Great technical documentation is about simplifying the complex—turning detailed processes and intricate software features into clear, understandable content. Whether you’re creating a user guide, developing a step-by-step manual, or answering common questions through FAQ pages, you need the right tools to get the job done.
Technical writing isn’t just about the words you choose—it’s also about how you present the information. Sometimes, a well-placed screenshot, diagram, or video demo turns a confusing process into something users can easily follow.
That’s why technical writers rely on various tools to help with everything from product manuals and onboarding guides to troubleshooting articles. Each tool helps make the content clear, engaging, and easy to follow.
With the right set of tools, technical writers can easily collaborate, track edits, and publish across different formats, ensuring their work reaches users anywhere—whether online, on mobile, or in print. This kind of flexibility allows teams to create documentation that truly works for their audience, whether it’s an interactive tutorial or a detailed manual.
In this article, we’ll explore the top technical writing tools that streamline the entire documentation process. From tools that simplify writing and editing to those that help you build visuals or manage FAQ pages, we’ll dive into how these tools support the creation of various types of technical documentation and help deliver high-quality content.
What Is a Technical Writing Tool?
A technical writing tool is a software or platform that helps writers create, organize, and publish clear, structured documentation. These tools are designed to streamline the process of writing user manuals, user guides, knowledge bases, and process documentation, ensuring that complex information is presented in an accessible and user-friendly way.
They often include features for formatting, collaboration, version control, and multi-format publishing, making managing content efficiently across various channels easier. Ultimately, a good technical writing tool enhances clarity and consistency while allowing writers to focus on delivering high-quality content.
21 Best Technical Writing Software in 2025
Here are some of the best and most popular technical writing software tools for creating user documentation:
- Whatfix
- MediaWiki
- Adobe Robohelp
- Notepad++
- Microsoft Word
- Google Docs
- Adobe Framemaker
- Oxygen XML Author
- ProWritingAid
- MadCapFlare
- Confluence
- ClickHelp
- Snagit
- HelpNDoc
- Paligo
- Document360
- Typora
- Dr. Explain
- ProProfs Knowledge Base
- Markdown Pad
- AsciiDoc
1. Whatfix
- G2 Rating: 4.6 out of 5 stars
- Price: Contact for pricing details
Whatfix is a digital adoption platform (DAP) that doubles as a powerful technical writing tool by enabling the creation of interactive, in-app guidance and real-time user assistance. Its no-code interface allows technical writers to develop detailed user guides, product documentation, and training materials directly within applications. This real-time, contextual content helps users navigate complex processes while reducing the need for external support. With multi-format content creation and built-in analytics, Whatfix empowers writers to optimize documentation based on user engagement and behavior.
Key features:
- In-app walkthrough creation for step-by-step guidance
- Real-time contextual help with tooltips, pop-ups, and flows
- No-code platform, allowing easy content creation and deployment
- Multi-format content export (PDF, videos, slideshows, articles)
- User analytics and heatmaps to track engagement and adoption
2. MediaWiki
- G2 Rating: 4.5 out of 5 stars
- Price: Contact for pricing details
MediaWiki is an open-source collaborative documentation platform originally developed for Wikipedia. It’s ideal for technical writers who need to create and manage large knowledge bases. MediaWiki allows for highly structured content with powerful hyperlinking and categorization features, making it easy to navigate and organize vast amounts of information. Its open-source nature means teams can customize it to fit their needs. MediaWiki’s version history feature allows writers to track edits, compare revisions, and restore previous page versions, ensuring complete control over documentation.
Key features:
- Open-source platform for creating collaborative wikis and knowledge bases
- Powerful hyperlinking, categorization, and table of contents features for structured content
- Supports large-scale documentation projects with easy navigation and organization
- Version control and history tracking for monitoring changes to content
- Extensive plugin library for customizing the platform to meet specific technical writing needs
3. Adobe RoboHelp
- G2 Rating: 4.0 out of 5 stars
- Price: Contact for pricing details
Adobe RoboHelp is a versatile help authoring tool that enables technical writers to create and manage online help systems, knowledge bases, and eLearning content. Its intuitive interface allows for easy content organization, and its responsive HTML5 output ensures accessibility across various devices. RoboHelp also supports collaboration through Git integration and allows for user interface customization.
