Confluence vs. GitBook: Which Documentation Tool Is Right for Your Team?
Compare Confluence vs GitBook for documentation.
TABLE OF CONTENTS
Teams today depend on documentation tools to organize knowledge, share information, and support collaboration across functions. Turning good documentation into a competitive advantage requires the right platform - one that fits your team’s workflow, technical needs, and scale.
Two of the most talked-about tools for managing documentation are Confluence and GitBook. Both help teams write, structure, and share content, but they take very different approaches and are tailored to different audiences.
In this article, we’ll break down their features, strengths, limitations, and ideal use cases to help you decide which one is the better fit for your team.
What is Confluence?
Confluence is a tool teams use to store, write, and share knowledge in one place. Think of it as a shared workspace where everyone in a company can find the information they need.
Teams use Confluence to write things like project plans, meeting notes, how-to guides, product requirements, and internal documentation. Instead of information being scattered across emails, chat messages, and folders, everything lives in one organized system.
Confluence is used by many types of teams. Product teams use it to plan features. Engineers use it to document systems. Marketing teams use it for campaigns. HR teams use it for policies and onboarding. Everyone works in the same space, even if they do different jobs.
Confluence is not just a writing tool. It is built to help teams work together, manage access, and keep information correct as it changes over time. It started as a tool for technical documentation, but over the years, it has grown into a full collaboration platform that works for large organizations with many teams.
Key Features of Confluence
1. AI-Powered Content Creation
Confluence now includes Atlassian’s AI tool called Rovo. This feature helps users start writing faster and improve what they write.
If you are staring at a blank page, Rovo can draft content for you. It can rewrite text to sound clearer, fix grammar mistakes, and adjust tone. You can turn rough ideas into structured pages without starting from scratch.
Rovo also improves search. Instead of digging through many pages, users can ask questions and get answers pulled from Confluence, Jira, Slack, and other connected tools. This saves time and helps people find the right information quickly.
2. Rich Content Editor
Confluence comes with a powerful editor that is easy to use. You can write text, add tables, upload images, and attach files without technical skills.
It also includes special building blocks called macros. These let you add advanced content such as tables of contents, page trees, change logs, or reports. You can even create simple databases using page properties. This helps teams organize large amounts of information in a clean way.
3. Ready-to-Use Templates
Starting a document from scratch can slow teams down. Confluence solves this by offering ready-made templates.
There are templates for meeting notes, project plans, product requirements, and reports. These templates give structure from the start, so teams know what to write and where.
If the built-in templates don’t fit your needs, you can create your own. Teams can build custom templates with macros to support more complex workflows and repeat them across projects.
4. Granular Permissions
Confluence gives strong control over who can see or edit content.
There are three main permission levels. Global permissions control who can access the site. Space permissions control who can access a specific space. Page restrictions control individual pages.
Admins can assign permissions to users or groups. This is useful for large teams where not everyone should see everything. Sensitive information stays protected, while shared knowledge stays open to the right people.
5. Version History and Change Tracking
Every change made in Confluence is tracked.
You can see who edited a page, what changed, and when it happened. If something goes wrong, you can compare versions or roll back to an older one.
This helps teams keep documentation accurate, even when many people are editing the same content over time.
6. Deep Jira Integration
Confluence works closely with Jira and Bitbucket, which makes it popular with Agile teams.
Teams can link documentation directly to Jira issues, embed roadmaps, and show project status inside documentation pages. This continues to plan, execute, and documentation connected in one workflow.
Strengths of Confluence
- Built for Large Teams: Confluence works well for mid-sized and large teams. Multiple users can edit pages at the same time. Comments, mentions, and notifications keep everyone aligned without relying on emails.
- Central Knowledge Hub: Confluence acts as a single place for company knowledge. Teams know where to find documents, plans, and updates. Search filters, labels, and page structure make information easy to find as content grows.
- Strong Integrations: Confluence connects with hundreds of tools through the Atlassian Marketplace. Integrations with Jira, Slack, Trello, and Google Drive help teams bring work into one place and reduce manual effort.
- Customizable Workflows: Teams can customize Confluence using templates, macros, layouts, and apps. This allows automation, reporting, and workflow extensions, though it adds some setup complexity.
- Enterprise-Level Security: Confluence includes audit logs, encrypted data, and admin controls for apps and permissions. These features support compliance and protect sensitive company information.
Limitations of Confluence
- Steep Learning Curve: Confluence has many features, which can overwhelm new users. Teams often need onboarding and training before working efficiently.
- Limited Markdown Support: Confluence does not fully support Markdown. This can be frustrating for developers who prefer Markdown-based workflows.
- Performance at Scale: Large workspaces may experience slow page loads or occasional crashes, which can interrupt work.
- Complex Version Control: When many users edit the same page, version tracking can become confusing without clear ownership.
- High Cost for Large Teams: Pricing increases as teams grow. Even with lower per-user rates at scale, overall cost can be high.
