A complete guide to ProProfs Knowledge Base pricing in 2025

Choosing a new tool for your team usually boils down to a few big questions, and let’s be honest, cost is always near the top of the list. You’re probably here because you’re sizing up ProProfs Knowledge Base, trying to figure out if it fits your budget and does what you need it to do. The problem is, pricing pages rarely give you the full story.

This guide goes way beyond the sticker price. We’ll pull apart the ProProfs Knowledge Base pricing plans, show you what’s really included, and point out the hidden costs and limitations that can sneak up on you. The goal is simple: to give you a clear, no-fluff look so you can make a decision that actually works for your team.

What is a ProProfs Knowledge Base?

At its heart, a knowledge base is just a central library for information. It’s where you keep, organize, and share all your important docs. ProProfs gives you a tool to do exactly that, helping you build online help centers, FAQs, and internal manuals.

It’s a pretty common solution for a few scenarios:

• Customer self-service: Letting customers find their own answers in a public help center instead of having to contact your support team for every little thing.

• Internal docs: Creating private knowledge bases for stuff like employee handbooks, training guides, and company processes.

• Product guides: Publishing detailed articles that help people get the most out of your product.

But while having one place for all your articles is a good start, a knowledge base is just one piece of the puzzle. Think of it as a digital filing cabinet. It’s passive. The real magic happens when you can make that knowledge active and put it to work for you.

A detailed look at ProProfs Knowledge Base pricing plans

On the surface, ProProfs’ pricing model is pretty easy to understand. It’s based on the number of "authors",the people on your team who need to write or edit articles. This is a common way to price these tools, but as you’ll see, it can create its own set of problems.

Let’s break down their main plans. The prices here are for annual billing, which gives you a discount compared to paying month-to-month.

Feature	Essentials Plan	Premium Plan	Enterprise Plan
Price per Author/Month	$30 (billed annually)	$40 (billed annually)	Custom
Core Features	Basic KB creation, customization, password protection	Everything in Essentials + contextual help, revision history, roles & permissions	Everything in Premium + single sign-on (SSO), white-label options
Integrations	Google Analytics, Live Chat, Survey Maker	Zendesk, Salesforce, Freshdesk	Advanced & custom integrations
Reporting	Basic reports on article views and failed searches	Advanced analytics and article feedback	Custom reporting and dashboards
Support	Email/Chat	Phone support	Dedicated account manager
Key Limitation	Limited branding, very basic integrations	Higher cost per author as your team grows	Requires a sales call, likely a long-term contract

The Essentials plan is the starter kit. It’s for very small teams or solo operators who just need a simple, public FAQ page. You get the basics for writing content, but you’ll miss out on the deeper integrations and controls that most growing companies eventually need.

The Premium plan is their most popular option. It unlocks important integrations with helpdesks like Zendesk and Salesforce, which gives you a lot more flexibility. This is where most teams will probably land, but the per-author cost can start to add up fast as you get more experts involved.

The Enterprise plan is built for big companies with specific needs around security and branding, like single sign-on (SSO) and a dedicated person to help you out. The pricing is custom, which is code for "you have to talk to sales to get a quote."

See the ProProfs Knowledge Base in action to better understand the features included in their pricing plans.

The hidden costs and limits of the ProProfs Knowledge Base pricing model

That monthly subscription fee is just the starting point. The true cost of a tool is often buried in its limitations and the headaches it creates for your team. This is where the ProProfs pricing model can turn into a real bottleneck.

The per-author problem with ProProfs Knowledge Base pricing

Charging for every person who needs to create or edit content sounds fair, but it often ends up getting in the way of teamwork. What happens when your product manager spots a mistake in a technical article, or someone from marketing wants to polish the wording on an FAQ? Do you buy them a whole license just for that one-off edit?

This model forces a tricky choice: either you pay for more seats than you actually use day-to-day, or you create a bottleneck where only a select few "authors" can make changes. This slows everything down, makes your knowledge base less accurate over time, and stops people from sharing their expertise. Frankly, modern tools are moving away from this idea of punishing you for growing your team.

Beyond ProProfs Knowledge Base pricing: Is your knowledge base really helping?