Key features:
- Responsive HTML5 output for help documentation that adjusts to different screen sizes
- Integration with Git and SharePoint for version control and team collaboration
- Drag-and-drop editor for easily arranging content, images, and multimedia
- HTML5 layouts with customizable skins to tailor the look of your online help system
- Extensive output options, including mobile apps, PDFs, and eBooks
4. Notepad++
- G2 Rating: 4.6 out of 5 stars
- Price: Contact for pricing details
Notepad++ is a free, open-source text editor for Windows that supports multiple programming languages. It’s commonly used by technical writers for editing code-heavy documentation or writing scripts. Notepad++ features syntax highlighting, code folding, and a built-in document map, making it easier to navigate complex files. It also supports plugins that can extend its functionality, such as Markdown previewers or XML formatters, making it useful for writers working with various file types. Its lightweight, fast performance makes it a favorite for technical writers who prefer a straightforward, no-frills text editor.
Key features:
- Lightweight text editor with support for over 50 programming languages
- Syntax highlighting, code folding, and a built-in document map for easy navigation
- Extensive plugin library for adding functionality like Markdown preview or XML formatting
- Multi-tabbed interface for working on multiple documents simultaneously
- Customizable interface with options for themes and font adjustments
5. Microsoft Word
- G2 Rating: 4.7 out of 5 stars
- Price: Contact for pricing details
Microsoft Word remains one of the most popular and versatile tools for technical writing. It offers extensive formatting options that are essential for producing well-organized technical documentation, including headers, footers, cross-references, and tables of contents. Word also integrates well with other Microsoft Office applications like Excel and PowerPoint, which is particularly useful for embedding charts, graphs, or presentations within technical documents. Its track changes and real-time collaboration features allow teams to review and edit documents seamlessly. For technical writers, Word’s ease of use and widespread availability make it an essential tool for drafting, revising, and formatting documentation.
Key features:
- Advanced formatting tools for structured documents, such as headings, tables, and styles
- Real-time collaboration via Microsoft 365, allowing multiple users to work simultaneously
- Comprehensive review features, including comments, track changes, and version history
- Built-in support for footnotes, endnotes, and citations for technical documentation
- Easy export to formats like PDF and integration with SharePoint and Teams
6. Google Docs
- G2 Rating: 4.6 out of 5 stars
- Price: Free option available, $6/month for Business Starter, $12/month for Business Standard, $18/month for Business Plus
Google Docs offers a free, web-based solution for collaborative technical writing. Its real-time editing and commenting features make it a powerful tool for distributed teams working on documentation. Google Docs’ simplicity and accessibility are key strengths, allowing teams to work from anywhere with internet access. It also provides integration with a range of third-party add-ons, such as diagram creation tools or reference managers, enhancing its capabilities for technical documentation. Google’s cloud-based infrastructure ensures that all documents are automatically saved and backed up, minimizing the risk of data loss. Its version history feature allows users to track changes over time and revert to earlier versions when needed.
Key features:
- Cloud-based collaboration with real-time editing and commenting for distributed teams
- Built-in version history to track document changes and restore previous versions
- Extensive third-party add-ons for diagrams, citations, and table of contents
- Automatic cloud backup with Google Drive integration for secure document storage
- Offline editing capabilities that sync back to the cloud once reconnected
7. Adobe Framemaker
- G2 Rating: 4.1 out of 5 stars
- Price: Contact for pricing details
Adobe FrameMaker is the go-to tool for creating complex, long-form technical documents. It’s particularly effective for technical writers working with structured content like DITA or XML-based frameworks, ensuring consistency and accuracy across large sets of documentation. FrameMaker supports conditional text, which allows for the creation of different versions of a document from a single source. It also excels in managing cross-references, large tables, and complex layouts, making it a favorite for creating software manuals, API documentation, and large user guides. Additionally, its integration with Adobe Experience Manager (AEM) enables seamless content management and publishing.
Key features:
- Structured authoring for XML/DITA-based technical writing
- Robust cross-referencing and table creation tools for large documents
- Support for long-form, complex documents with extensive styling options
- Advanced book-building features for print and digital publishing
- Conditional content and reusable components for efficiency
8. Oxygen XML Editor
- G2 Rating: 4.4 out of 5 stars
- Price: Contact for pricing details
Oxygen XML Editor is an advanced tool for technical writers who need to create and manage structured content, particularly in XML, DITA, or DocBook formats. It provides a comprehensive set of features for XML editing, including validation, transformation, and multi-format publishing. Oxygen XML Editor also supports collaboration through integration with version control systems like Git, allowing teams to manage different versions of their documents easily. Writers can transform their content into multiple formats, such as PDF, HTML, and ePub, making it a versatile choice for producing structured technical documents.
