Contents

Get Started with Clueso

Upgrade your content creation workflows today.

Get Started with Clueso

Upgrade your content creation workflows today.

Best Documentation Software

Top Tools Compared for 2025

15

min read

Nov 4, 2024

15

min read

Nov 4, 2024

15

min read

Nov 4, 2024

Buyer's Overview

Documentation has become the backbone of modern organizations, serving critical needs across multiple business teams. From engineering creating technical documentation and API guides, to customer experience building Knowledge Bases, to sales and HR developing SOPs - comprehensive product and process documentation powers both internal efficiency and external success.

Yet, despite its importance, documentation often falls short of its intended purpose.

61% of companies point to time and bandwidth as their biggest hurdles in the video creation process, with team size, resources, and technical ability trailing close behind at 44%.

- Gartner 2024 research

And this challenge extends beyond customer support to all forms of technical and process documentation: creating, maintaining, and delivering relevant, accessible content at scale.

The landscape of documentation solutions is dramatically evolving to address these challenges. Today's market offers everything from basic documentation tools to sophisticated AI-powered platforms that automate content creation, visual capture, and knowledge management. The table below compares six leading documentation software solutions to help you make an informed choice for your team's specific documentation needs.

Best Documentation Software Tools: Head-to-Head Comparison

Features & Capabilities

Clueso

Scribe

Tango

Document360

GitBook

Confluence

Core Documentation






Process Documentation
Step-by-Step Capture
Limited
Limited
Limited
Knowledge Base Hosting
Limited
Limited
AI Capabilities






Video-to-Article Conversion

AI Writing Enhancement

Multi-language Support
Limited
Limited
Limited
Visual Content






Automatic Screenshots

GIF Creation

Video Integration
Limited
Limited
Limited
Content Management






Easy Updates
Limited
Limited
Manual
Manual
Manual
Multi-Format Export
Limited
Limited
Version Control
Limited
Limited
Enterprise Features






Authentication & SSO
Brand Customization
Limited
Limited
Starting Price
$$$
$$
$$
$$$
$$
$$$

Let's dive deeper into each solution:

Clueso

Clueso stands out as the only documentation platform that truly automates the entire documentation workflow through AI capabilities. Unlike traditional tools that require manual writing and formatting, Clueso automatically converts video recordings into professional step-by-step articles, complete with screenshots, GIFs, and proper formatting. The platform's unique strength lies in its ability to handle both video and written content simultaneously, while offering enterprise-grade knowledge base hosting with authentication features. What particularly sets Clueso apart is the quality of its content. From AI-enhanced writing to professional visual assets like screenshots and GIFs, Clueso is especially valuable for teams needing to maintain comprehensive, professional documentation across multiple formats - all without investing extensive time in manual creation and updates.

Key Features

  • Instantly converts video to article; no manual transcripts needed

  • Automatically added screenshots and GIFs

  • Rich-text formatting options

  • AI-powered writing enhancement

  • Built-in authenticated knowledge base with authentication

  • Multi-format export capabilities

  • One-click language translation

  • Brand consistency across all content

What Users Love

"Clueso has cut short our documentation time massively - what used to take us a day now takes less than 5 mins. It's magical."

- Adarsh Tadimari, Co-founder and CTO, Plotline

📌 Read more about how Plotline added 5x more videos on their knowledge base here

"Clueso has been a game changer in creating our user education content. We’re now generating high-quality user guides 10x faster.”

- Angelo Huang, Co-founder and CEO, Swif

📌 Read more about how Swif transformed their customer education with Clueso here

Pricing

  • For Teams: Starts at $150/mo

  • Free trial available

  • Enterprise: Custom pricing

💗 Best for: Teams who need to create and maintain high-quality documentation at scale, especially those looking to efficiently produce both video and written content.

Scribe

Scribe focuses exclusively on capturing and documenting step-by-step workflows through screen recording. The tool automatically records your actions as you perform them, creating basic documentation with screenshots and simple instructions. While it excels at quick process capture, its functionality is limited to straightforward procedural documentation. The platform's strength lies in its simplicity - it's designed to do one thing well: capture basic processes quickly.

