The Documize Insider’s Guide
Everything we know about Documize in one document: what it costs, its grades, getting a refund, getting help and what else to look at. Read it here, or keep a copy.
Documize
The Insider’s Guide
Self-hosted knowledge base with approvals and analytics
Every plan, grade, refund rule and rival among docs and wiki tools, read from Documize’s own pages.
Made by Documize Inc. · checked Oct 9, 2026 · toolgpa.com
Contents
- 01WelcomeWhat it is, who it suits, its grades and the ten things to know first
- 02What it costsEvery plan, the free plan, ways to pay less and how prices have moved
- 03What it doesIts main features, where it runs, what it works with and who makes it
- 04Where it standsIts grades against its category, and whether to keep it or make your own
- 05The alternativesThe tools it is most often weighed against, side by side
- 06Quick answersThe questions people ask about it, each answered in a line or two
- 07About ToolGPAWho made this guide, what else is on the site, and how to cite it
ToolGPA put this guide together from Documize’s own pages, its app-store listings and our grades. Every fact in it is on Documize’s page too, where it is kept up to date. Checked Oct 9, 2026.
Part 01 · Overview
Welcome
What it is, who it suits, its grades and the ten things to know first
2.0
GPA, above 0 of the 51 other docs and wiki tools we grade
Documize is self-hosted knowledge management software that installs as a single binary on the customer's own servers and stores its data in PostgreSQL, SQL Server, MySQL, Percona or MariaDB. Documents live in spaces, are built from reusable templates and content blocks, and move through a draft, review, approve and publish lifecycle. It is sold as an annual subscription with every feature in both plans, and the first 5 users are free.
To get you started, here are 9 things to know about Documize, taken from its own pages and our grades.
- 1
Best for controlled documents on your own servers
Documize is a knowledge base you host yourself, built for documents that go through draft, review, approve and publish.
- 2
Paid plans start at $75 a month when paid by the year
As its pricing page puts it: $900 per year for up to 100 users.
- 3
There is a free plan
The first 5 users are free with no feature restrictions, using a free activation key that the vendor emails on request. No credit card is required.
- 4
It runs on Web
Web.
- 5
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.
- 6
Spaces, labels and documents
Content is organized into spaces that hold related documents, with labels grouping similar spaces, in place of deeply nested folders.
- 7
Templates and content blocks
Documents are assembled from reusable templates and pre-defined content blocks so teams start from a shared standard.
- 8
A 2.0 GPA, above 0 of 51
That is against the other docs and wiki tools we grade, on value, the free plan, features, ease of use and platforms.
- 9
Keep it
The plain part of Documize you could make: wiki, documents, templates and reports. What surrounds it you could not. The 2 things listed below take a company, not a weekend.
Documize at a glance
- Pricing
- Free plan, from $900 per year for up to 100 users
- Free plan
- Yes
- Free trial
- None stated
- Runs on
- Web
- Made by
- Documize Inc.
- Category
- Docs & Wikis
- Our grade
- 2.0 GPA, fair
The report card
Best for controlled documents on your own servers
Documize is a knowledge base you host yourself, built for documents that go through draft, review, approve and publish. It costs a flat $900 a year for up to 100 users, with the first 5 free. It's self-hosted only with your own database, billing is annual only, nothing on record covers editing a page together, and the only integrations are Keycloak and Active Directory sign-in.
| Subject | Grade | Comment |
|---|---|---|
| Value for money | C | $900 a year is $75 a month, which is this category's dearer quarter exactly, against a $15 middle. It does cover up to 100 users with every feature and no per-seat charge, so a full 100 is under a dollar each; bring ten people and it's $7.50 each. Annual billing only, 90-day refund. |
| Free plan and trial | B | The first 5 users are free with no feature restrictions and no card: you email for a free activation key. Five is a hard wall, though, and person number six costs $900 a year. |
| Features | C | Spaces and labels instead of nested folders, reusable templates and content blocks, a draft, review, approve and publish lifecycle, baselined versions, and analytics and audit logs on both plans. Controlled-document basics, then: nothing on record about editing a page together, and only two integrations. |
| Ease of use | D | Self-hosted only. It ships as a single binary with no runtime dependencies, but you still install it and run your own PostgreSQL, MySQL or SQL Server database, and there's no hosted version to pick instead. |
| Platforms and integrations | C | A web app, with the server running on Windows, macOS, Linux or FreeBSD and a public API. The only integrations on record are for sign-in, Keycloak and Microsoft Active Directory, and there are no phone or desktop apps. |
An A is worth 4 points, a B 3, a C 2, a D 1 and an F nothing. The GPA is the average of the five.