Key features:
- Advanced DITA and XML editing with extensive validation features for error-free content
- Built-in support for creating and validating structured content in standards like DocBook
- XSLT transformation support for generating output in multiple formats, including HTML, PDF, and ePub
- Collaboration features with Git integration for version control in team projects
- Real-time validation and error reporting for structured content
9. ProWritingAid
- G2 Rating: 4.5 out of 5 stars
- Price: Contact for pricing details
ProWritingAid is a grammar and style checker designed to help technical writers improve the clarity, readability, and overall quality of their documentation. It offers in-depth reports on various aspects of writing, including grammar, spelling, style, sentence structure, and readability. What sets ProWritingAid apart is its ability to provide contextual suggestions based on the genre or style of writing, which can be highly beneficial for technical writing. The tool integrates with popular platforms like Microsoft Word, Google Docs, and Scrivener, making it easy for writers to analyze and improve their documents without leaving their writing environment. It’s especially helpful for maintaining consistency and adherence to specific style guides in technical documentation.
Key features:
- In-depth grammar, spelling, and style analysis tailored for technical writing
- Detailed reports on readability, sentence structure, and overused words
- Integrates with Microsoft Word, Google Docs, and Scrivener for seamless editing
- Contextual suggestions based on the type of writing, improving clarity and conciseness
- Customizable style guide settings to ensure consistency across documents
10. MadCap Flare
- G2 Rating: 4.4 out of 5 stars
- Price: $2,333/year
MadCap Flare is a versatile, all-in-one tool designed to help technical writers manage content across multiple channels. With its single-source publishing model, Flare enables writers to create content once and publish it in multiple formats like HTML5, PDFs, and eBooks, all while maintaining consistent branding and messaging. It also offers advanced topic-based authoring and reusable components, allowing writers to produce customized outputs without rewriting content. Flare’s built-in analytics and feedback mechanisms provide insight into how users interact with documentation, giving technical writers data to refine their content.
Key features:
- Topic-based authoring and content reuse across multiple formats
- Conditional text to produce different versions of documents
- Powerful stylesheet editor for extensive content styling control
- Single-source publishing to formats like HTML5, PDF, and eBooks
- Built-in content translation support for global documentation
11. Confluence
- G2 Rating: 4.1 out of 5 stars
- Price: $10/month for Team collaboration, $20/month for Team collaboration + calendars, $30/month for All-in
Confluence is a team collaboration and documentation tool designed for creating internal documentation, knowledge bases, and product requirements. It integrates seamlessly with other Atlassian products like Jira, making it especially useful for teams working in agile environments. Confluence’s page organization is hierarchical, which helps technical writers structure large volumes of content in an easily navigable way. The platform also provides customizable templates, such as release notes or how-to guides, which allow writers to jumpstart content creation. With its advanced permissions settings, teams can control who has access to specific documents, ensuring the right people are involved in content creation and review.
Key features:
- Hierarchical organization of documentation through pages and spaces for easy navigation
- Seamless integration with Jira for linking project tickets directly into documentation
- Custom templates for technical documents like release notes and user guides
- Advanced search functionality for locating specific content across the platform
- User and group-level permissions to control access to specific pages
12. ClickHelp
- G2 Rating: 4.8 out of 5 stars
- Price: $175/month for Starter, $285/month for Growth, $580/month for Professional
ClickHelp is a cloud-based documentation tool that enables teams to collaborate on technical writing projects from anywhere. It supports multi-format publishing, allowing technical writers to export their content into PDFs, HTML, and Word documents. ClickHelp’s robust import and export features make it easy to transition from other tools and formats, and its cloud-based environment ensures that the most up-to-date version of the document is always available to everyone involved. The platform also provides built-in analytics that provide insights into how users are interacting with your documentation, which can be invaluable for improving the quality and relevance of the content.
Key features:
- Import from popular formats like Word, HTML, and Markdown for easy onboarding
- Conditional text and variables to generate multiple versions of documents from a single source
- User-friendly WYSIWYG editor for creating visually appealing documents without coding
- Interactive tutorials and feedback mechanisms for enhancing user engagement
- HTML5 responsive output optimized for mobile devices and desktops
13. Snagit
- G2 Rating: 4.7 out of 5 stars
- Price: $62.99 for Perpetual License
Snagit by TechSmith is a screen capture and recording tool that technical writers use to create visual content to accompany written documentation. It simplifies the process of capturing, editing, and sharing screenshots and video recordings, which can be crucial for explaining complex processes or software features. With Snagit, writers can annotate their screenshots with callouts, arrows, and highlights, making instructions clearer and more visually engaging. Snagit also offers easy integration with other platforms, such as Word, Google Drive, or email, so technical writers can quickly embed visuals into their documentation or share them with colleagues.
