Documize vs XWiki

Documize

• Organizations that must keep documentation on their own or air-gapped servers
• Teams that want a flat annual price instead of a per-seat fee
• Controlled documents that need review and approval before they are published

XWiki

• Organizations that want an open-source alternative to Confluence
• Teams that need structured data and small apps inside a wiki
• Companies that have to host their wiki on their own servers

Documize

• It is self-hosted only: the customer installs it and runs their own database, and the site offers no vendor-hosted version.
• Only the first 5 users are free; larger teams pay $900 a year for up to 100 users or $1,800 a year for unlimited users.
• Billing is annual, with a 90-day refund policy; no monthly option is listed.
• The vendor calls its Community edition open source but does not say on its pricing page how it differs from the paid plans.

XWiki

• Paid plans are priced in euros by a calculator that scales with team size; Starter stops at 25 users and runs on XWiki Cloud only.
• The free Community version comes without vendor support, and the XWiki Pro applications start on the Basic plan.
• OIDC, Entra ID, CAS and SAML sign-in need the Business plan, and SCIM needs Enterprise.
• Support hours on every paid plan are 09:00 to 17:00 CET.

Documize

Single self-hosted binary

The server ships as one binary with no runtime dependencies for Windows, macOS, Linux and FreeBSD. License validation works offline, so it can run on an air-gapped network.

Spaces, labels and documents

Content is organized into spaces that hold related documents, with labels grouping similar spaces, in place of deeply nested folders.

Templates and content blocks

Documents are assembled from reusable templates and pre-defined content blocks so teams start from a shared standard.

Approvals and versions

A draft, review, approve and publish lifecycle with contribution requests is built in, and documents can be baselined and kept in several live versions.

Analytics and audit logs

Reports show which content is read, which is stale and what people search for, alongside activity streams and audit logs. They are included in both plans.

Permissions and sign-in

Permissions are set on spaces, documents and actions, and users can authenticate through LDAP, Active Directory, Keycloak or CAS.

XWiki

WYSIWYG editing with history

Pages are edited in a WYSIWYG editor with link and macro editors and in-place editing. A full history of changes is kept, alongside comments, annotations and user mentions.

Structured data and apps

AppWithinMinutes builds custom data structures by drag and drop. Entries are edited through forms and browsed in filterable tables that XWiki calls livetables.

Permissions and sign-in

User and group management and an advanced permission system are built in. Paid plans add LDAP and Active Directory, then OIDC, Entra ID, CAS and SAML, and SCIM on Enterprise.

Extensions

More than 700 extensions are available: about 600 from the community plus 60 recommended and Pro extensions such as diagrams, task management and calendars.

Office and PDF handling

Office documents can be imported or previewed, images and other attachments previewed in the page, and pages viewed and exported as PDF.

Cloud or on-premises

From the Basic plan up, the same subscription price covers XWiki Cloud or your own servers; Starter is cloud only. One instance can hold several sub-wikis.

Documize

• Free (5 users)$0

  The first 5 users at no cost with no feature restrictions, activated with a free key.

• Essential$900

  per year for up to 100 users

  Self-hosted with unlimited content and storage, LDAP, AD, Keycloak and CAS sign-in, approvals, analytics, audit logs and product support.

• Enterprise$1,800

  per year for unlimited users

  The same feature set as Essential with no limit on the number of users.

XWiki

• CommunityFree

  The open-source software and community extensions, set up and run on your own servers without vendor support.

• Starter309 €

  per year for 10 users, the smallest team size

  XWiki Cloud only, for up to 25 users and ordered online: early security patches, the antivirus application, one sub-wiki and portal support.

• Basic5,796.84 €

  per year for 100 users (4.83 € per user / month)

  Cloud or on-premises for up to 1,000 users: XWiki Pro applications, LDAP and Active Directory sign-in, a custom domain on XWiki Cloud and 25 sub-wikis.

• Business11,216.70 €

  per year for 250 users (3.74 € per user / month)

  Up to 10,000 users: adds OIDC, Entra ID, CAS and SAML sign-in, IP allowlisting, the Confluence migration toolkit and faster support response times.

• Enterprise33,990 €

  per year for 500 users (5.67 € per user / month)

  Unlimited users: adds SCIM, Kubernetes, Windows and clustered installations, a dedicated account manager, AI integration in beta and 100 sub-wikis.

Documize

• Education

  30% off for academic institutions

  The pricing FAQ offers qualifying academic institutions a 30% discount on request.

XWiki

• Other savings

  20% off with a 3-year subscription

  The pricing calculator offers a 3-year subscription period that saves 20% compared with the yearly price.

• Other savings

  5% off for ordering online

  The Basic, Business and Enterprise plans list a 5% reduction when the subscription is ordered online rather than manually.

• Nonprofit

  50% off for NGOs

  The special discounts on the pricing page give NGOs a 50% discount on support, hosting and apps.

• Education

  50% off for academic institutions

  Academic institutions are listed for a 50% discount on support and hosting.

• Other savings

  Free cloud hosting for open source projects

  Open source software projects get free cloud hosting at the Starter level and Pro Apps licenses, plus a 50% discount on support.