Source: Scribe

Key Features

  • Automatic step detection

  • Basic screenshot capture

  • Chrome extension

  • Simple editing interface

  • Step reordering

Pros

Cons

Quick and easy process capture
No contextualisation of the script
Automatic step detection
No video integration
Simple learning curve
Restricted export formats
Good for basic workflows
No knowledge base features

Pricing

  • Free plan available

  • Pro: $$

  • Enterprise: Custom pricing

💗 Best for: Teams needing quick, simple step-by-step articles and basic how-to guides.

Tango

Tango positions itself as a workflow documentation tool, focusing on capturing and sharing standard operating procedures (SOPs) and process documentation. Similar to Scribe in its core functionality, Tango differentiates itself as a ‘Digital Adoption Platform’, focused more on helping companies train internal teams on how to use various softwares. The platform automatically captures each step of a digital process and allows for basic customization of the output, but still maintains a relatively narrow focus on process documentation for internal teams.

Source: Tango

Key Features

  • Automated workflow capture

  • Step customization tools

  • Direct embeds of help documentation into third-party apps

  • Chrome extension

  • Usage analytics and and reports

  • Team sharing capabilities

  • PDF, HTML, and link-based export options

Pros

Cons

Good for internal processes
No video generation or integration
Quick process documentation
Limited visual editing features
Step rearrangement flexibility
No knowledge base capabilities

Pricing

  • Free trial available

  • Pro: $$

  • Enterprise: Custom pricing

💗 Best for: Process-heavy organizations that need to document SOPs and internal workflows quickly.

Document360

Document360 is primarily a knowledge base platform designed for organizing and managing documentation at scale. It acts as a central repository, focusing on providing a robust infrastructure for hosting and organizing company documentation. The platform offers strong categorization and version control features, making it particularly effective for large documentation sets. However, it lacks automated content creation capabilities, requiring teams to manually create and format all documentation.

Source: Document360

Key Features

  • Advanced knowledge base hosting

  • Advanced WYSIWYG & Markdown editors

  • Category management

  • Version control

  • Role-based access control

  • SEO optimization tools

  • Analytics dashboard

  • Multi-language support

  • Custom domain options

Pros

Cons

Robust knowledge base features
Manual content creation required
Strong categorization capabilities
Limited visual content tools
Good search functionality
No automatic capture capabilities

Complex initial setup

Pricing

  • Pro: $$$

  • Enterprise: Custom pricing

  • Free trial available

💗 Best for: Large organizations needing a robust knowledge base platform with strong organization and version control features.

GitBook

GitBook specializes in technical documentation with a focus on developer-friendly features and workflows. Built around Git principles, it offers powerful version control and collaboration features that integrate well with software and app-development processes. The platform excels at hosting and managing technical documentation, particularly API documentation and code-related content, helping organisations create internal wikis. However, its developer-centric approach can be overwhelming for non-technical users.

Source: GitBook

Key Features

  • Git-based version control

  • Markdown support

  • API documentation tools

  • Code snippet integration

  • Developer integrations

  • Collaborative editing

  • In-built templates

  • OpenAPI support

Pros

Cons

Generate project documentation from codebase
Steep learning curve for non-technical users
Good developer tool integration
Limited visual content tools

Manual content creation required

Technical focus limits broader use

Complex setup for simple needs

Pricing

  • Free plan available

  • Pro: $$$

  • Enterprise: Custom pricing

💗 Best for: Technical teams and organizations needing to create and maintain developer documentation, API documentation, and technical guides.

Confluence

Confluence serves as a comprehensive internal wiki and knowledge management system, particularly well-suited for organizations already using other Atlassian products like Jira and Trello. The platform offers extensive collaboration features and integrations, making it effective for team-based documentation efforts. While it provides robust tools for creating and organizing internal documentation, its strength lies in collaboration rather than public-facing documentation.

Source: Confluence

Key Features

  • Rich text editor

  • In-built page templates

  • Space organization

  • Workflow automation

  • Atlassian integration

  • Collaborative editing

  • Permission management

Pros

Cons

Strong collaboration features
Complex interface
Extensive Atlassian integration
Manual documentation process
Advanced permission settings
Limited public sharing options

Significant setup required

Pricing

  • Standard: $$

  • Premium: $$$

  • Enterprise: Custom pricing

  • Free trial available

💗 Best for: Large organizations using Atlassian products and needing a collaborative internal documentation platform with extensive integration capabilities.

