Last Updated on October 10, 2025 by Owen McGab Enaohwo
Running an IT team without proper documentation creates unnecessary risk and inefficiency. IT documentation software addresses these challenges by creating, managing, and organizing technical information, transforming informal knowledge into accessible resources, and reducing time spent searching for critical details.
Research shows that employees spend about 20% of their time searching for internal knowledge instead of actually solving problems. Multiply that across your entire IT department, and you’ve got hours of wasted productivity every week.
The right documentation software doesn’t just tidy up; it also slashes ticket resolution time, strengthens security, and creates a central knowledge base where your team’s brainpower actually lives.
Think of it as your all-in-one documentation tool, from software documentation and technical documentation to user manuals and standard operating procedures. Whether you’re drafting API documentation, building a polished knowledge management hub, or streamlining process documentation, the best IT documentation software transforms scribbled notes into structured, searchable, and secure user guides your whole team can rely on.
Note that not all software documentation tools are created equal. Some shine at project management integrations, others at collaboration features for technical writers and developers working on code documentation or API references.
Table of Contents
9 Best Software for IT Documentation
Features of IT Documentation Tools
How Network Doctor, XL.net, and TechQuarters Simplify IT Documentation With SweetProcess
Which IT Documentation Software Is Right for Your Team?
9 Best Software for IT Documentation
1. SweetProcess
Overview of SweetProcess
SweetProcess is a cloud-based IT documentation management solution that helps technical teams and professionals with their IT documentation, task automation, and remote password management.
SweetProcess simplifies the capture and sharing of technical documentation, standard operating procedures, and developer documentation, making the process efficient for IT staff.
Core Features of SweetProcess
SweetProcess meets all the essential requirements for IT documentation software and offers additional advanced features.
Process and Procedure Management
SweetProcess makes process and procedure management effortless by turning complex tasks into simple, step-by-step instructions your entire team can follow. With one platform, you can document procedures, connect them into processes, assign tasks, and track progress in real time. No more scattered documents or confusion. SweetProcess keeps everything organized, updated, and accessible whenever you need it.
Click on the three dots as seen in the image above, and you’ll see a screen similar to the one below.
Task Management and Collaboration
Managing tasks and collaborating with your team shouldn’t feel overwhelming. SweetProcess simplifies task assignment by allowing you to assign tasks directly from your documented processes and procedures.
With just a few clicks, you can:
- Assign tasks to individuals or entire teams.
- Set due dates and recurring schedules.
- Track progress in real time to ensure accountability.
Collaboration becomes seamless because everyone works from the same documented instructions. Team members know exactly what to do, when to do it, and how to get it done. No more miscommunication or wasted time, just smooth execution and measurable results.
Try SweetProcess free for 14 days and experience stress-free task management. No credit card required.
Policy Management
Keeping your company policies organized and up-to-date is critical for compliance and consistency. SweetProcess makes policy management easy by giving you one central platform to create, store, and share policies with your entire team.
With SweetProcess, you can:
- Create detailed policies using a simple editor.
- Keep every policy updated with version control.
- Control access so only the right people can view or edit.
- Share policies instantly, ensuring everyone stays aligned.
Instead of hunting through scattered files or outdated documents, your team can rely on SweetProcess as the single source of truth for company policies. This means fewer mistakes, better accountability, and a stronger culture of compliance.
Knowledge Base and Organization
Every growing business needs a reliable way to organize and share information. SweetProcess makes this easy with a built-in knowledge base that serves as your team’s central library for procedures, processes, and policies.
With SweetProcess, you can:
- Create a branded, searchable knowledge base in minutes.
- Organize content into categories so information is easy to find.
- Control access levels for public or private use.
- Keep everything updated in real time, eliminating outdated files.
Instead of wasting hours searching through scattered documents, your employees and customers get instant access to the knowledge they need, right when they need it. The result? Faster onboarding, smoother workflows, and a more empowered team.
Integrations and Accessibility
Your business tools should work together, not in silos. SweetProcess integrates seamlessly with the apps and platforms you already use, from project management software to customer support tools, so your workflows stay connected and efficient.
With SweetProcess integrations, you can:
- Embed procedures, processes, and policies directly into your existing tools.