Key features:
- Quick access toolbar for capturing specific regions or windows on your screen
- Image editing tools like blur, arrow annotations, and callouts for better communication
- Ability to create GIFs and MP4s from screen recordings to illustrate processes
- Pre-made templates for creating tutorials and guides using captured images
- Integration with cloud services like Google Drive and Dropbox for easy sharing
14. HelpNDoc
- G2 Rating: 4.0 out of 5 stars
- Price: Contact for pricing details
HelpNDoc offers a simple yet powerful platform for creating user manuals, online help systems, and other technical documents. One of its standout features is its automatic table of contents generation and indexing, which makes navigating large documents easier for readers. HelpNDoc allows for creating help files in multiple formats from a single source, including CHM, HTML, PDF, and Word documents. Its WYSIWYG editor means that no coding skills are required, and technical writers can focus on content creation without worrying about formatting complexities.
Key features:
- Automatic generation of help files in multiple formats from a single source
- Template-based system for rapid customization of user manuals and guides
- Built-in media repository for managing multimedia assets like images and videos
- Topic-based organization and TOC generation for complex documents
- Support for customizable help file indexing to enhance navigation
15. Paligo
- G2 Rating: 4.7 out of 5 stars
- Price: Contact for custom pricing
Paligo is a cloud-based component content management system (CCMS) designed specifically to create and manage structured technical documentation. With Paligo, writers can leverage a topic-based authoring approach, making it easy to reuse content across multiple documents. Its single-source publishing feature allows technical writers to write content once and publish it in various formats, including HTML, PDF, and mobile-friendly outputs. Paligo also supports complex content versioning, team collaboration, and translation management, making it an ideal solution for teams that need to deliver documentation across multiple regions or product lines.
Key features:
- CCMS for component-based authoring, allowing content reuse and streamlined updates
- Single-source publishing to multiple formats, such as PDFs, web, and mobile apps
- Workflow management for team collaboration, including reviews and approvals
- Built-in translation management for multilingual technical writing
- Topic-based organization for better modular content creation and updates
16. Document360
- G2 Rating: 4.7 out of 5 stars
- Price: Free option available; contact for other pricing details
Document360 is a knowledge base platform designed to help teams create, organize, and maintain both internal and external documentation. Its clean, intuitive interface allows technical writers to create user guides, FAQs, and product documentation quickly. With built-in AI-powered search, users can easily find relevant content, making it ideal for customer-facing documentation. Document360 also provides analytics to help teams track user engagement and identify areas for improvement. Its collaboration features allow multiple writers to work on documents simultaneously, with version control to track changes.
Key features:
- AI-powered search engine for users to quickly find relevant documentation
- Customizable roles and permissions for team members and external contributors
- Markdown support for easy formatting of technical content
- Analytics dashboard to track page views, search terms, and user interactions
- Multi-language support for creating global documentation hubs
17. Typora
- G2 Rating: 4.2 out of 5 stars
- Price: Contact for pricing details
Typora is a minimalistic Markdown editor favored by technical writers who prefer a distraction-free environment. It combines the editing and preview modes into one, allowing writers to see the formatted output as they type. This real-time preview makes it easier to format technical documents, and Typora’s clean interface helps writers focus on content rather than clutter. Typora also supports various export formats, including PDF, Word, and HTML, making it versatile for different publishing needs. Its customizable themes and syntax highlighting make it a favorite for writing code-heavy technical documentation.
Key features:
- Real-time Markdown editor with a seamless switch between editing and preview modes
- Syntax highlighting for code blocks, making it ideal for writing technical documentation
- Customizable CSS for controlling the appearance of exported documents
- Ability to export directly to PDF, Word, and ePub for versatile output options
- Focus mode and typewriter mode for distraction-free writing
18. Dr. Explain
- G2 Rating: 4.5 out of 5 stars
- Price: $250 for Regular License, $350 for Advanced License, $450 for Ultima License
Dr. Explain simplifies documenting software interfaces by automatically generating annotated screenshots. Technical writers can capture the user interface of software applications and let DrExplain add callouts and annotations, reducing the time spent manually labeling screenshots. It supports multi-format output, including HTML, CHM, RTF, and PDF, making it easy to create user manuals, help files, and eLearning materials. The WYSIWYG editor allows writers to add text, images, and multimedia elements to their documents, making the tool versatile for both simple and complex documentation projects.
