The 8 best tools to keep your knowledge base up to date

Updating docs is hard. So hard that it's easy to keep putting off - until your chatbot confidently tells customers about a button that no longer exists. That's the thing about AI: it won’t know what it doesn’t know, and stale documentation makes it worse. Help docs are the backbone of any product experience, and letting them slip creates unnecessary friction for customers and quietly erodes trust in your brand. This post covers eight tools that actually help, from built-in options inside platforms you already use, to standalone solutions built specifically for the “maintenance problem”. Whatever your setup, there's something on this list for you.

What to actually look for in a knowledge base tool

Not all knowledge base tools are built for the same problem, so before you go down the list, here's what's actually worth paying attention to.

• Does it tell you what needs updating? Not just letting you edit, but also surfacing your docs to identify what’s gone stale. 

• Does it work with how your product ships? If your tool is not able to keep up with your pace, your docs will always be one step behind.

• Does it fit your team size? Some tools are suited for fewer members, and some can fit better into larger teams.

• Does it integrate with your existing stack? Do you need to migrate to use their software? The best ones are those that integrate with what you already have. 

• Can a human stay in control? Very important, but not talked about enough. Do you rely entirely on AI, or are you allowed to make the final call?

The 8 best tools to keep your knowledge base up to date

1. Zendesk Guide

The default choice for Zendesk users. It’s functional, familiar, and built in.

If your support team already lives in Zendesk, Guide is the path of least resistance. There’s no integration to set up, and agents can pull articles while responding to tickets. The main maintenance feature is Article Verification where you can set rules that automatically flag articles as “outdated” based on age or tags, and then notify the owner to review them.

A new AI tool called Knowledge Builder is in early access and generates article outlines from past tickets, but it's not generally available yet.

Where it falls short

The recently deprecated Content Cues feature which scanned tickets for knowledge gaps leaves a hole that hasn't been fully filled. The editor is basic, bulk updates require third-party add-ons and teams managing hundreds of articles with frequent releases will hit the ceiling quickly.

Best for

Teams already on Zendesk who don’t ship frequently, want everything in one place, and don't need advanced maintenance features.

2. Intercom Fin

Intercom's AI agent - useful for teams who want AI to flag what's missing and fix it.

Fin is Intercom's AI support agent, and is one of the few tools that uses real customer conversations to tell you where your documentation is failing. The Content Gap Suggestions feature scans conversations Fin couldn't resolve and compares them to how human agents responded. It flags where articles are missing or unclear. Each suggestion is ranked by likely impact, making it easy to focus on the highest-value edits. You review, edit, and approve before anything goes live.

Where it falls short

This is a Fin feature, not a standalone knowledge base tool, so it only makes sense if you're already using Fin as your AI agent inside Intercom. Content Gap Suggestions are also still in open beta, so access isn't universal yet. Additionally, suggestions only appear for conversations that Fin successfully groups into an AI Topic (also in beta), so anything that is not auto-tagged will be skipped. 

One significant limitation is that it won't help you get ahead of product changes. It reacts to where Fin has already failed, rather than flagging what's about to go stale, which still leaves a gap in the process.

Best for

Teams who want to improve Fin’s response and use Intercom already. Features may be accessible if you have US/EU/AU-hosted workspaces.

3. Guru

Knowledge management for teams who need one verified source of truth.

Guru's standout feature is automated knowledge quality which is synced to the company’s knowledge. Knowledge Agents continuously evaluate your content and automatically un-verify anything that looks outdated, deprioritizing it in search and chat until someone confirms it's still accurate. Cards that are actively used and clearly current get verified automatically. You get an audit trail for every decision and can override it if needed.

Where it falls short

The verification workflow adds overhead that smaller teams can find cumbersome. The card-based structure works well when the knowledge base is lean, but users consistently report that search becomes unreliable as content grows. It's also primarily built for internal knowledge management, so if you need a polished customer-facing help center, Guru wasn't really designed for that experience.

Best for

Teams managing internal knowledge who want AI to continuously vet content and surface only what's verified.

4. Document360

A dedicated knowledge base platform without the platform lock-in.

Document360 is one of the more fully-featured standalone knowledge base tools. For maintenance, it offers Article Review Reminders (schedule articles for review and flag them as stale when the date arrives) and Duplicate Content Detection (scans for identical or very similar text and suggests consolidating it into shared snippets). The analytics show which articles get traffic, which searches return no results, and which articles are linked most often with practical data for deciding what to fix first.