Documentation Challenges: What Teams Are Struggling With

1. Manual Video-to-Article Conversion: The Time Sink

The challenge: Converting video tutorials and workflow recordings into written documentation is one of the most time-consuming tasks teams face. Traditional processes typically involve:


Traditional Process

Time Cost

Business Impact

Manual transcription of video content
2-3 hours per video
Delayed documentation releases
Screenshot capture and editing
1-2 hours per article
Inconsistent visual quality
Step-by-step writing
3-4 hours per process
Documentation backlogs
Formatting and organization
1-2 hours per document
Inconsistent documentation style
Review and corrections
2-3 hours per piece
Release delays

The solution: Modern documentation tools offer various approaches to streamline this process.

Basic Process Capture:

  • Automatic step detection during recording

  • Basic screenshot capture

AI-Powered Conversion:

  • Automatic video transcription

  • Smart content formatting and customisation

  • Step extraction and organization

  • Professional language enhancement

Impact on Teams:

  • Reduction in documentation time from hours to minutes

  • Consistent quality across all documentation

  • Ability to create more comprehensive guides

  • Faster time-to-publish for new content

How Modern Documentation Softwares Compare

Feature

Clueso

Scribe

Tango

Document360

GitBook

Video-to-Text Conversion
AI-powered automatic conversion
Manual
Manual

Automatic Step Detection

Process Capture

Content Enhancement
AI writing improvement

AI writing improvement
Custom Formatting
AI-enhanced
Basic
Basic
Manual
Manual

2. Visual Asset Management: Screenshots and GIFs

The challenge: Creating and maintaining professional visual content requires significant time and technical skills. Traditional processes involve:

Traditional Process

Time Cost

Business Impact

Manual screenshot capture
30-45 mins per article
Delayed updates
GIF creation and editing
20-30 mins per GIF
Limited visual engagement
Asset organization
1 hour per document
Scattered visual resources
Updating visuals for changes
2-3 hours per update
Outdated documentation

The solution: Documentation tools today go beyond just text to also provide automated solutions for visual content creation.

Basic Visual Tools:

  • Simple screenshot capture

  • Basic annotation features

Advanced Visual Automation:

  • AI-powered screenshot capture

  • Automatic GIF generation

  • Smart annotation tools - text, highlighting, and shapes

Impact on Teams:

  • 90% reduction in visual content creation time

  • Consistent visual quality across documentation

  • Easy visual asset updates

  • Professional-looking documentation

How Modern Tools Compare

Feature

Clueso

Scribe

Tango

Document360

GitBook

Automatic Screenshot Capture
AI-powered with context
Basic capture
Basic capture
Manual
Manual
GIF Creation
Automatic from video

Quick Update Capabilities

3. Knowledge Base Hosting and Management

The challenge: Organizations struggle with creating and maintaining accessible, secure knowledge bases. Traditional processes involve:

Traditional Process

Time Cost

Business Impact

KB setup and configuration
20-30 hours initial
Delayed documentation access
Content organization
5-10 hours per week
Information silos
Access control setup
10-15 hours initial
Security concerns
Search optimization
3-4 hours per week
Poor content discovery

The solution: Modern documentation platforms offer comprehensive ways to sort, organise, host and share knowledge bases.

Basic Knowledge Base Features:

  • Simple content hosting

  • Basic search functionality

  • Standard organization tools

Advanced Knowledge Base Management:

  • Custom team spaces and access controls

  • Sophisticated search capabilities

  • Content tagging and categorization

  • Analytics and insights

Impact on Teams:

  • 75% less time spent on content organization

  • Improved content discovery

  • Better security and access control

  • Enhanced user experience

Solution Comparison

Feature

Clueso

Document360

GitBook

Confluence

Built-in KB
Complete solution
Authentication
SSO + Custom
Basic
Basic
Advanced
Search Capability
AI-powered
Basic
Good
Advanced
Access Control
Granular
Limited
Basic
Advanced
Private KB Option

4. Content Updates: The Maintenance Burden

The challenge: Keeping documentation current and updates across audiences is a constant struggle for teams.

