KnowledgeOwl vs ProProfs Knowledge Base

KnowledgeOwl

• Documentation teams that want migration and onboarding done with them
• Knowledge bases with many readers and only a few authors
• Nonprofits and B Corporations, which get a 25% discount

ProProfs Knowledge Base

• Support teams building a public help center or user manual
• Companies that want a private wiki priced per reader
• Very small knowledge bases: 25 pages are free forever

KnowledgeOwl

• Each plan includes only 1 author and 1 knowledge base; additional ones are listed at $25 per author and $50 per knowledge base.
• Basic has no custom domain, HTML/CSS/JS branding control, developer API or remote authentication. Those start on Pro at $250 a month.
• SAML SSO, Salesforce SSO and custom author roles need the Business plan at $500 a month.
• Articles are capped by plan: 1,000 on Basic, 2,500 on Pro and 5,000 on Business.

ProProfs Knowledge Base

• The free plan is limited to 1 author and 25 pages; Essentials allows 1 site and 300 pages, and Business 3 sites and 500 pages.
• Internal knowledge bases are priced per user with a 50-user minimum, from $0.99 per user a month billed annually.
• SSO, the API and webhooks, audit logs and the 100+ integrations are listed under Business Complete Elite, which is sold on annual plans only.
• Removing ProProfs branding and using a custom domain is a paid add-on at $300 a year or $30 a month.

KnowledgeOwl

Editor and versioning

A no-code rich text editor with reusable content snippets, article statuses from Draft to Needs Review, and major and minor versions that can be compared and restored.

Search and AI chatbot

Search needs no tagging and includes semantic search, a synonym library and indexed PDF content. The AI chatbot answers only from the knowledge base and links to its source articles.

Reader access controls

Unlimited reader groups decide who can read which content. Remote authentication starts on Pro, and SAML and Salesforce single sign-on on Business.

AI writing help

AI credits cover first drafts and outlines, article summaries, meta descriptions and style guide review: 100 a month on Basic, 500 on Pro and 1,000 on Business.

Owl Analytics

Built-in reports track searches, article performance and content gaps, keeping 45 days of data on Basic, 90 days on Pro and 450 days on Business.

Migration and theme build

KnowledgeOwl's team migrates existing content, builds a custom branded theme at no extra charge and holds regular 1:1 onboarding calls until launch.

ProProfs Knowledge Base

AI writer and import

AI drafts, rewrites and expands articles from a prompt, and turns a URL or an uploaded document into a structured knowledge base article.

AI search

Readers ask questions in plain language and get one synthesized answer drawn from the whole knowledge base rather than a list of links.

Editor, templates and branding

A WYSIWYG editor with callouts, toggles and an auto-generated table of contents, plus 25+ templates, a homepage builder and custom CSS and HTML.

Revision history and workflows

Revision history and a Vault for deleted articles come with Essentials. Version control starts on Business and the approval workflow on Business Complete Elite.

Step-by-step guide creator

From the Business plan, a browser extension records on-screen clicks and turns them into step-by-step guides with annotated screenshots.

Help widget and ticket deflection

An embeddable help widget, tooltips and pop-ups show articles in context, and ticket forms suggest relevant articles before a request is submitted.

KnowledgeOwl

• Basic$100

  per month

  1 author and 1 knowledge base, up to 1,000 articles, 100 AI credits and 45 days of analytics. No custom domain, developer API or SSO.

• Pro$250

  per month

  Up to 2,500 articles and 500 AI credits, adding a custom domain, HTML/CSS/JS branding control, the developer API, remote authentication and reader reports.

• Business$500

  per month

  Up to 5,000 articles and 1,000 AI credits, adding SAML and Salesforce SSO, custom author roles, payment by invoice and a 99.5% uptime guarantee.

• Enterprise$1,250

  per month

  Custom article, author and knowledge base counts, 10,000 AI credits, dedicated account management, custom terms and a 99.9% uptime SLA.

ProProfs Knowledge Base

• Free$0

  1 author and up to 25 pages, free forever, with the features the pricing page lists for paid plans.

• Essentials (Internal Knowledge Base)$0.99

  per user / month, billed annually ($1.99 billed monthly)

  Private wiki for at least 50 users. Internal Business is $1.99 and Business Complete Elite $2.99 per user a month, billed annually.

• Essentials (External Knowledge Base)$49

  per author / month, billed annually ($79 billed monthly)

  1 site and 300 pages for a public help center, with the AI writer, AI search, AI translation, 25+ templates and custom CSS and HTML.

• Business (External Knowledge Base)$69

  per author / month, billed annually ($99 billed monthly)

  3 sites and 500 pages, adding version control, 60+ language localization, the help widget, ticket deflection and the guide creator.

• Business Complete Elite$79

  per author / month, annual plans only ($948 a year)

  Unlimited sites and pages, adding SSO, API and webhooks, approval workflow, audit logs, 100+ integrations and personalized onboarding.

• Customer Delight SuiteFrom $499

  per month, annual plans only

  Everything in Business Complete Elite plus ProProfs Help Desk, Live Chat and Survey Maker.

KnowledgeOwl

• Nonprofit

  25% off for nonprofits and B Corps

  The KnowledgeOwl for Good discount gives nonprofits, B Corporations and purpose-driven organizations 25% off.

ProProfs Knowledge Base

• Annual discount

  Save up to 50% with annual billing

  Billed annually, external Essentials is $49 per author a month instead of $79 and Business $69 instead of $99. Internal Essentials is $0.99 per user instead of $1.99.