Here’s the catch with any traditional knowledge base: it just sits there. It’s a library that expects your customers or employees to walk in, find the right book, and flip to the right page. If they can’t find what they need, or they use the wrong search terms, they’ll just give up and open a support ticket anyway.

Real efficiency doesn’t come from just storing information. It comes from having a smart system that can figure out what a user is asking and give them the right answer, right away, wherever they are. While ProProfs is a decent place to park your articles, platforms like eesel AI act as an intelligent layer over all your existing knowledge. It doesn’t just store answers; it serves them up automatically.

The cost of disconnected tools with ProProfs Knowledge Base pricing

When you buy a standalone knowledge base, you’re only buying one part of your support setup. You still have your helpdesk, your internal chat tool, and now, another tool for any AI or automation you want to add. This leads to a few issues:

• Multiple Bills: The ProProfs invoice is just one of many. Your total cost is way higher when you start adding up all the different tools you have to duct tape together.

• Integration Pains: Getting different systems to play nicely with each other can be a fragile, complicated mess. When one tool updates, your whole workflow can fall apart.

• Information Silos: Your customer-facing articles are in ProProfs, your internal notes are in Google Docs or Confluence, and your support conversations are locked in your helpdesk. An AI trying to help can’t see the whole picture, which means it will give incomplete or wrong answers.

A jumbled mess of tools is expensive and a pain to manage. A single, smart layer that connects everything you already use is just simpler and more effective.

A better alternative to standard ProProfs Knowledge Base pricing

Instead of building yet another home for your information, a more modern approach is to use an AI layer that connects to all the places your knowledge already lives. This is where a tool like eesel AI really flips the script.

Connect your knowledge, don’t move it

One of the best things about eesel AI is that it plugs right into the tools you’re already using. There’s no massive migration project or painful process of forcing your team to learn a new text editor. You can connect it to your ProProfs knowledge base, Google Docs, Confluence, past support tickets, and more.

This "unify your knowledge instantly" idea means you can get up and running in minutes, not months. eesel AI automatically learns from your old support conversations to pick up on your brand voice, common customer problems, and what solutions have worked in the past. It turns all the work you’ve already done into a powerful engine for automation.

Go from passive articles to active AI agents

Once everything is connected, eesel AI uses that knowledge to power an autonomous AI Agent that works right inside your helpdesk, whether it’s Zendesk or Freshdesk. So, instead of making customers dig through a static knowledge base, the AI agent can understand their questions and give them instant, accurate answers.

Here’s a quick look at how it works:

This isn’t just about getting rid of tickets. The eesel AI Copilot can also draft replies for your human agents, helping them answer questions faster and with more consistency. It can even handle AI Triage by automatically tagging and routing tickets to the right person. It turns your knowledge base from a quiet library into an active helper in your support workflow.

An alternative pricing model to ProProfs Knowledge Base pricing that scales with you

Best of all, this approach comes with a much more logical pricing model. Instead of charging per author seat, eesel AI plans are based on monthly AI interactions,basically, the number of replies or actions the AI takes.

This means you pay for the results you get, not for how many people are on your team. You can invite your entire company to share their knowledge without watching your bill balloon. With clear plans and no hidden per-resolution fees, your costs are predictable and tied directly to how much work the AI is doing for you. It’s a model built for teamwork and growth, not for holding you back.

Look beyond ProProfs Knowledge Base pricing

ProProfs offers a solid tool for creating and managing a traditional knowledge base. If all you need is a digital library for your articles, it’s a perfectly fine choice. But as we’ve talked about, its per-author pricing can get in the way of collaboration, and a static pile of articles often isn’t enough to keep up with today’s support demands.

The way forward for both customer and employee support is to make your knowledge active with a layer of intelligence. It’s about moving from passive documents to active automation that makes a real difference in efficiency. When you’re looking at the cost of a new tool, think beyond the monthly fee. Consider the total value, the time it’ll save your team, and whether it’s a solution that will grow with you or box you in.

Ready to make your knowledge base do the work?

Instead of just storing information, put it into action. eesel AI plugs into your existing tools and knowledge sources in minutes to automate support, help out your agents, and make your customers happier.

Start a free trial today and see how easy it is to launch your first AI agent.