Traditional Process

Time Cost

Business Impact

Content auditing
4-5 hours per week
Outdated information
Rewriting content
2-3 hours per article
Documentation debt
Updating visuals
1-2 hours per update
Inconsistent content
Version control
2-3 hours per week
Content confusion

The solution: Modern tools provide efficient mechanisms to keep content up-to-date across all shared spaces.

Basic Update Features:

  • Simple content editing

  • Basic version tracking

  • Manual update workflows

Advanced Update Capabilities:

  • Instant content updates and syncs across all hosting spaces

  • Automatic visual refresh

  • Version control automation

  • Change tracking

  • Bulk update features

Impact on Teams:

  • 90% faster content updates

  • Consistent documentation across versions

  • Reduced maintenance overhead

  • Always-current information

Feature Comparison

Update Capability

Clueso

Scribe

Document360

GitBook

Instant Updates

Auto-sync with Knowledge Base

Version Control
Advanced
Basic
Advanced
Advanced
Change Tracking
Limited

5. Export Formats: The Flexibility Problem

The Challenge: Creating and maintaining documentation in multiple formats for different audiences creates significant overhead. Traditional processes involve:

Traditional Process

Time Cost

Business Impact

Format conversion
2-3 hours per document
Limited content reach
Maintaining multiple versions
3-4 hours per week
Inconsistent content
Custom formatting
1-2 hours per export
Delayed deliverables

The solution: Most documentation softwares today provide multi-format export capabilities including HTML, Markdown, and direct embeds.

Export Capabilities Comparison

Export Format

Clueso

Scribe

Document360

GitBook

HTML
Markdown
PDF
Professional
Basic
Multiple Languages
One-click
Manual
Manual

6. Brand Consistency

The challenge: Maintaining consistent branding across documentation is time-consuming and often overlooked.

Traditional Process

Time Cost

Business Impact

Manual styling
1-2 hours per document
Inconsistent brand image
Template creation
5-6 hours initial
Resource drain
Brand compliance checking
2-3 hours per week
Delayed publications

The solution: With new-age documentation apps, teams now have the option to automate and customise their branding.

Branding Tools:

  • Template options

  • Automated brand voice and tone enforcement

  • Brand asset library

  • Custom domains and white-labeling of knowledge base

Branding Features Comparison

Branding Feature

Clueso

Scribe

Document360

GitBook

Custom Templates
Limited
Brand Asset Library
Limited
Limited
Brand Style Guide

Custom Domains
White Labeling
Enterprise

Business Impact: ROI of Modern Documentation Tools

Annual Impact Analysis

Business Area

Traditional Documentation

Modern Documentation Platform

Business Value

Team Productivity
1,000 hours/year on documentation
200 hours/year on documentation
800 hours saved
Support Costs
Base support tickets
30-40% reduction in tickets
Reduced support costs
Time to Market
2-3 weeks documentation delay
Documentation ready with release
Faster launches
Content Quality
Inconsistent
Consistently high quality
Better user experience
Resource Allocation
Dedicated documentation team
Any team member can contribute
Better resource utilization

ROI Breakdown

Organizations using sophisticated documentation solutions typically see:

  • 80% reduction in documentation time

  • 30-40% reduction in support tickets

  • 80% faster time-to-market for new features

  • 75% improvement in content findability

  • 85% increase in team documentation capacity

While the overall benefits are compelling, these outcomes translate differently across organizations. Let's explore how various teams and departments are using new-age documentation tools to overcome their specific challenges and achieve remarkable outcomes.

Documentation Use Cases & Outcomes: How Different Teams Win

Each department within an organization requires documentation for different intents and purposes. And with that come a whole set of unique challenges. This is an important consideration when deciding which documentation software you should go for. Winning teams leverage these documentation solutions to transform how they create, maintain, and share critical information.

Customer Education Teams

Creating engaging self-serve learning experiences is crucial for customer success. Teams need efficient ways to produce and maintain educational content that drives product adoption and reduces support loads - all while ensuring consistent quality throughout materials.