Key features:
- Automated screenshot capturing and annotation for documenting software UI
- Drag-and-drop editor for adding text, links, and multimedia elements to screenshots
- Multi-format export, including CHM, RTF, HTML, and PDF
- Customizable help file templates for rapid document creation
- HTML5-based responsive output for mobile-friendly user guides
19. ProProfs Knowledge Base
- G2 Rating: 4.6 out of 5 stars
- Price: $1,080/year for Essentials, $1,440/year for Premium, contact for Enterprise
ProProfs Knowledge Base is a cloud-based tool designed to help businesses create internal and external documentation, such as FAQs, knowledge bases, and training guides. Its intuitive WYSIWYG editor allows technical writers to create content without any coding skills. ProProfs also includes AI-powered search functionality, which helps users quickly find the answers they need. It’s easy to collaborate in real time, and ProProfs includes robust analytics features, so teams can track how their documentation is performing and make improvements based on user feedback.
Key features:
- Built-in AI-based search for providing relevant suggestions as users type queries
- Real-time team collaboration with tracking and audit logs to monitor changes
- Custom branding options to tailor your documentation’s look and feel
- Analytics for tracking the effectiveness of articles and user satisfaction ratings
- In-built integrations with tools like Slack, Zendesk, and Google Analytics
20. MarkdownPad
- G2 Rating: No rating available
- Price: Contact for pricing details
MarkdownPad is a dedicated Markdown editor for Windows, providing technical writers with rich features for writing in Markdown. It includes a live preview function, which displays how the content will look once formatted, and customizable stylesheets that allow writers to tailor the appearance of their documents. MarkdownPad’s simple interface is ideal for writing technical documents without distractions, and it supports exporting to multiple formats, including HTML and PDF, making it a versatile tool for writers who work with both web and print documentation.
Key features:
- Full-featured Markdown editor with live preview of documents for immediate formatting feedback
- Customizable syntax highlighting for better readability of technical content
- Automatic conversion of Markdown syntax into HTML or PDF with a one-click export
- Integrated file manager for efficiently organizing and accessing project files
- CSS customization to match the output style with your branding
21. AsciiDoc
- G2 Rating: No rating available
- Price: Contact for pricing details
AsciiDoc is a plain-text authoring tool that allows technical writers to create complex documentation in a simple, lightweight format. It’s ideal for writers who prefer working with minimalistic syntax but still need the capability to create structured, well-formatted documents. AsciiDoc supports tables, lists, footnotes, and cross-references, making it powerful enough for writing large, intricate documents. It integrates well with version control systems like Git, allowing teams to collaborate effectively. AsciiDoc also supports multi-format output, so technical writers can easily publish their content in HTML, PDF, or ePub formats.
Key features:
- Lightweight plain-text syntax designed specifically for technical writing with complex content
- Inline equation support for technical documentation involving mathematical formulas
- Seamless integration with Git for version control and collaborative workflows
- Built-in support for cross-references, footnotes, and complex tables
- Simple publishing process to formats like HTML, PDF, and ePub
Technical Writing Tools Click Better With Whatfix
Whatfix is innovating the technical writing tools space by disrupting the very idea of lengthy written content.
With Whatfix’s no-code Visual Editor, non-technical team members are empowered to create in-app user assistance such as Tours, Task Lists, and Flows to help onboard new users and help them adopt technical features and workflows.
Communicate new features and product updates with in-app messaging features like Pop-Ups, Beacons, and Smart Tips. Link your in-app messaging content to external change logs, release notes, and product blogs to help end users learn more about new product changes.
Whatfix Self Help integrates with your knowledge base, FAQs, technical documentation, video tutorials, and more, enabling end-users and customers with an in-app resource center for moment-of-need support. These Self-Help entries can trigger an in-app guided Flow or link to an external resource or third-party link.
Understand how your users engage with your application, its workflows, and its in-app content with end-user behavior analytics. With end-user analytics, analyze your user journeys to identify areas of friction and map the optimal processes for your users.
Transform your technical writing process with Whatfix’s user-friendly, no-code platform. Request a demo now.