Where it falls short

Both the Review Reminders and Duplicate Content Detection require you to take action first, since there's no proactive flagging. The reminders are only as useful as the review schedule you set up, and the duplicate scan has to be run manually. If nobody's minding the cadence, things still go stale.

Best for

Teams who want a purpose-built help center with solid content governance and aren't tied to a specific ticketing platform.

5. Helpjuice

AI-assisted article creation for teams who want to close content gaps faster.

Helpjuice's AI Article Request system lets team members flag missing content directly from a dashboard or Chrome extension, submit a question, assign someone with the answer, and the AI composes a draft from whatever that person provides, whether text, voice, or an uploaded document. The more interesting part is that Swifty AI doesn't just wait to be asked: when searches come up empty, it automatically creates article requests and flags them as "Requested by Swifty AI." Those land in the Article Planner for the team to action.

Where it falls short

Helpjuice is built for filling gaps, not maintaining what you already have. It’s good at finding what's missing, but it won't tell you which existing articles are outdated or out of sync with your product. The review workflow exists, but it's manual, since someone has to initiate it. If your problem is existing articles becoming inaccurate over time rather than missing topics, Helpjuice won't catch it.

Best for

Teams who want an internal request system where AI flags content gaps and helps write the new articles.

6. Tettra

Reminder-based knowledge management built for teams already living in Slack.

Tettra keeps things simple. The Page Update Request feature lets anyone flag an article, describe what needs to change, assign a teammate, and schedule a review. That request goes into a queue with Slack or email notifications to keep it moving. For teams with existing tooling, there's also an API endpoint that lets engineers trigger update requests programmatically, which is useful if you want product spec changes or release notes to automatically surface as Tettra update requests. It's not doing AI gap analysis, it's doing structured reminders and accountability. For some teams, that's exactly enough.

Where it falls short

Everything in Tettra depends on a human noticing that something needs updating and flagging it. There's no proactive detection of stale content, no AI scanning for gaps. Tettra does surface "unowned" and "stale" content in its Content Suggestions feature, but that's based on ownership and activity signals, not on whether the content still reflects your product. If your team is stretched thin and things are slipping through unnoticed, Tettra won't catch what nobody's flagged.

Best for

Teams using Slack who want a simple, reminder-based process for flagging and assigning content updates.

7. KnowledgeOwl

A straightforward knowledge base with on-demand AI writing help.

KnowledgeOwl doesn't try to automatically detect what's outdated. What it does offer is Owl Intelligence, an AI writing assistant that generates article drafts, outlines, and meta descriptions on demand, and can evaluate your articles against a loaded style guide to flag inconsistencies. It also provides scheduling and versioning tools, Slack and email notifications on content changes. They also include an AI chatbot that answers user queries from your knowledge base. It's a clean, capable platform for teams who want editorial control and occasional AI assistance without a complex maintenance layer on top.

Where it falls short

KnowledgeOwl doesn't have scheduled review reminders, staleness flagging, or any mechanism for detecting when content has fallen behind your product. The analytics show you views and search activity, and the AI chatbot will surface confidence gaps in what it can answer, but none of that proactively tells you which articles need updating. You're relying on your team to notice drift and act on it manually.

Best for

Teams that need basic editorial controls scheduling, version history, notifications plus optional AI help when drafting.

8. Pageloop

Built specifically for the maintenance problem - keeping docs in sync with your product as it ships.

Pageloop approaches documentation from the other direction. Rather than giving you a better way to only write articles, it also helps you figure out which articles need updating after each product release and then rewrites them for you to review and approve before anything goes live. Pageloop pulls from signals like resolved Support tickets, Slack conversations, Linear or Jira tickets, Github and combines them into suggestions for articles to create and update. It rewrites the outdated sections in your original writing style, flags screenshots that need replacing, and puts everything in an approval queue. Nothing goes live without a human sign-off. It connects with help centers like Zendesk, Intercom, Mintlify, Freshdesk, Salesforce, Helpjuice and Document360.

Where it falls short

Pageloop is built for one specific problem - creating and managing help center articles. If you need a publishing platform, it’s not the right starting point. It works on top of your existing setup, not instead of it.

Best for

Teams that use AI Agents for CX, ship features frequently and can’t keep up with updating the help center or knowledge base articles manually.

Here is how these tools stack up against each other:

If there's a pattern across all eight, it's this: most tools are good at telling you what's missing. Fewer are good at telling you what's wrong with what you already have. And almost none of them know a release just shipped. That gap is worth knowing about before you pick one.

Your chatbot still thinks that button exists, by the way!

Image Courtesy Art Institute of Chicago