The ProProfs Knowledge Base Insider’s Guide
Everything we know about ProProfs Knowledge Base 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.
ProProfs Knowledge Base
The Insider’s Guide
Knowledge base software for help centers and internal wikis
Every plan, grade, refund rule and rival among docs and wiki tools, read from ProProfs Knowledge Base’s own pages.
Made by ProProfs · checked Oct 6, 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 ProProfs Knowledge Base’s own pages, its app-store listings and our grades. Every fact in it is on ProProfs Knowledge Base’s page too, where it is kept up to date. Checked Oct 6, 2026.
Part 01 · Overview
Welcome
What it is, who it suits, its grades and the ten things to know first
2.4
GPA, above 13 of the 51 other docs and wiki tools we grade
ProProfs Knowledge Base is hosted software for building public help centers, user manuals and private internal wikis. It pairs a WYSIWYG editor, templates and revision history with AI tools that draft articles, answer searches in plain language and translate content into more than 60 languages. A free plan covers one author and 25 pages; paid plans are priced per author for external knowledge bases and per user for internal ones.
To get you started, here are 9 things to know about ProProfs Knowledge Base, taken from its own pages and our grades.
No app rating on record, and there's a help centre to build: a homepage, templates to fill, articles to write.
- 1
Best for a small help center or an internal wiki from $0.99 a user
ProProfs Knowledge Base builds public help centers and private wikis, with AI that drafts articles, answers searches and translates into 60-plus languages.
- 2
Paid plans start at $49 a month
As its pricing page puts it: $49 per author / month, billed annually; internal wikis $0.99 per user (min 50).
- 3
There is a free plan
1 author and up to 25 pages, free forever. The pricing page says the free plan includes all features.
- 4
It runs on Web
Web, with a browser extension too.
- 5
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.
- 6
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.
- 7
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.
- 8
A 2.4 GPA, above 13 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
To replace ProProfs Knowledge Base you would be making a search engine with an AI model behind it. That is not a weekend's work, with an AI app builder or without one.
ProProfs Knowledge Base at a glance
- Pricing
- Free plan, from $49 per author / month, billed annually; internal wikis $0.99 per user (min 50)
- Free plan
- Yes
- Free trial
- 15-day free trial of paid plans, no credit card required, plus a 15-day money-back guarantee
- Runs on
- Web, Browser extension
- Made by
- ProProfs
- Category
- Docs & Wikis
- Our grade
- 2.4 GPA, fair
The report card
Best for a small help center or an internal wiki from $0.99 a user
ProProfs Knowledge Base builds public help centers and private wikis, with AI that drafts articles, answers searches and translates into 60-plus languages. The free plan is 1 author and 25 pages. Public sites are priced per author from $49 a month and internal ones per user with a 50-user minimum, your own domain is a $300-a-year add-on, and SSO and the API sit on an annual-only plan.
| Subject | Grade | Comment |
|---|---|---|
| Value for money | C | A public help centre is $49 an author a month billed annually, or $79 monthly, which sits in the broad middle band here, and that buys 1 site and 300 pages. An internal wiki is $0.99 a user with a 50-user minimum. Your own domain without ProProfs branding is $300 a year on top. |
| Free plan and trial | C | Free forever for 1 author and up to 25 pages, with the features the pricing page lists for paid plans. 25 pages is a cap any real help centre walks straight into. Paid plans have a 15-day trial with no card asked for. |
| Features | B | It covers the whole help-centre job: a WYSIWYG editor with 25-plus templates and an auto table of contents, AI that drafts articles or turns a URL into one, plain-language AI search, localisation into 60-plus languages, a help widget with ticket deflection, and a click recorder for step-by-step guides. |
| Ease of use | C | No app rating on record, and there's a help centre to build: a homepage, templates to fill, articles to write. The plan matrix is its own puzzle, priced per author for public sites and per user for internal ones. |
| Platforms and integrations | B | A web app with a browser extension and integrations for Zendesk, Freshdesk, Salesforce, Slack and Jira. The API, webhooks and the 100-plus integrations are listed under Business Complete Elite. No phone apps on record. |
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 ProProfs Knowledge Base is for
- Fits if you're a support team building a public help center or user manual
- Works for a private wiki for 50 or more people, priced from $0.99 a user
Who it is not for
- Tight if you're staying free, because it's 1 author and 25 pages; Essentials allows 1 site and 300 pages
- Pricey if you want your own domain and no ProProfs branding, a paid add-on at $300 a year or $30 a month
- Not for you if you need SSO, the API, webhooks or audit logs on a monthly plan, as Business Complete Elite is annual only
- Skip it if your internal wiki has fewer than 50 people, since internal plans have a 50-user minimum
- Pricey if you have several authors, as public sites cost $49 to $79 per author a month
Good to know
Good for
- 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
Worth knowing
- 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.