- Paid Apps Required for Advanced Features: Many advanced capabilities require third-party apps, adding extra cost and ongoing maintenance.
Confluence Pricing
Confluence pricing depends on team size and deployment type.
- Free: Up to 10 users. Unlimited pages and spaces, but basic features only. Best for minimal teams.
- Standard: $7.91 per user/month (billed yearly). Core features for small to mid-sized teams.
- Premium: $14.54 per user/month (billed yearly). Adds automation, advanced permissions, and more storage.
- Enterprise: Custom pricing. Unlimited storage, dedicated support, and enterprise-level security.
Confluence also offers self-hosted options (Server or Data Center) with one-time licensing and optional annual maintenance.
What is GitBook?
GitBook is a tool made for writing and sharing technical documentation. Teams use it to create API docs, developer guides, SDK instructions, and internal engineering notes. It is also often used to publish public documentation that users or developers can read online.
GitBook is built mainly for developers. It works best when your documentation needs to change along with your code. Instead of treating docs as separate files, GitBook connects them directly to your codebase. This helps teams keep documentation up to date and avoid outdated or broken instructions.
At its core, GitBook is designed around Markdown and Git. If your team already uses GitHub or GitLab, GitBook fits naturally into your workflow. Every change you make to documentation is tracked, reviewed, and stored just like code changes. This makes it easier to see who changed what, when it changed, and why it changed.
Key Features of GitBook
1. Markdown Support with an Easy Visual Editor
GitBook supports full Markdown, which developers already know and trust. You can write headings, lists, tables, and code blocks quickly using simple syntax. This makes writing technical content fast and consistent.
At the same time, GitBook also offers a visual editor. This editor has buttons for formatting text, adding images, embedding videos, and organizing content. Non-technical team members can use this editor without learning Markdown. This makes GitBook useful for teams where writers, product managers, and engineers all contribute to the same documentation.
2. Built-In Git Integration
GitBook’s strongest feature is its deep connection with Git. It connects directly to GitHub and GitLab repositories. This allows documentation to live next to the code it describes.
When someone updates documentation in GitBook, the change becomes a Git commit. Teams can review these changes just like code reviews. You can also link documentation to specific branches, pull requests, or commits. This helps ensure docs always match the correct version of the product.
3. CI/CD and Automatic Documentation Updates
GitBook works well with CI/CD pipelines. When developers push code changes, documentation can update automatically. This reduces manual work and helps prevent outdated docs.
Because Git handles version control, every change has a clear history. Teams can go back to older versions, compare updates, and restore previous content if needed. This is useful when documenting fast-moving products.
4. Collaboration with Change Requests
Multiple people can work on the same documentation at the same time. GitBook syncs changes automatically and avoids overwriting work.
Users can create change requests, review edits, and approve updates before publishing. Teams can also create snapshots of documentation at important points and roll back if something goes wrong. This makes collaboration structured and controlled, even for large teams.
5. Export and Publishing Options
GitBook allows documentation to be exported in several formats. Teams can generate PDF, EPUB, or MOBI files for offline use or sharing.
Documentation can be published publicly or kept private. Public docs can use custom domains and branding, while private docs stay limited to internal users. This makes GitBook useful for both internal engineering teams and external developer portals.
Strengths of GitBook
- Built for Developers: GitBook is designed around Git and Markdown. Documentation follows the same workflow as code, making it easier to maintain and version.
- Clean, Simple Interface: The interface is modern and uncluttered. Writers can focus on content, and readers can find information quickly.
- Quick Setup: GitBook has a focused feature set. Teams can start writing and publishing docs fast, with little setup or training.
- Strong Version Control: Every change is tracked. Teams can compare versions, roll back edits, and maintain accurate documentation over time.
- Ideal for Technical Docs: GitBook works well for API docs and developer guides, with code-friendly formatting, custom domains, and branding support.
Limitations of GitBook
- Limited Design Customization: Layout control is restricted to predefined themes. Custom CSS, HTML, or JavaScript is not supported.
- Branding cannot be removed: Published docs include “Powered by GitBook,” even on paid plans.
- Smaller Integration Ecosystem: Integrations focus mainly on developer tools. It connects to fewer third-party apps than platforms like Confluence.
- No Advanced Content Logic: GitBook lacks features like conditional content, variables, or dynamic sections, which limit complex documentation needs.
- Collaboration and Performance Issues: Users report sync issues and occasional performance problems. GitBook works better as a documentation repository than as a live collaboration tool.
- Cloud-Only Platform: GitBook is SaaS-only. There is no self-hosted option for teams with strict infrastructure requirements.
- Complex Pricing: Pricing combines site-based and user-based plans. Costs can rise quickly as teams grow, and billing can be confusing.
- Limited Real-Time Collaboration: Team collaboration exists, but is not as deep or interactive as tools like Confluence.
