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How to create a company wiki and document your processes

To create a company wiki, pick one knowledge base tool, agree on a simple page structure, and have the people who do each process write it down step by step. The hard part is keeping pages current, so give every page an owner and a review date. If you draft pages with an AI assistant, the person who runs the process must check every step before it goes live.

By Bill Belcamino · Page updated September 23, 2026 · Our methodologyResearched and fact-checked by the HelpCompare team

Price this for my team See the software it takes

Bottom line up frontby Bill Belcamino, founder of HelpCompare

Editorial assessment

Bottom line up front: Should a small team build its wiki in Notion or Confluence?

Either can work, so let headcount decide: Confluence's free plan has a hard cap at 10 users, while Notion's free plan has no seat cap but gates collaboration behind paid tiers.

Paid, Confluence lists $6.70/mo per user (billed monthly, priced at a 10-user team) against Notion's $10/mo per member billed yearly, which is $67/mo versus $100/mo for 10 people.

A wiki rarely fails because of the tool, but because nobody writes the second page. The fix that works is to mine your chat: whenever someone answers the same question twice, turn the answer into a page and reply with the link from then on, so the wiki grows from real demand and people learn to look there first. Give every page an owner and a review date, and if you draft with an AI assistant (ChatGPT Business and Claude Team list $20/seat/mo with a 2-seat minimum, and AI plans get repriced often), have the process owner check every step.

My read of the verified data on this page, checked against vendor sources on September 23, 2026. Disagree or spot an error? Tell Bill

Heads up: AI assistants change their plans, prices, models and usage limits almost daily. Every AI figure on this page is accurate as of the verified date next to it, the date we checked the vendor’s own pricing page. Confirm current terms on the vendor’s site before you buy.

How to keep team docs and a wiki, step by step

List the processes people ask about most, such as onboarding, month-end close or client handover.
Set up a few spaces by team and one page template: purpose, owner, steps, last reviewed.
Have the person who does each process write it while doing it, with screenshots.
Link the wiki from where people already work, such as chat channels and project boards.
Give every page an owner and a review date, and archive pages nobody owns.

The software this job takes

Which categories a job needs is Editorial assessment; the tools, prices and dates are Verified data.

Prices are each vendor’s published entry plan, recorded from its own pricing page and dated. The example column prices a team of 10: only per-user prices are multiplied; flat and per-account prices are shown as published. Change the team size in the finder.

You need this

Knowledge Base & Wiki Software

A wiki or knowledge base keeps processes and docs where everyone can find them.

Tool	Entry price (as published)	Billing unit	Example: team of 10	Free plan	Verified
Notion	From $10/mo	Per member per month, billed yearly	$100/mo$10 × 10 users (per member per month, billed yearly)	YesNo hard seat cap, but collaboration features gated behind paid tiers	Sep 13, 2026Vendor pricing
Confluence	From $6.70/mo	Per user per month, billed monthly (price at a 10-user team)	$67/mo$6.70 × 10 users (per user per month, billed monthly (price at a 10-user team))	YesHard cap at 10 users	Sep 13, 2026Vendor pricing
Coda	Free; Pro $12/Doc Maker/mo (annual), $15 monthly	Per Doc Maker per month, billed annually ($15 monthly); editors and viewers are unlimited and free	Free; Pro $12/Doc Maker/mo (annual), $15 monthlySee the tool page for the billing unit	YesFree — collaborative docs, tables, formulas and automations, limited AI trial	Sep 23, 2026Vendor pricing

Compare all Knowledge Management pricing →Head to head:Coda vs Notion Coda vs Confluence Notion vs Confluence6 switching guides Build a decision brief for these →

Often added

AI Assistants for Teams

An AI assistant drafts, summarises and researches, and business plans keep your data out of model training.

