In this article, we will review the best software documentation tools available on the market today. We will also cover the essential features and benefits of using these tools as part of your software development and deployment efforts.
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The world runs on software! And to develop and use software effectively, you must have good software documentation.
Software development has evolved from developers typing thousands or millions of lines of code to low-code and no-code solutions that speed up development and delivery.
Software documentation has gone through a similar evolution: the days of manually creating software documentation are long gone. Today, you can use sophisticated AI-powered tools to quickly create professional-grade documentation.
In this article, we will review the best software documentation tools available on the market today. We will also cover the essential features and benefits of using these tools as part of your software development and deployment efforts.
Let’s begin!
Software documentation refers to paper-based or digital documentation that explains how software is developed or used.
Developer documentation is a subset of the documentation aimed at developers. It assists software developers in understanding, utilizing, and integrating software products. This type of documentation is an important resource that provides detailed information about the software architecture, features, and functionalities.
User documentation is the counterpart of developer documentation and is aimed at users. It is designed to help end users understand, use, and troubleshoot software. This type of documentation serves as a guide that provides clear and concise information tailored to the users’ needs, helping them to achieve their goals with the software.
The traditional form of software documentation was paper-based. With time, this traditional documentation form is increasingly being replaced by digital formats, including text or video.
A major driver of this evolution are software documentation tools: applications and platforms designed to assist with the creation, management, and maintenance of documentation.
Here are the top 20 software documentation tools for 2024:
Documentations AI is a transformative solution for all your documentation needs. You can use it to create professional-grade video and text documentation quickly and easily.
The platform supports multiple use cases, including process documentation, templates, tutorials, and SOPs, for comprehensive coverage of developer and user needs. If you can think of it, Documentations AI can create it!
Use the Docai Chrome extension to create a screen recording, upload it, and within seconds, your video documentation will be ready. You can customize the output to suit your needs and publish it to the platform of your choice.
MadCap Flare is a powerful and versatile documentation tool. You can use it to create a wide range of content, including online help, user manuals, and knowledge bases. The tool caters to technical writers, instructional designers, and content creation and management.
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The subscription fee for MadCap Flare is $195 per user per month (billed annually).
GitHub is a web-based platform for version control and collaboration, allowing developers to host and review code, manage projects, and build software together.
GitHub’s integration with various tools and services and its vast community make it an exceptional choice for developers seeking a comprehensive development and documentation platform.
GitHub offers a free tier with unlimited public repositories, a Team paid at $4 per user per month, and the Enterprise plan at $21 per user per month.
Adobe RoboHelp is a comprehensive tool for creating, managing, and publishing help systems, knowledge bases, and eLearning content. It supports multiple formats for documentation accessibility and engagement.
Adobe RoboHelp offers an intuitive interface and robust integration capabilities. Seamless integration with other Adobe products enhances its productivity and workflow efficiency.
Adobe RoboHelp offers a subscription model at $39.99 per month or $478.8 annually.
Doxygen is a versatile documentation generator primarily used to create documentation from annotated C++, C, Java, Python, VHDL, Splice, IDL, and Lex.
Doxygen excels in automatically extracting documentation from source code, making it ideal for developers who want to maintain up-to-date, thorough documentation with minimal effort.
Doxygen is free and open-source, making it an accessible tool for developers of all levels.
Swagger is a framework for API development and documentation. Developers can use it to design, build, document, and consume RESTful web services.
Swagger offers interactive documentation and seamless integration with various tools. Its open-source nature and widespread adoption make it a preferred choice for API developers.
Swagger offers a free version with basic API design and documentation. The Team plan starts at $29 per month for 1 designer and 3 consumers. For Enterprise plans please contact sales.
Postman is a powerful platform for API development, testing, and documentation. Developers can use it to streamline the entire API lifecycle, making it easier to create, test, and document APIs.
An intuitive interface and automated testing capabilities set it apart, making it a superior choice for individual developers and large teams.
Postman offers a free version, and three paid plans at $14, $29, and $49 per user per month.
Read the Docs is an open-source platform that simplifies the process of building, versioning, and hosting documentation for software projects. It can automatically generate and host documentation directly from source code repositories.
Read the Docs supports integration with popular version control systems like GitHub, Bitbucket, and GitLab. Automated documentation building and hosting capabilities make it a popular choice for developers.
Read the Docs Community is free for open-source and community projects. Read the Docs for Business offers three paid plans starting at $50 per project per month, which include advanced features like private documentation and enhanced support.
ProProfs is a knowledge management tool designed for creating and managing online documentation, knowledge bases, wikis, and manuals. It supports both internal and external documentation needs, making it suitable for a wide range of businesses.
The easy-to-use interface and robust feature set streamline documentation creation and management. Built-in analytics and integration capabilities make it a powerful choice for businesses looking to enhance their knowledge management processes.
The Free plan allows creation of up to 25 pages. The Business plan starts at $79 per author per month.