Part 02 · Pricing
What it costs
Every plan, the free plan, ways to pay less and how prices have moved
$49
A month to start. There is a free plan too
ProProfs Knowledge Base has a free plan. Paid plans start at $49 per author / month, billed annually; internal wikis $0.99 per user (min 50).
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 Suite
From $499
per month, annual plans only
Everything in Business Complete Elite plus ProProfs Help Desk, Live Chat and Survey Maker.
The free plan
1 author and up to 25 pages, free forever. The pricing page says the free plan includes all features.
Trying it first
15-day free trial of paid plans, no credit card required, plus a 15-day money-back guarantee
Read from proprofskb.com on Oct 6, 2026.
Ways to pay less
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.
Stated on proprofskb.com
Part 03 · Features
What it does
Its main features, where it runs, what it works with and who makes it
2
Places it runs: Web and Browser extension
Knowledge base software for help centers and internal wikis. Here is what it does, as its own site describes it, and what it covers: public API, AI features, AI search, wiki, templates, reports.
A web app with a browser extension and integrations for Zendesk, Freshdesk, Salesforce, Slack and Jira.
- 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.
Where it runs
- Web
- Browser extension
What it works with
- Zendesk
- Freshdesk
- Salesforce
- Slack
- Jira
- Google Analytics
- Hotjar
- Olark
ProProfs Knowledge Base is made by ProProfs.
Part 04 · Standing
Where it stands
Its grades against its category, and whether to keep it or make your own
13/51
Other docs and wiki tools it is graded above
ProProfs Knowledge Base's GPA of 2.4 is higher than 13 of the 51 other docs and wiki tools we grade, and level with 11.
It stands best on features (B, above 21 of 51) and worst on free plan and trial (C, above 4).
Its paid plans start at $49 a month, against a middle price of $16.50 for the category: 29 of the 41 others that charge start lower.
On features, ease of use and platforms it scores 2.7 out of 4. 11 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. ProProfs Knowledge Base’s own letter is outlined.
- CValue for moneyAbove 10 of 51
- CFree plan and trialAbove 4 of 51
- BFeaturesAbove 21 of 51
- CEase of useAbove 9 of 51
- BPlatforms and integrationsAbove 10 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. ProProfs Knowledge Base 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
To replace ProProfs Knowledge Base you would be making a search engine with an AI model behind it. That is not a weekend's work, with an AI app builder or without one.
That makes this kind of software worth paying for, not this one in particular: 27 of the 51 other docs and wiki tools grade higher. It costs $588 a year.
What you could make
- Wiki, templates and reports: an app builder makes these well.
What you could not
- A search engine with an AI model behind it.
- It plugs into other products, Zendesk, Freshdesk and Salesforce among them, and has an API.
- Hooks into the device itself: widgets.
- The depth: we grade its features B, which means it covers the whole job.
What this rests on. ProProfs Knowledge Base’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
Helpjuice, Document360, KnowledgeOwl, HelpDocs and Confluence
The 5 tools ProProfs Knowledge Base is most often weighed against, with where each one differs from it.
- 2.2GPA
Helpjuice
Free trial · from $249/mo
Hosted knowledge base software with a design built for you.
- ProProfs Knowledge Base has a free plan. Helpjuice does not, though it has a free trial.
- ProProfs Knowledge Base also covers templates.
- Helpjuice also covers chat assistant.
- 2.2GPA
Document360
Free trial
Hosted knowledge base software for public and private docs.
- ProProfs Knowledge Base has a free plan. Document360 does not, though it has a free trial.
- ProProfs Knowledge Base also covers reports.
- Document360 also covers Markdown.
- 2.2GPA
KnowledgeOwl
Free trial · from $100/mo
Knowledge base software with unlimited readers on every plan.