Key Challenges:

  • Creating consistent, professional training content at scale

  • Maintaining up-to-date documentation

  • Reducing support ticket volume

  • Delivering personalized learning experiences


Solution Features:

  • Auto-generation of documentation from videos

  • Smart screenshot and GIF creation

  • One-click content updates

  • Built-in knowledge base hosting

  • Multi-format export capabilities


Feature Comparison

Features

Clueso

Scribe

Tango

Document360

GitBook

Video-to-Article Conversion

Screenshot & GIF Automation
Basic
Basic
Manual
Manual
Knowledge Base Features
Limited
Content Update Capabilities
Manual
Manual
Manual
Manual
Export Format Options
Limited
Limited
Basic
Basic
Brand Consistency Tools

Basic
Basic

Outcomes

  • 90% reduction in documentation creation time

  • 35% decrease in support ticket volume

  • 3x increase in help content production

  • 80% faster content updates

  • Improved customer satisfaction scores


“Clueso has helped our users find solutions, boosting self-service rates and freeing up our support team to tackle more complex issues while also reducing the time taken to create self-help videos.”

- Vedant Maheshwari, Co-founder and CEO, Vidyo.ai

Product Teams

Product teams need to move fast while ensuring their features are well-documented and easily understood by users. Their focus is on reducing time-to-value and accelerating product adoption through clear, effective documentation.

Key Challenges:

  • Documenting features quickly during rapid release cycles

  • Creating clear product walkthroughs

  • Maintaining documentation alongside product updates

  • Supporting users' product journey with relevant content


Solution Features:

  • Quick documentation generation from product demos

  • Automated visual guide creation

  • Easy content maintenance alongside updates

  • Multi-format documentation export


Feature Comparison

Features

Clueso

Scribe

Tango

Document360

GitBook

Content Update Capabilities
Manual
Manual
Manual
Manual
Video-to-Article Conversion

Screenshot & GIF Automation
Basic
Basic
Manual
Manual
Knowledge Base Features
Limited
Export Format Options
Limited
Limited
Basic
Basic
Brand Consistency Tools
Basic
Basic
Basic
Basic

Outcomes

  • 85% faster feature documentation

  • Product launches accelerated by 2 weeks

  • 40% improvement in feature adoption

  • 70% reduction in documentation maintenance time


“We initially adopted Clueso for just 2 modules, but the super high-quality output and the significant amount of time saved led us to expand to 7 additional modules. Now, all 10 of our Product team members across the organization are using Clueso for creating user guides.” - Prasanna Naik, Co-founder, Cloudeagle

Technical Teams

Technical teams require efficient ways to document complex systems, APIs, and processes while maintaining accuracy and keeping pace with rapid development cycles.

Key Challenges:

  • Creating detailed technical documentation

  • Maintaining API documentation

  • Documenting system processes

  • Keeping technical content up-to-date


Solution Features:

  • Structured technical content creation

  • Code snippet integration

  • Version control and change tracking

  • Technical knowledge base management


Feature Comparison

Features

Clueso

Scribe

Tango

Document360

GitBook

Technical Documentation Tools
Limited
Limited
Video-to-Article Conversion

Screenshot & GIF Automation
Basic
Basic
Manual
Manual
Knowledge Base Features
Limited
Content Update Capabilities
Manual
Manual
Manual
Manual
Export Format Options
Limited
Limited
Basic

Outcomes

  • 75% faster technical documentation creation

  • 60% reduction in documentation maintenance time

  • Improved accuracy in technical content

  • Faster onboarding of new team members


"Clueso has enabled us to transform our knowledge base with AI-enhanced support articles and elevate the social media outreach with captivating feature videos. Turning a rough recording into a professional video is now a matter of minutes, not hours."

- Baran Ozkan, Co-founder and CEO, Flagright

Learning & Development Teams

L&D teams need to create and maintain comprehensive training materials while ensuring consistent quality and easy updates across all documentation.

Key Challenges:

  • Creating engaging training materials

  • Maintaining consistent documentation

  • Updating content efficiently

  • Supporting multiple learning formats


Solution Features:

  • Training content automation

  • Multi-format learning materials

  • Easy content updates

  • Knowledge base organization


Feature Comparison

Features

Clueso

Scribe

Tango

Document360

GitBook

Training Material Templates

Video-to-Article Conversion

Screenshot & GIF Automation
Basic
Basic
Manual
Manual
Knowledge Base Features
Limited
Content Update Capabilities
Manual
Manual
Manual
Manual
Export Format Options
Limited
Limited
Basic
Basic

Outcomes

  • 80% reduction in training material creation time

  • 90% faster content updates

  • Improved training completion rates

  • More consistent learning experiences


"Clueso has cut short our documentation time massively - what used to take us a day now takes less than 5 mins. Going from manually creating articles to taking a 5-minute dictated screen-sharing video that gives me an article with relevant screenshots is magical."

