KnowledgeOwl vs Notion
The key difference
KnowledgeOwl is purpose-built for documentation with powerful search, intuitive editing, and features like built-in glossaries. It's a knowledge base software. That's it, and we're really good at it.
Notion is an all-in-one workspace where documentation is one feature among many—note-taking, databases, project management, and team wikis.
Marybeth Alexander, KnowledgeOwl’s CEO
3 reasons companies choose
KnowledgeOwl over Notion
1
A search that really works
KnowledgeOwl has AI-powered search with typo tolerance built-in, so readers find what they need instantly.
You can set search terms, synonyms, and tweak the weighting of different elements to ensure your readers always find what they need.
Notion's search is a common complaint—it's slow, only searches the beginning of pages, and lacks the power needed for documentation at scale.
2
Built for documentation, not everything
KnowledgeOwl is designed specifically for creating and maintaining professional documentation, with features like article reviews, link checking, and content freshness reminders.
Notion is incredibly flexible, which is wonderful—until your workspace grows. Many teams find that what starts as organized quickly becomes chaotic, with information scattered and hard to find.
3
Pricing that makes sense
KnowledgeOwl charges only for Authors who create content. Readers—even those who need to login—are free and unlimited.
Notion charges per user for everyone who logs in, even if they're only reading. This can get expensive quickly as your team grows.
It's world-class, really a software that's got it all as a single source of truth
"I totally love this knowledge base! It's world-class, really a software that's got it all as a single source of truth. It's robust, user-friendly, full of excellent knowledge management features that surprised me after implementation. Can customize content superbly, can integrate and has a search function that's really tops. A platform I frequently use for its top drawer capabilities."
Danny Green
30-days trial, no credit card required
Using Notion? You can import your articles
features
Purpose-built for documentation vs. all-in-one workspace
pricing
See how KnowledgeOwl pricing compares to Notion
Pay per author, not per reader
KnowledgeOwl charges you only for Authors, the people who write and edit the content in your knowledge base. Readers — even those who need to login — are free (and unlimited).
Charges per user—everyone who logs in counts.
Notion starts affordably at $10-20 per user per month, but costs add up quickly. Every team member, collaborator, or person you invite counts as a paid seat—even if they're only reading or leaving one comment.
30-days trial, no credit card required
Using Notion? You can import your articles
Support
See how KnowledgeOwl's support compares to Notion
At KnowledgeOwl, great support isn’t a premium feature — it’s included.
Real humans, real expertise: Email directly with documentation experts who understand your use case.
Fast responses: We answer most support requests within hours, not days.
Emergency phone support: Talk to someone immediately when it matters most.
Proactive help: In-app support, comprehensive documentation, and regular webinars keep you ahead of issues.
Same great support on every plan: No need to upgrade just to get help.
Free plan: Help center and community only.
Plus plan: Email support during business hours.
Business plan: Priority support.
Enterprise: Dedicated customer success manager available.
30-days trial, no credit card required
Using Notion? You can import your articles
Which one should you choose?
Dedicated knowledge base for docs and support
Powerful search that actually works
Simple pricing that doesn't scale with team size
Both public and private documentation
Exceptional support on every plan
Quick setup without a learning curve
All-in-one workspace for notes, wikis, and collaboration
Flexible databases and project management
Beautiful, customizable interface
Great for internal team collaboration
Templates for many use cases
Integrates note-taking with task management
What KnowledgeOwl customers say
This is what we asked our customers and hundreds of them responded. Here’s some of what they said.
30-days trial, no credit card required
Using Confluence? You can import your articles instantly
"Its got a lot going for it definitely! Besides being a user-friendly, easy-to-set up platform, its essentially built to empower users. I love its knowledge base, its capacity for self service, its insights and analytics, its ability to integrate tangibly.
I've come to also appreciate its search and branding functionality too from a Marketing perspective. If you've used Knowledgeowl, you know it all."
Lisa Rothrock, Director of Brand Strategy
"I totally love this knowledge base! It's world-class, really an App that's got it all as a single source of truth. It's robust, user-friendly, full of excellent knowledge management features that surprised me after implementation. Can customize content superbly, can integrate and has a search function that's really tops. A platform i frequently use for its top drawer capabilities."
Danny Green, Content Advisor
What an amazing Knowledge Base platform. Easy-to-set up, user-friendly, integrates superbly, has got brilliant user support team. I use it a lot. Its exceptional in understanding your business problems and solving them. Its highly customizable as well. If you know, you know.
Arthur McKinnon, Regional Managing Editor
It's intuitive and easy to understand, it works well, and is simple to get up and running. The team that built it clearly knew a lot about managing knowledge and I go to their website for recommendations and best practices. Their customer support is extremely knowledgeable and responsive.
Verified User in Higher Education
KnowledgeOwl has incredible customer service! Not only is their response time incredible, but their overall mentality towards service is what truly stands out. When I reach out to them I don't feel like my request is a ticket waiting to be worked - I know they have read my emails & are replying to me specifically (vs an auto reply) with knowledgeable responses. They make doing business so easy! (& enjoyable!)
Jessica Howard
Intuitive, smart, easy to use and the most positive, responsive, and caring Customer Support team on the planet!
Jennifer Alford
I've managed help centers on Zendesk, Help Scout, and KnowledgeOwl. KnowledgeOwl is the easiest and most comfortable to use by far. Even with my limited code knowledge, I've been able to evolve my info architecture without breaking links, add collapsing sections to break up long topics, and install custom headers to set certain articles apart.
Diane Gilleland
The user interface to create articles is very easy to use and straightforward. It is also very customizable with CSS. So we can brand it to match our style. Not to mention the customer service is top notch. They take it to the next level!
Jacquie Witte
Right out of the gate, let me say that if you are looking for an efficient, reliable, and intuitive knowledge base software, look no further! KnowledgeOwl changed the game for us when we switched to them 7 years ago, and it keeps making my job easier with their frequently released enhancements and exceptional support…
Sandi Olson
How teams are using KnowledgeOwl
Loved by 3,200+ knowledge base authors in software companies around the world