- ProProfs Knowledge Base has a free plan. KnowledgeOwl does not, though it has a free trial.
- Only ProProfs Knowledge Base lists a browser extension.
- ProProfs Knowledge Base also covers templates.
- 2.2GPA
HelpDocs
Free trial · from $99/mo
Hosted knowledge base software priced by editor, not by reader.
- ProProfs Knowledge Base has a free plan. HelpDocs does not, though it has a free trial.
- ProProfs Knowledge Base also covers AI search.
- 3.0GPA
Confluence
Free plan · from $6.70/mo
Team wiki and docs workspace from Atlassian, tied to Jira.
- Only ProProfs Knowledge Base lists a browser extension.
- Only Confluence lists iOS and Android apps.
- ProProfs Knowledge Base also covers AI search and reports.
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 ProProfs Knowledge Base free?
ProProfs Knowledge Base has a free plan. 1 author and up to 25 pages, free forever.
How much does ProProfs Knowledge Base cost?
ProProfs Knowledge Base lists 6 plans. Free: $0.
What platforms does ProProfs Knowledge Base work on?
ProProfs Knowledge Base is available on Web. It also has a browser extension.
Does ProProfs Knowledge Base offer any discounts?
ProProfs Knowledge Base publicly lists the following: Save up to 50% with annual billing.
Does ProProfs Knowledge Base have an Android app?
No Android app was listed when its pages were read on Oct 6, 2026. ProProfs Knowledge Base is listed for Web.
Does ProProfs Knowledge Base have an iPhone app?
No iPhone app was listed when its pages were read on Oct 6, 2026. ProProfs Knowledge Base is listed for Web.
Is ProProfs Knowledge Base open source?
ProProfs Knowledge Base is not described as open source on its own site, as read on Oct 6, 2026.
Does ProProfs Knowledge Base have an API?
Yes. ProProfs Knowledge Base offers a public API, according to its own site.
What does ProProfs Knowledge Base integrate with?
ProProfs Knowledge Base's listing names Zendesk, Freshdesk, Salesforce, Slack, Jira, Google Analytics, Hotjar and Olark.
Does ProProfs Knowledge Base have a free trial?
Yes. 15-day free trial of paid plans, no credit card required, plus a 15-day money-back guarantee.
Who makes ProProfs Knowledge Base?
ProProfs Knowledge Base is made by ProProfs.
What are the alternatives to ProProfs Knowledge Base?
The closest alternatives to ProProfs Knowledge Base in our directory are Helpjuice, Document360, KnowledgeOwl, HelpDocs and Confluence.
How does ProProfs Knowledge Base compare with other docs and wiki tools?
ProProfs Knowledge Base's GPA of 2.4 is higher than 13 of the 51 other docs and wiki tools we grade, and level with 11.
Is ProProfs Knowledge Base good value for money?
ToolGPA grades ProProfs Knowledge Base C for value for money. Its paid plans start at $49 a month, against a middle price of $16.50 for the category: 29 of the 41 others that charge start lower.
Could I make my own version of ProProfs Knowledge Base?
To replace ProProfs Knowledge Base you would be making a search engine with an AI model behind it.
Where this guide comes from
The prices, plans, platforms and features were read from ProProfs Knowledge Base’s own pages on Oct 6, 2026, and the grades were given on Oct 10, 2026. Graded from this listing, whose facts were read from ProProfs's own pages on 6 October 2026. Also tested with a demo account on 2026-09-11.
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 ProProfs. Prices change, so check proprofskb.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
- ProProfs Knowledge Base, kept up to dateEverything in this guide, with prices and grades as they are todaytoolgpa.com/tools/proprofs-knowledge-base
- 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, "ProProfs Knowledge Base: The Insider's Guide", checked Oct 6, 2026. https://toolgpa.com/tools/proprofs-knowledge-base
Know someone choosing between docs and wiki tools?
Send them this guide: toolgpa.com/tools/proprofs-knowledge-base/guide
ToolGPA elsewhere: youtube.com/@toolgpa
See our other guides
The best-graded docs and wiki tools after ProProfs Knowledge Base, each with an Insider's Guide of its own.
- 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 ProProfs Knowledge Base’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. ProProfs Knowledge Base is a trademark of its owner, and this guide is not made, paid for or approved by ProProfs. Prices and plans change: check proprofskb.com before you buy.