Who Documize is for
- Fits if your documentation has to live on your own servers, even on an air-gapped network
- Works for teams of 10 to 100 who'd rather pay $900 a year flat than a fee per seat
Who it is not for
- Skip it if you want a hosted wiki, because the site offers no vendor-hosted version
- Tight if you're staying free with more than 5 people, as person six costs $900 a year
- Not for you if you want to pay month by month, as billing is annual only
- Skip it if you want to edit a page together, since nothing on record covers live co-editing
- Watch out: it calls its Community edition open source but doesn't say how it differs from the paid plans
Good to know
Good for
- 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
Worth knowing
- 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.
Part 02 · Pricing
What it costs
Every plan, the free plan, ways to pay less and how prices have moved
$75
A month to start, paid by the year. There is a free plan too
Documize has a free plan. Paid plans start at $900 per year for up to 100 users.
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.
The free plan
The first 5 users are free with no feature restrictions, using a free activation key that the vendor emails on request. No credit card is required.
Read from documize.com on Oct 9, 2026.
Ways to pay less
Education
30% off for academic institutions
The pricing FAQ offers qualifying academic institutions a 30% discount on request.
Stated on documize.com
Part 03 · Features
What it does
Its main features, where it runs, what it works with and who makes it
1
Place it runs: Web
Self-hosted knowledge base with approvals and analytics. Here is what it does, as its own site describes it, and what it covers: open source, self-hostable, public API, wiki, templates, documents, reports.
Controlled-document basics, then: nothing on record about editing a page together, and only two integrations.
- 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.
Where it runs
- Web
What it works with
- Keycloak
- Microsoft Active Directory
Documize is made by Documize Inc.
Part 04 · Standing
Where it stands
Its grades against its category, and whether to keep it or make your own
0/51
Other docs and wiki tools it is graded above
Documize's GPA of 2.0 is higher than 0 of the 51 other docs and wiki tools we grade, and level with 3.
It stands best on free plan and trial (B, above 27 of 51) and worst on ease of use (D, above 0).
Its paid plans start at $75 a month when paid by the year, against a middle price of $16.50 for the category: 32 of the 41 others that charge start lower.
On features, ease of use and platforms it scores 1.7 out of 4. 32 tools score higher and cost less.
Each grade against the category
Every bar is all 52 docs and wiki tools we grade, cut by the letter each got. Documize’s own letter is outlined.
- CValue for moneyAbove 10 of 51
- BFree plan and trialAbove 27 of 51
- CFeaturesAbove 1 of 51
- DEase of useAbove 0 of 51
- CPlatforms and integrationsAbove 0 of 51
Price against what you get
Each dot is one of 47 docs and wiki tools. Further left costs less; higher up scores better on features, ease of use and platforms. Documize is the marked dot.
What paid plans start at, a month (each step along is roughly double) →
Keep it, or make your own?
Whether this is something you could build for yourself with an AI app builder, and what you would give up.
Keep it
The plain part of Documize you could make: wiki, documents, templates and reports. What surrounds it you could not. The 2 things listed below take a company, not a weekend.
That makes this kind of software worth paying for, not this one in particular: 48 of the 51 other docs and wiki tools grade higher. It costs $900 a year. Documize is open source, so there is a third way: take its code and run it yourself.
What you could make
- Wiki, documents, templates and reports: an app builder makes these well.
What you could not
- It plugs into other products, Keycloak and Microsoft Active Directory among them, and has an API.
- What a company asks for before it lets staff use something: audit logs and roles and permissions.
What this rests on. Documize’s listing: what it does, where it runs, what it plugs into and what it costs. It is a judgement about the kind of software this is. We have not built a replacement for it, and making your own means looking after it too. How we decide, and every tool’s verdict.
Part 05 · Alternatives
The alternatives
The tools it is most often weighed against, side by side
Confluence, BookStack, Outline, XWiki and Wiki.js
The 5 tools Documize is most often weighed against, with where each one differs from it.
- 3.0GPA
Confluence
Free plan · from $6.70/mo
Team wiki and docs workspace from Atlassian, tied to Jira.
- Only Confluence lists iOS and Android apps.
- Documize is open source and self-hostable, according to its own site.
- Documize also covers reports.
- 2.8GPA
BookStack
Free plan · from £450/yr
Free self-hosted wiki organized into books, chapters and pages.
- Documize also covers documents and reports.
- BookStack also covers Markdown and diagrams.
- 2.8GPA
Outline
Free plan · from $10/mo
Fast team knowledge base and wiki, cloud-hosted or self-hosted.
- Only Outline lists macOS and Windows apps.
- Documize also covers templates, documents and reports.
- Outline also covers AI search and Markdown.
- 3.4GPA
XWiki
Free plan · from €309/yr
Open-source enterprise wiki with structured data and apps.
- Documize also covers templates, documents and reports.
- XWiki also covers databases.
- 2.8GPA
Wiki.js
Free
Open-source wiki software built on Node.js with Git sync.
- Documize also covers templates, documents and reports.
- Wiki.js also covers Markdown and diagrams.
