It also offers seamless integration with many other IT tools. If you are looking for a way to streamline your IT documentation and improve your overall IT management, don’t delay—sign up for Atera’s 30-day free trial today!