- Connect with apps like Slack, Zapier, and more for smooth collaboration.
- Automate repetitive tasks to save time and reduce errors.
Accessibility is just as important. SweetProcess is cloud-based, which means your team can access critical information anytime, anywhere, on any device. Whether you’re in the office or on the go, your processes, policies, and knowledge base are always at your fingertips.
How To Create and Manage IT Manuals With SweetProcess
Creating and managing IT manuals with SweetProcess is simple: document step-by-step instructions, add visuals, and keep everything stored in one central hub. Your team always has access to the latest version, reducing errors and confusion. With real-time updates and easy collaboration, IT processes become consistent and reliable.
Manually and Automatically Generate IT Procedures and Guides
Creating a procedure doesn’t have to feel like rocket science. With SweetProcess, you can turn your ideas into step-by-step instructions in minutes.
Here’s how:
Step 1. Log In to Your SweetProcess Account.
Sign up for an account if you haven’t already.
Once inside, click on the “More” button as shown below.
Step 2. Add Your Procedure Title.
Click “Create Procedure” as shown in the screenshot below.
You’ll be shown a screen similar to the one shown below.
Give your procedure a name that clearly describes what it’s about. And click if you want to continue manually or automatically with SweetAI.
Step 3. Document the Steps.
SweetProcess offers a clean editor that allows you to add instructions, screenshots, or videos. Write each step in simple, actionable terms.
Step 4. Save and Share.
Once you’re done, click “Finish Editing.” Your procedure is now ready to share with your team.
That’s it. You’ve just created a procedure without the headaches of formatting, lost documents, or endless email threads.
Create Policies That Will Guide Your IT Operations
Policies are the rules that guide how your team operates. With SweetProcess, you can document and share policies so everyone is on the same page and compliance is never in question.
Follow these simple steps to create your first policy:
Step 1. Log In to Your SweetProcess Account.
From your dashboard, click on the “More” button in the menu and select “Policies.”
You’ll be taken to a screen similar to the one below.
Step 2. Click on “Create Policy.”
You’ll be taken to a screen where you can give your policy a clear, descriptive title as seen below.
Step 3. Document the Policy.
Use the editor to write out your policy in detail. You can break it down into sections, add bullet points, and attach supporting files to make it easy to understand.
Step 4. Save and Share.
Once you’re finished, click “Finish Editing.” Your policy is now live and accessible to your team, ensuring consistent compliance and accountability.
With SweetProcess, you no longer have to worry about scattered documents or outdated policies. Everything is stored in one place, updated in real time, and accessible anytime.
Build an Internal Knowledge Base for Your Team
An internal knowledge base keeps your team aligned by putting all your company’s critical information in one place. With SweetProcess, you can build and organize it in just a few simple steps.
Step 1: Log In to Your SweetProcess Account.
From your dashboard, click on “More” and select “Knowledge Bases.”
Step 2: Create a New Knowledge Base.
Click on “Create Knowledge Base” and give it a clear title, such as “Employee Training Hub” or “IT Support Resources.”
Step 3: Add Content.
Document your procedures, processes, and policies directly inside the knowledge base. Use text, images, or videos to make your content easy to follow.
Step 4: Organize and Set Permissions.
Organize content into categories to help team members find information quickly. Control access by choosing who can view or edit.
Step 5: Publish and Update in Real Time.
Once published, your knowledge base becomes your team’s single source of truth. You can update it anytime, and changes are instantly visible to everyone.
With SweetProcess, building an internal knowledge base isn’t just about storing information; it’s about empowering your team to work smarter, faster, and with fewer mistakes.
Customize Access To Ensure Infrastructure and Password Security
Keeping your infrastructure and passwords secure requires the right access controls. SweetProcess makes it easy to customize permissions so only the right people see or edit sensitive information.
Step 1: Log In to Your SweetProcess Account.
From your dashboard, click on “More” and select “Knowledge Bases,” “Processes,” or “Policies,” depending on what you want to secure.
Step 2: Open Access Settings.
Locate the item you want to protect and click on the three dots beside it. Select “Access Settings” to customize permissions by assigning the knowledge base or processes to a team or a team member who needs to have access to it. Or you can assign it on a job role basis.
