Running an agency is no small feat. You have clients to manage, projects to track, and team members to keep on the same page. That’s why having a solid system to store your SOPs (Standard Operating Procedures) and playbooks is absolutely essential. The right knowledge base tool keeps everyone aligned and client work consistent.
TL;DR
Looking for the best knowledge base tools for your agency? We’ve rounded up the top 6 that help you store, update, and share client SOPs and playbooks with ease. Whether you want visual guides, templates, or collaboration, there’s something here for every team. Save time, stay organized, and scale your operations smoothly.
1. Notion – The All-in-One Wonder
Why agencies love it: Notion is flexible, beautiful, and super customizable. You can build SOPs with text, checklists, images, and even embed videos. Need a marketing playbook? Product tutorial? Onboarding checklist? Notion does it all.
- Drag-and-drop editor makes it easy to build docs
- Templates galore to jumpstart your structure
- Real-time collaboration and comments
- Permissions to control client and team access
Downside: Can feel overwhelming at first with so many features. You’ll need to spend a bit of time setting it up properly.
2. Slite – Simple, Sleek Documentation
Why it’s awesome: Slite focuses on clean docs with a collaborative vibe. It’s perfect for agencies who want to document processes fast without a huge learning curve. Think Google Docs, but with structure and team knowledge management in mind.
- Real-time editing and commenting
- Handy SOP templates out of the box
- Intuitive navigation and search
- Integrates with Slack for updates
Downside: Limited integrations and features compared to Notion or Confluence. If you’re looking to build complex workflows, it might fall short.
3. Trainual – SOPs with Superpowers
Why teams swear by it: Trainual is made for training and onboarding. It helps you turn your processes into step-by-step, trackable guides. Really great when you need consistency across the client experience or team tasks.
- Create tests and quizzes to check understanding
- Assign SOPs to roles and team members
- Progress tracking so you know who’s done what
- Custom branding for that polished client feel
Downside: More focused on training than general documentation. Can be pricey if you’re a small team or just want a simple repository.
4. Confluence – The Enterprise Favorite
Why big teams go for it: Confluence by Atlassian is a heavyweight. It’s been around a long time, and it’s packed with features for structured content, advanced permissions, and version control. It’s ideal for technical teams and established agencies.
- Powerful search and organization tools
- Works great with Jira and the Atlassian suite
- Customizable page layouts and macros
- Scalable for big teams and multiple clients
Downside: Can feel clunky and a bit corporate. Not the prettiest or most intuitive interface for beginners.
5. ClickUp Docs – Task Meets Knowledge
Why it’s unique: If your agency already uses ClickUp for project management, ClickUp Docs is a no-brainer. You can link SOPs directly to tasks, folders, and goals. It’s perfect when your processes need to connect with daily work.
- Edit and view docs in the same space as your tasks
- Rich formatting and visual embeds (GIFs, videos, tables)
- Team collaboration and permission settings
- Great for aligning workflows and procedures
Downside: If you don’t use ClickUp already, Docs might not be as valuable. Docs on its own lacks some features compared to dedicated wiki tools.
6. Scribe – The SOP Automation Master
Why it’s magic: Scribe cuts the SOP creation process down to minutes. Just record yourself doing a task, and it automatically creates a visual step-by-step guide with screenshots and instructions. Yes, it’s as cool as it sounds!
- Create SOPs instantly by recording your screen
- Perfect for repetitive client tasks and tutorials
- Easy to edit and share with your team or clients
- Browser extension means minimal setup
Downside: Great for capturing *how* to do something, but lacks depth for strategy docs or large playbooks.
How to Choose the Right Tool?
Here are a few quick questions to help guide your decision:
- Do you want SOPs connected to project workflows? Try ClickUp.
- Need to onboard and train fast? Go for Trainual.
- Love visuals and flexibility? Notion or Scribe could shine.
- Want simple docs with a gorgeous UI? Slite is your friend.
- Handling complex setups or enterprise clients? Confluence can cover it all.
Final Thoughts
Storing your client SOPs and playbooks in a solid knowledge base tool is a total game-changer. It helps your team stay organized, onboard faster, and deliver consistently. Whether you’re a small boutique agency or a large marketing firm, there’s a tool on this list that can supercharge your processes.
Our tip? Don’t overthink it. Try one or two tools with your team before going all in. Most of them offer free plans or trials, so you can get a feel for what fits best.
Document once. Use forever. And scale like a pro.