Document360 is a powerful knowledge base software designed to help businesses create, manage, and publish self-service documentation and online help articles.
Document360 excels with its intuitive interface, advanced search capabilities, and extensive customization options. Its focus on user experience and collaboration makes it a leading choice for businesses aiming to provide comprehensive and accessible documentation.
For shared hosting, a free plan is available with limited features. Paid plans start at $149 per project per month, with support for advanced features like custom domains, API access, and detailed analytics.
Contact sales for private hosting solutions.
Paligo is a powerful cloud-based component content management system (CCMS) designed specifically for technical writing and documentation. It streamlines the process of creating, managing, and publishing user documentation across multiple channels, making it an ideal choice for teams looking to enhance their documentation workflow.
Paligo allows multiple authors to work simultaneously on the same content, facilitating real-time collaboration. Structured content enables users to reuse text, images, and other assets, significantly reducing redundancy and improving consistency.
The Professional plan starts at $4800 per year. Contract sales for Business and Enterprise plan pricing.
MarkdownPad is a powerful Markdown editor for Windows that enables users to create formatted text using Markdown syntax. It provides an intuitive interface for writing, previewing, and exporting documents.
The real-time preview allow users to see how their Markdown will render as they type. This instant feedback streamlines the writing process and reduces the likelihood of formatting errors.
A free version is available with basic features, and the Pro version is available for a one-time fee of $14.95.
Confluence is a team collaboration and documentation tool developed by Atlassian. It provides a centralized platform for teams to create, organize, and share information, enabling effective knowledge management and streamlined documentation processes.
Seamless integration with other Atlassian products, such as Jira, allows teams to manage projects, track issues, and document processes in a unified environment. The intuitive interface and real-time collaboration features streamline documentation processes.
A free plan is available for up to 10 users. Paid plans start at 4.89 per user per month.
ReadMe is a powerful documentation tool designed to help developers create and maintain user-friendly API documentation. It provides a collaborative environment where teams can document their APIs, SDKs, and other technical resources, making it easier for users to understand and integrate with their products.
The platform combines beautiful documentation with interactive API features, including live API testing and code samples, which enhance user engagement and understanding.
A free plan is available with limited features. Paid plans start at $99 per month.
Nuclino is a collaborative knowledge management tool that allows teams to create, share, and organize information in a simple and intuitive interface. It serves as a centralized hub for documentation, project management, and team collaboration, making it easy to keep all knowledge in one place.
A lightweight design combined with powerful features promotes real-time collaboration. Unlike traditional documentation tools that can be cumbersome, Nuclino offers a seamless experience that enhances productivity and reduces context-switching among team members.
In addition to a free plan with basic features, there are two paid plans: Standard at $5 per user per month and Premium at $10 per user per month.
Bit.ai is a documentation and collaboration platform that enables teams to create, share, and manage their knowledge and content effectively. It provides a centralized workspace where teams can work together on documents, wikis, and files, making it easier to keep everyone on the same page.
Bit.ai allows multiple users to work on documents simultaneously, with real-time updates and version control. It integrates with popular tools like Google Drive, Dropbox, and GitHub, making it easy to bring in existing content and collaborate across platforms.
In addition to a free plan with basic features, there are two paid plans: Pro at $8 per member per month and Business at $15 per member per month.
GitBook is a collaborative documentation tool designed for teams to create, manage, and publish content efficiently. It offers a user-friendly interface that allows users to build rich documentation, wikis, and knowledge bases, making it ideal for developers and technical writers.
GitBook allows teams to work together in real time, ensuring that everyone can contribute to and edit documentation seamlessly, which enhances productivity and knowledge sharing.
GitBook offers a free plan for individual users. Paid plans start at $8 per user per month for the Team plan and $15 per user per month for the Business plan.
Swimm is an innovative documentation tool designed to enhance the software development process by integrating documentation directly into the development workflow. It allows teams to create, maintain, and update documentation alongside their code, ensuring that it remains relevant and accessible.
Swimm prioritizes documentation as part of the development process. This unique approach helps teams keep documentation up-to-date and in sync with the codebase, which improves knowledge sharing and reduces onboarding time for new developers.
Swimm offers a free tier for individual users. The Teams plan starts at $17.7 per seat per month and the Enterprise Starter plan starts at @28 per seat per month.
Custom pricing is available for larger organizations requiring tailored solutions.
Whatfix is a digital adoption platform (DAP) that empowers organizations to create interactive, in-app guidance and documentation for software applications. It helps users navigate complex software by providing real-time support and step-by-step walkthroughs directly within the application.
Whatfix transforms traditional software documentation into engaging, interactive experiences. Its ability to deliver contextual help and guidance, which enhances user onboarding and reduces support queries, ultimately improving user satisfaction and retention.
Whatfix offers customized pricing. Please contact sales for details.