Step 3: Assign Roles and Permissions.
Decide who can view, edit, or manage each item. For example, give your IT team access to password management procedures while restricting others to “view only.”
Step 4: Control Password and Infrastructure Security.
Store sensitive procedures, like password resets or server management, in restricted sections. This ensures only authorized staff can access them.
Step 5: Update and Monitor Access.
As your team changes, update permissions instantly. SweetProcess keeps a history of edits and access, giving you complete visibility and control.
By customizing access in SweetProcess, you safeguard your infrastructure and passwords while still giving your team the information they need to work effectively.
Manage Your Company’s IT Manuals in One Place
IT teams often struggle with scattered documentation, password spreadsheets in one folder, troubleshooting steps in another, and system procedures lost in emails. SweetProcess solves this problem by providing a central platform to manage all your IT manuals.
Step 1: Create a Central Knowledge Base.
Use SweetProcess to build an internal knowledge base dedicated to IT. Add policies, troubleshooting guides, and infrastructure processes so everything lives in one place.
Step 2: Document Procedures Clearly.
Turn complex IT workflows, like server resets or software installation, into step-by-step procedures with text, images, and videos.
Step 3: Organize and Control Access.
Group IT manuals into categories (e.g., Security, Systems, Passwords). Use access controls to ensure only authorized staff can view sensitive documentation.
Step 4: Keep Manuals Updated in Real Time.
Whenever a procedure changes, update it instantly. Everyone always works from the latest version, reducing errors and downtime.
With SweetProcess, your IT manuals stop being scattered documents and become a living, organized knowledge hub. This means fewer support tickets, faster problem-solving, and tighter security for your company.
SweetProcess Pricing
SweetProcess keeps its pricing refreshingly straightforward: $99 per month for up to 20 active members, plus just $5 per month for each additional active member. That means whether you’re a lean IT squad or a growing tech department, you’re only paying for the people actually using the platform, not inflated enterprise tiers you don’t need. If you’re paying annually, expect to get a discount.
Every plan includes all the core features. No $5 more for each premium add-on.
Oh, and if you’re still on the fence? SweetProcess offers a 14-day money-back guarantee. Try it, test it, and if it doesn’t simplify your IT documentation process, you get your money back—no questions asked.
2. IT Glue
Overview of IT Glue
IT Glue is one of the most established documentation platforms used by IT service providers and MSPs. It centralizes passwords, network diagrams, and technical documentation in a single secure hub.
IT Documentation Features of IT Glue
- Password vault and credential management.
- Asset tracking and vendor information.
- Integrations with RMM/PSA software, such as Autotask and ConnectWise.
- Collaboration features for teams managing technical docs.
IT Glue Pricing
Pricing starts around $29-$44 per user per month, with costs scaling based on features. Custom quotes are available on request.
If you prefer straightforward, flat-rate pricing, SweetProcess might feel like a breath of fresh air.
3. ITBoost
Overview of ITBoost
Aimed at MSPs and IT support teams, ITBoost offers an all-in-one documentation system bundled with asset management and customer reporting.
IT Documentation Features of ITBoost
- Centralized knowledge base and process documentation.
- Configurations and credential management.
- Collaboration features for cross-team workflows.
- Native integration with ConnectWise.
ITBoost Pricing
ITBoost offers tiered pricing based on the number of integrations and team size. The price ranges from $17 to $37 per month per user.
Some teams find ITBoost powerful but overwhelming for smaller documentation needs, whereas SweetProcess keeps things simpler.
4. Confluence (Atlassian)
Overview of Confluence
Confluence is a popular software documentation tool widely used in software development and project management teams. It serves as a flexible knowledge management and content management platform.
IT Documentation Features of Confluence
- Customizable spaces for internal documentation.
- Collaboration features for developers and technical writers.
- Rich media embedding for user documentation, flowcharts, and diagrams.
- Integration with Jira and other Atlassian tools.
Confluence Pricing
Plans start at free to $9.75 per user per month for Standard and scale up for Premium. As for the Enterprise, you may need to contact the support team.
Confluence is excellent for developer-heavy environments, but if you want a streamlined documentation process, SweetProcess may be a better fit.