Tool	Entry price (as published)	Billing unit	Example: team of 10	Free plan	Verified
ChatGPT	Free plan; Business from $20/seat/mo (annual, 2-seat min)	Per seat	$200/mo$20 × 10 seats	YesYes — Free plan for individuals	Sep 19, 2026Vendor pricing
Claude	Free plan; Team from $20/seat/mo (annual, 2-seat min)	Per seat	$200/mo$20 × 10 seats	YesYes — Free plan for individuals	Sep 19, 2026Vendor pricing
Gemini	Included in Google Workspace from $7/user/mo (annual)	Per user	$70/mo$7 × 10 users	YesFree Gemini app for personal Google Accounts; business use via Workspace	Sep 19, 2026Vendor pricing
Microsoft 365 Copilot	Copilot Chat free with Microsoft 365; Copilot Business $21/user/mo add-on (annual; $18 first-year promo through Dec 31, 2026)	Per user	$210/mo$21 × 10 users	YesCopilot Chat included with eligible Microsoft 365 business plans	Sep 23, 2026Vendor pricing

Compare all AI Assistants pricing →Head to head:Claude vs Microsoft 365 Copilot Claude vs Gemini ChatGPT vs Microsoft 365 Copilot ChatGPT vs Gemini ChatGPT vs Claude10 switching guides Build a decision brief for these →

What to look for

Editorial assessment

Search that finds answers Test search with the words your team actually uses. If people cannot find a page, they will ask in chat instead.
Page owners and review dates Look for page owners and review or verification dates, so out-of-date procedures are easy to spot.
Permissions by space HR and finance pages need tighter access than general how-tos. Check you can restrict one space without locking down the whole wiki.
Templates for procedures A standard procedure template keeps pages consistent and quicker to write.
Easy editing The people who know each process must find editing easy, or updates will stall.
AI features and data settings If the tool includes AI features, check whether you can switch them off and how your content is handled. Treat any AI-drafted page as a draft until checked.

Common mistakes to avoid

Importing every old document Dumping old files creates a wiki nobody trusts. Start with the processes people ask about and archive the rest.
One person writing everything A wiki written by one admin goes stale when they get busy. Spread ownership across the people who do the work.
No owner and no review date Out-of-date instructions do more harm than none. Put an owner and a review date on every page.
Publishing AI drafts unchecked A draft can read well and still get your process wrong. Have the process owner check each step.

What to settle before you buy

Which processes do people ask about most often?
Who will own each area of the wiki?
Which pages must be restricted, such as HR or finance?
Where do people already work, so the wiki can be linked from there?
Do you want AI features on, off or limited for this content?
Will the wiki replace a shared drive or intranet, and who moves that content?

Ready to take it to whoever signs off?Turn your shortlist into a one-page decision brief with verified prices, or price the whole job for your team size.

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Frequently asked questions

How do I create a company wiki?

Choose a knowledge base tool, create a few spaces by team, and write the most-asked processes first using one template. Give each page an owner and a review date. Link the wiki from your chat and project tools so people land there.

How do I document business processes?

Have the person who does the process write each step while doing it, with screenshots and the reason behind any tricky step. Add who owns it and when it was last checked. Keep it in the team wiki, not in a personal document.

What is the best knowledge base software for a small business?

Pick the one your team will actually search and edit. Compare search, space permissions, review reminders and the per-user price on your headcount. The table above shows the 3 knowledge management tools we track (Notion, Confluence and Coda) with each one's verified entry price and billing unit.

What should I look for in a Notion alternative?

Decide what you need it for first: a wiki, project tracking or both. For a wiki, check search, permissions and page reviews, and if you want one without AI, check whether AI features can be switched off. The table above shows each tool's verified entry price and billing unit.

How we built this page

We start from the job, not the product. The phrasings people search for this job (for example “how to create a company wiki”) come from our research into how small and mid-size teams describe it. Which software categories the job takes is our editorial judgment. Every tool, entry price, billing unit and date comes from HelpCompare’s open dataset, recorded from each vendor’s own pricing page; nothing is estimated, and where a vendor publishes no price we say so. We take no affiliate commissions and publish no scores of our own. See our methodology or download the data from Open Data.

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Cite this page: HelpCompare, “How to create a company wiki and document your processes”, helpcompare.com/start/keep-team-wiki/ (updated 2026-09-23).

Source links on this site are checked every month; last check October 4, 2026. How sources are checked.

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How to create a company wiki and document your processes

Bottom line up front: Should a small team build its wiki in Notion or Confluence?

How to keep team docs and a wiki, step by step

The software this job takes

Knowledge Base & Wiki Software

AI Assistants for Teams

What to look for

Common mistakes to avoid

What to settle before you buy

Frequently asked questions

How do I create a company wiki?

How do I document business processes?

What is the best knowledge base software for a small business?

What should I look for in a Notion alternative?

How we built this page

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Bill Belcamino