- Adarsh Tadimari, Co-founder and CTO, Plotline


Documentation Tips: Best Practices for Professional Results

Once you're ready with the right documentation tool, follow these guidelines to ensure you're creating high-quality documentation:

Before Creating Documentation

Preparation

  • Define clear objectives and audience for your documentation

  • Set up a consistent documentation structure

  • Create templates for common document types

  • Establish style guides and formatting standards

  • Plan for visual assets


Technical Setup

  • Configure your knowledge base organization

  • Set up team access and permissions

  • Prepare branded templates

  • Define documentation workflows


During Documentation Creation

Content Quality

  • Use clear, concise language

  • Follow a logical structure

  • Include relevant visual aids

  • Maintain consistent formatting

  • Focus on user outcomes


Visual Quality

  • Ensure screenshots are clear and focused

  • Use annotations effectively

  • Use engaging GIFs for complex processes

  • Maintain brand consistency


After Publication

Maintenance

  • Schedule regular content reviews

  • Track content performance

  • Update documentation promptly

  • Gather user feedback

  • Monitor usage analytics


Common Mistakes to Avoid

  • Creating documentation without a plan

  • Skipping visual aids

  • Using inconsistent formatting

  • Neglecting regular updates

  • Ignoring user feedback


📌 Recommended Read: How to Create Step-by-Step Guides (in minutes!)

FAQ: Everything You Need to Know About Documentation Softwares

General

What is modern software documentation?

Modern software documentation combines automated capture, AI-powered content generation, and professional formatting to create comprehensive guides and knowledge bases efficiently. Unlike traditional documentation tools, modern solutions like Clueso offer features like automatic screenshot capture, video-to-article conversion, and integrated knowledge base management.

How much does documentation software cost?

Pricing varies significantly:

  • Basic tools: Free to $20/month

  • Professional solutions: $50-250/month

  • Enterprise platforms: Custom pricing based on features and users

    Most professional tools offer free trials so you can test their features before committing.

Do I need technical expertise to use documentation software?

While traditional tools required skilled writers or professionals, modern AI-powered solutions are designed for ease of use. Most features are automated, allowing anyone to create professional documentation without specialized expertise.


Features & Capabilities

What's the difference between basic and professional documentation tools?

Basic tools offer simple content creation and basic formatting, while professional tools include:

  • AI-powered content generation

  • Automatic visual asset creation

  • Multi-format export options

  • Team collaboration features

  • Enterprise security features

Can I update documentation easily after it's created?

Yes, modern tools offer various update capabilities:

  • One-click content updates

  • Version control

  • Automatic visual asset updates

How do I choose the right documentation software?

Consider these key factors:

  • Your primary use case (technical docs, training, customer education)

  • Required features (AI capabilities, visual tools, collaboration)

  • Team size and collaboration needs

  • Budget and ROI requirements

  • Integration requirements


Technical Questions

What are the minimum system requirements? Most modern documentation tools work well on:

  • Modern web browsers

  • Stable internet connection

  • 8GB RAM recommended

  • Standard operating systems Specific requirements may vary by platform and features used.

How secure is my documentation? Professional tools offer:

  • Enterprise-grade encryption

  • Role-based access control

  • SSO integration

  • Audit logs

  • Compliance features

Content Creation

How long should documentation be? Best practices recommend:

  • Step-by-step guides: 5-7 minutes to read

  • Technical documents: Based on complexity

  • Training modules: Break into digestible sections Keep content focused and concise for better engagement.

Can I create different types of content from one source? Yes, modern tools can automatically generate:

  • Written documentation

  • Video tutorials

  • Step-by-step guides

  • Knowledge base articles

  • Training materials

How do I maintain documentation when products change? Advanced documentation tools offer:

  • Easy content updates without recreation

  • Version control

  • Automatic content synchronization

Get Started with Clueso

Upgrade your content creation workflows today.

Get Started with Clueso

Upgrade your content creation workflows today.