5. NinjaOne
Overview of NinjaOne
NinjaOne combines IT management with documentation tools, giving IT teams one console for endpoint management, monitoring, and documentation.
IT Documentation Features of NinjaOne
- Store and organize IT assets, SOPs, and user guides.
- Password and credential vault.
- Automation for repetitive IT tasks.
- Reporting and auditing support.
NinjaOne Pricing
NinjaOne does not provide a quote-based pricing model; pricing may depend on the number of devices and features selected.
NinjaOne works best if you want documentation alongside IT management. But for a pure-play documentation tool, SweetProcess is easier to adopt.
6. Nuclino
Overview of Nuclino
Nuclino is a lightweight, modern documentation software designed for knowledge sharing and team collaboration.
IT Documentation Features of Nuclino
- Simple, distraction-free editor for process documentation and user manuals.
- Wiki-style pages for building a knowledge base.
- Graph view for visualizing connections between docs.
- Integration with Slack, Google Drive, and other apps.
Nuclino Pricing
Plans start at $6-$10 per user per month. A free plan with limited features is available.
Nuclino shines for simple knowledge management, but lacks advanced IT-focused documentation needs compared to SweetProcess.
7. Hudu
Overview of Hudu
Hudu is a rising star in the IT documentation platform space, popular with MSPs looking for a balance of affordability and functionality.
IT Documentation Features of Hudu
- Centralized internal documentation hub.
- Password and asset management.
- Network diagramming support.
- Collaboration features with role-based permissions.
Hudu Pricing
Hudu pricing starts at around $27 per month, with tiered plans for larger teams.
Hudu is a solid choice, but if you want both simplicity and scalability, SweetProcess edges it out as the best IT documentation software for growing IT teams.
8. Document360
Overview of Document360
Document360 is best known for its online documentation and knowledge base builder capabilities. It’s often used for external documentation, user guides, and developer documentation.
Core Features of Document360
- Rich editor for creating user documentation and FAQs.
- Public and private knowledge base options.
- Integrations with chatbots and support tools.
- Collaboration features for technical writers and support teams.
Document360 Pricing
Document360’s pricing is designed to be flexible and tailored to your specific needs. The cost depends on the features and AI capabilities you require. A specific pricing plan is not quoted until it is requested.
Great for external-facing content management, but not as streamlined for internal documentation as SweetProcess.
9. Faddom
Overview of Faddom
Faddom isn’t a traditional software documentation tool; it focuses on application dependency mapping and infrastructure visualization, which complements IT documentation needs.
IT Documentation Features of Faddom
- Automatic discovery of servers, apps, and dependencies.
- Visual maps for code documentation and infrastructure.
- Agentless monitoring for security compliance.
- Exportable reports for API references and audits.
Faddom Pricing
Faddom offers subscription-based pricing depending on infrastructure size. Exact pricing requires a sales request. The price ranges from $6,000-$40,000 annually.
Great for technical documentation around infrastructure, but if you need broader documentation management, SweetProcess is more versatile.
Features of IT Documentation Tools
Choosing the best IT documentation software isn’t just about picking the shiniest dashboard; it’s about whether the documentation tool actually makes your team’s life easier. Here are the must-have features every IT team should look for, and how SweetProcess checks those boxes (without the extra clicks, confusion, or clunky menus).
Tagging and Search Functionality
Great documentation systems let you find knowledge fast without the need to memorize a ton of keyboard shortcuts. With powerful tagging and advanced search, your team can locate user documentation, technical docs, or even API references in seconds.
SweetProcess excels here with a robust, intuitive search bar. Need to pull up a process documentation workflow from last year? It’s a two-second job.
Document Import and Export
A solid documentation platform should play nicely with other software documentation tools. Import existing SOPs, export user guides, or even share polished online documentation with external teams.
SweetProcess lets you seamlessly upload and manage existing docs, so migrating from legacy documentation management systems (or that chaotic “Docs” folder on your desktop) is painless.
Version History
Ever had someone update your knowledge base and accidentally delete the good stuff? A proper documentation process requires detailed documentation trails. Version history ensures every edit is tracked, recoverable, and accountable.
With SweetProcess, IT managers can roll back changes instantly, which is perfect for compliance-heavy industries or any team that values accuracy in technical documentation.