ClickHelp is an authoring tool for creating, managing, and publishing online documentation and knowledge bases. It caters to technical writers and teams looking to streamline their documentation processes while ensuring high-quality content delivery.
With a user-friendly interface and powerful collaboration features, it allows teams to work simultaneously on documentation, facilitating real-time updates and feedback. Its cloud-based platform ensures that documentation is always accessible, making it suitable for distributed teams
ClickHelp offers a three-tier pricing structure, starting at $175 per month for the Starter plan. The Growth plan starts at $285 per month and the Professional plan starts at $580 per month.
These are the most important features of developer documentation tools.
Documentation gets updated frequently. If developers don’t have access to the latest version, they will work with inaccurate, outdated, and irrelevant information. The result will be a waste of resources, requiring significant rework, project delays, and cost overruns.
Version control prevents team members from accessing and working on outdated documentation. It also enables maintenance of documentation history, so teams working on software can learn about the changes made over time.
With multi-user collaboration, multiple team members can work simultaneously on documentation, and leave comments and feedback.
Without collaboration, team members would have to sequentially work on and review documentation, exponentially increasing the amount of time required. The collaborative approach improves the quality of the documentation and saves time.
Documenation for software can be extensive. Without search features, developers would unnecessarily spend an inordinate amount of time looking for information.
With search features, developers can quickly find relevant information. By typing in keywords, topics of interest, or other meta information, they can quickly locate the information they need for the task at hand without slowing down on the critical development work.
In addition to documentation tools, your tech stack will often include other applications for communication, project management tools and workflow automation.
Integrating applications helps to improve efficiency and productivity. For example, instead of manually sending an email, a team member who finishes work on a piece of documentation can use workflow automation tools to speed up review and approval.
Developer documentation tools offer multiple benefits for developers and organizations.
With documentation tools, all the related information and knowledge are readily available in one place.
There is no need to physically sift through mountains of files or boxes filled with documents. There is no need to physically go to a storage space or warehouse.
Whenever a developer struggles with unclear requirements, time constraints, or other issues, and needs to find information, they can simply log in to the documentation tool and navigate to the specific topic or chapter, access required information, and use it to speed up software development.
Employee turnover is a part of organizational life, and critical information is often lost when employees leave. With documentation tools in place, organizational knowledge is retained in a depository, and new employees can quickly access it, learn, and start to contribute.
With multiple stakeholders simultaneously involved in creating and reviewing documentation, the quality of documentation improves significantly. As a consequence, the higher accuracy, relevance and overall quality of documentation lead to the development of better software.
Software and related documentation are business assets. And cybercriminals keep coming up with new ways to steal critical information. In fact, data breaches rose by 73% between 2021 and 2023.
With software tools, it is easy to prevent unauthorized access to sensitive information. You can use access controls to restrict access and encryption to protect data even if it falls into the wrong hands.
Critical data can be lost due to human error, criminal activity, power failures, fire, and natural disasters such as earthquakes and floods. Data loss can adversely affect business continuity, leading to financial loss and reputation damage.
With software tools, it is easy to take frequent backups of critical data. To reduce the probability of data loss, the backups can be stored at multiple physical and virtual locations. Modern tools automate backups, helping to reduce the chances of missed backups caused by employee negligence.
If the primary data is compromised for any reason, a simple restore is all that is required for continuity of business operations.
These best practices will help you derive the maximum benefit from your documentation tools.
Documentation does not exist in isolation: its purpose is to help businesses achieve their long-term goals and objectives. That is why documentation strategy is part of the overall business strategy.
Therefore, you must first understand your business requirements, which will help you derive requirements for the documentation you will create. This will in turn help you derive requirements for the tools you need to create documentation.
Documentation must satisfy the needs and requirements of its audience. Therefore, audience analysis and research are critical for successful documentation.
Documentation can often get relegated to a secondary task. This can happen for many reasons, including hyper-focus on development, developers not seeing the value of documentation or not having the time to work on it, or lack of defined organizational processes. This can lead to incomplete and inaccurate documentation.
The best time to create documentation is during development. Assign dedicated teams to documentation-related tasks, implement effective processes, and ensure teams have the tools they need for the task.
Technological advancements, organizational changes, product developments, legal and regulatory changes, and user feedback are all factors that contribute to documentation becoming obsolete, inaccurate, and irrelevant.
Therefore, documentation must be updated regularly. Systems comprising standard operating procedures (SOPs) and processes must be implemented for the updates. All updates must go through an expert review and approval process before documentation is published for use.
Software is a critical component of most systems in use worldwide. And we need high-quality documentation to develop and use software.
Documentation creation has evolved from manual systems to computer-based tools that use AI for efficient and effective documentation creation.
Documentations AI uses the power of AI to help you create stunning video and text documentation from simple screen recordings. Now you don’t need to hire an army of technical writers: subject matter experts can create polished documentation within minutes.
Sign up today and experience the transformative power of this cutting-edge tool.