GitBook Pricing
- Free: $0 for 1 user, public docs only, basic customization
- Premium: $65/month + $12/user/month (custom domains, AI features)
- Ultimate: $249/month + $12/user/month (site sections, visitor auth)
- Enterprise: Custom pricing (SAML SSO, dedicated support)
GitBook follows a site-based pricing model, not purely per user. Costs can rise quickly as teams and features scale.
All paid plans include a 14-day free trial, with a 50% discount for non-profits and open-source projects.
BunnyDesk AI: A Modern Alternative for Documentation
BunnyDesk AI is a newer documentation platform built for teams that want fast, simple, and AI-assisted documentation without the complexity of traditional tools.
While Confluence focuses on enterprise collaboration and GitBook focuses on developer workflows, BunnyDesk AI sits in the middle. It is designed for teams that need clear documentation, easy collaboration, and minimal setup, all powered by AI to reduce manual work.
BunnyDesk AI helps teams write, organize, and maintain documentation without spending hours on structure, formatting, or version cleanup. Instead of starting from blank pages or rigid templates, teams can use AI to generate drafts, improve clarity, and keep content consistent as it evolves.
Why Teams Choose BunnyDesk AI
- AI-First Documentation
BunnyDesk AI helps generate, rewrite, and improve documentation automatically. This is useful for teams that struggle to keep docs updated or well-written.
- Simple Editing Experience
The editor is clean and easy to use, making it accessible to both technical and non-technical users. Teams can focus on content instead of configuration.
- Faster Setup
BunnyDesk AI avoids heavy configuration, macros, and app dependencies. Teams can start documenting quickly without onboarding overhead.
- Less Rigid
Unlike GitBook, BunnyDesk AI does not require Git-based workflows. This makes it easier for mixed teams that include writers, support staff, and product managers.
- Built for Growing Teams
BunnyDesk AI works well for startups, SaaS teams, and growing companies that want structured documentation without enterprise complexity or developer-only constraints.
When BunnyDesk AI Is a Better Fit
Choose BunnyDesk AI if:
- You want AI-assisted documentation instead of manual writing
- Your team includes both technical and non-technical contributors
- You need documentation that’s easy to maintain and quick to update
- Confluence feels too complex, and GitBook feels too developer-focused
BunnyDesk AI fills the gap between heavyweight enterprise tools and developer-only documentation platforms, offering a balanced, modern approach to team documentation.
Confluence vs. GitBook vs. BunnyDesk AI
Capability | Confluence | GitBook | BunnyDesk AI |
Built for company-wide documentation | Yes | No | Yes |
Suitable for developer & API docs | Yes | Yes | Yes |
Easy for non-technical users | Yes | No | Yes |
Markdown-first workflow | No | Yes | No |
GitHub / GitLab native integration | No | Yes | No |
AI-assisted writing & rewriting | Yes | No | Yes |
Real-time collaboration | Yes | Limited | Yes |
Strong version history | Yes | Yes | Yes |
Simple setup with low learning curve | No | No | Yes |
Heavy customization via apps | Yes | No | No |
Requires Git knowledge | No | Yes | No |
Works well for startups & SMBs | No | Limited | Yes |
Works well for large enterprises | Yes | Limited | No |
Public documentation support | Yes | Yes | Yes |
Self-hosted option available | Yes | No | No |
Complex pricing model | Yes | Yes | No |
Conclusion
Confluence, GitBook, and BunnyDesk AI each serve different documentation needs.
GitBook fits teams that want Git-based, developer-first documentation. Confluence works best for large organizations that need deep collaboration and Atlassian integrations.
For teams that want simple, fast, and AI-assisted documentation, BunnyDesk AI is the better choice. It removes complexity, supports both technical and non-technical users, and makes documentation easier to create and maintain.
If ease of use and speed matter more than heavy configuration, BunnyDesk AI stands out as the most practical option.
Frequently Asked Questions
- Which tool can replace Confluence for documentation?
Teams that find Confluence too complex often look for simpler documentation platforms. Tools like GitBook and BunnyDesk AI are commonly chosen when teams want faster setup, easier writing, or less enterprise overhead.
- Is GitBook still actively used for documentation?
Yes. GitBook is actively used, especially by developer teams creating API documentation and technical guides that need Git and Markdown-based workflows.
- Does GitBook provide good value for teams?
GitBook can be a good option for engineering teams that rely on GitHub or GitLab. However, its site-based pricing and limited customization may not suit every team as they scale.
- What tool is similar to Confluence for knowledge management?
Platforms like BunnyDesk AI offer a similar purpose—centralized documentation and knowledge sharing—while focusing more on simplicity and AI-assisted writing rather than heavy configuration.
- Which documentation tool is easier than Confluence?
BunnyDesk AI and GitBook are generally easier to use than Confluence. BunnyDesk AI is especially beginner-friendly for non-technical users.
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