Part 06 · Questions
Quick answers
The questions people ask about it, each answered in a line or two
15
Questions, each answered in a line or two
The short version of everything above, for when you only need the answer. Each one is told in full in its part of the guide.
Is Documize free?
Documize has a free plan. The first 5 users are free with no feature restrictions, using a free activation key that the vendor emails on request.
How much does Documize cost?
Documize lists 3 plans. Free (5 users): $0.
What platforms does Documize work on?
Documize is available on Web.
Does Documize offer any discounts?
Documize publicly lists the following: 30% off for academic institutions.
Does Documize have an Android app?
No Android app was listed when its pages were read on Oct 9, 2026. Documize is listed for Web.
Does Documize have an iPhone app?
No iPhone app was listed when its pages were read on Oct 9, 2026. Documize is listed for Web.
Is Documize open source?
Yes. Documize is open source, according to its own site.
Does Documize have an API?
Yes. Documize offers a public API, according to its own site.
What does Documize integrate with?
Documize's listing names Keycloak and Microsoft Active Directory. A listing names up to eight integrations, so it may connect to more.
Does Documize have a student discount?
30% off for academic institutions. The pricing FAQ offers qualifying academic institutions a 30% discount on request.
Who makes Documize?
Documize is made by Documize Inc.
What are the alternatives to Documize?
The closest alternatives to Documize in our directory are Confluence, BookStack, Outline, XWiki and Wiki.js.
How does Documize compare with other docs and wiki tools?
Documize's GPA of 2.0 is higher than 0 of the 51 other docs and wiki tools we grade, and level with 3.
Is Documize good value for money?
ToolGPA grades Documize C for value for money. Its paid plans start at $75 a month when paid by the year, against a middle price of $16.50 for the category: 32 of the 41 others that charge start lower.
Could I make my own version of Documize?
The plain part of Documize you could make: wiki, documents, templates and reports.
Where this guide comes from
The prices, plans, platforms and features were read from Documize’s own pages on Oct 9, 2026, and the grades were given on Oct 10, 2026. Graded from this listing, whose facts were read from Documize's own pages on 9 October 2026. Also tested with a demo account on 2026-08-28.
Every tool we list gets five grades, A to F, each with its reason, and a GPA that averages them. How each is decided is at toolgpa.com/grades. This guide is ToolGPA’s own work; it is not made, paid for or approved by Documize Inc. Prices change, so check documize.com before you buy.
Part 07 · About
About ToolGPA
Who made this guide, what else is on the site, and how to cite it
3,189
Tools graded, in 94 categories
ToolGPA grades software the way a school report grades a pupil: five subjects, a letter for each with the reason written beside it, and a GPA that averages them. Prices, plans and platforms are read from each maker’s own pages and dated, so you always know how fresh a figure is.
Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Every tool on the site has a guide like this one, free to download and pass on. It all lives at toolgpa.com.
3,189
tools graded
94
categories
426
price changes on record
579
apps priced in 12 countries
What else is on toolgpa.com
- Documize, kept up to dateEverything in this guide, with prices and grades as they are todaytoolgpa.com/tools/documize
- How grades are givenThe rules behind every letter and every GPAtoolgpa.com/grades
- Value chartsWhat each tool costs against what it scores, for every categorytoolgpa.com/charts
- CompareAny two tools side by side, plan by plantoolgpa.com/compare
- Price changesEvery price rise and cut on record, each with its sourcetoolgpa.com/price-changes
- Prices by countryWhat apps cost on the App Store in 12 countriestoolgpa.com/prices-by-country
- Pay lessEvery public discount: yearly billing, students, nonprofitstoolgpa.com/save
- Keep or makeWhich tools are worth paying for, and which you could build yourselftoolgpa.com/keep-or-make
Scan for the live page
Prices and grades as they are today
Quoting this guide?
Please name ToolGPA and link to the live page, so readers can check the figures for themselves:
ToolGPA, "Documize: The Insider's Guide", checked Oct 9, 2026. https://toolgpa.com/tools/documize
Know someone choosing between docs and wiki tools?
Send them this guide: toolgpa.com/tools/documize/guide
ToolGPA elsewhere: youtube.com/@toolgpa
See our other guides
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- Docs & Wikis Insider's GuideEvery one of the 52 docs and wiki tools we grade, compared
- Zoho Writer Insider's GuideFree online word processor with AI and document automation3.6 GPA
- Google Docs Insider's GuideBrowser-based word processor, free with a Google Account3.4 GPA
- ONLYOFFICE Insider's GuideOpen-source office suite for documents, sheets, slides and PDFs3.4 GPA
Choosing software? Every tool graded, every price dated.
Compare tools at toolgpa.com ›Everything in this guide is ToolGPA’s own summary of what Documize’s pages, its app-store listings and public reviews said on the dates shown. Grades are our judgement under the rules at toolgpa.com/grades. Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Documize is a trademark of its owner, and this guide is not made, paid for or approved by Documize Inc. Prices and plans change: check documize.com before you buy.