Access Control and Permissions
Not every intern should see the internal documentation for your server passwords. Strong access controls let you assign roles, permissions, and visibility settings.
SweetProcess offers customizable permissions, so your sensitive knowledge and IT assets are locked down tighter than the bank vault, while general user manuals remain accessible to the right people.
Diagrams and Visuals (Flowcharts, Image Embed, Video Embed)
Sometimes words aren’t enough. A good software documentation tool should support diagrams, screenshots, and embedded videos. After all, a picture is worth more than a thousand words.
SweetProcess lets you enrich content with flowcharts, images, and even video walkthroughs, turning dry technical docs into interactive user guides that anyone can follow.
Repetitive Task Automation
Why waste time reinventing the wheel when a documentation tool can automate recurring steps? From standard operating procedures to project management workflows, automation reduces human error and saves countless hours.
SweetProcess doubles as an AI tool for your team’s brain; once you create a process documentation template, you can reuse it across departments, cutting wasted time and boosting consistency.
How Network Doctor, XL.net, and TechQuarters Simplify IT Documentation With SweetProcess
Every IT team eventually reaches a peculiar breaking point: scattered files, tribal knowledge stuck in someone’s head, and inconsistent service that leaves clients frustrated. That was precisely the reality for companies like Network Doctor, XL.net, and TechQuarters until they turned to SweetProcess.
Network Doctor, an IT services provider, was drowning in fragmented documentation. Critical processes were often stored in email threads or staff memories, making it difficult to maintain consistent service for their clients.
By adopting SweetProcess, they were able to centralize their documentation process into a searchable knowledge base, making information accessible to the right people at the right time. The result was faster onboarding, smoother internal workflows, and a level of reliability that gave their customers genuine peace of mind.
XL.net faced a similar challenge. Their team wasted hours hunting for technical documentation and duplicating work because there was no single source of truth. SweetProcess offered them a structured documentation system where clutter was eliminated and everything from user guides to standard operating procedures could be documented once and reused consistently.
The transformation led to improved efficiency, greater consistency across operations, and reduced time spent untangling outdated documents.
TechQuarters, a London-based IT support company, struggled with what many call the tribal knowledge problem. Too much of their operational know-how was undocumented, and every time an employee left, valuable expertise went with them. SweetProcess solved that by turning undocumented habits into structured process documentation and secure internal documentation.
Now, instead of relying on memory or scattered notes, their team has reliable technical docs and user manuals to follow, reducing errors and ensuring continuity in their support services.
These stories all point to the same conclusion: when businesses use SweetProcess, they move from chaos to clarity. By centralizing their documentation needs into one secure documentation platform, IT teams save time, improve consistency, and deliver better results to their clients.
It’s proof that the right documentation software isn’t just about storing information; it’s about transforming the way knowledge flows through an organization.
Which IT Documentation Software Is Right for Your Team?
At the end of the day, the hunt for the right IT documentation software comes down to one simple question: which documentation tool will actually make life easier for your team?
Each of the options we’ve explored has its place.
IT Glue is well-suited for MSPs, Confluence is favored by software development teams that operate within Jira, Nuclino is clean and lightweight for knowledge sharing, and Document360 is ideal for online documentation and external documentation. They all offer different features and serve different use cases, but they don’t all strike a balance between simplicity and power in the same way.
SweetProcess stands out because it doesn’t try to be everything to everyone. Instead, it focuses on doing the essentials of documentation management brilliantly, turning scattered technical docs, user guides, and standard operating procedures into one reliable knowledge base.
It’s the rare documentation platform that scales with you, supports collaboration features, and stays intuitive enough that your IT staff won’t roll their eyes when you ask them to update a process.
Add in fair pricing and a 30-day money-back guarantee, and you’re looking at more than just another software documentation tool; you’re looking at a partner for building clarity, consistency, and confidence into your IT operations.
So, whether you’re dealing with outdated files, undocumented fixes, or the constant struggle of managing documentation across growing teams, the answer is clear. The best IT documentation software is the one that frees your people to do their jobs instead of chasing lost information.
For thousands of IT teams, that answer has been SweetProcess, and it could be yours, too.
