Why I Switched to Bookstack for Client Documentation (and Never Looked Back)

Why I Switched to Bookstack for Client Documentation (and Never Looked Back)

You know that feeling when you think you’ve finally nailed a system… and then it turns into a monster that eats your time? Yeah, that was me with client documentation.

Over the years, I’ve tried a few ways to keep track of all the important details for my web design clients. Keeping track of things like login info, DNS settings, hosting notes, plugin lists, and all that other stuff that can make your brain melt if you don’t write it down.

I started with WordPress (of course), and then I gave Microsoft SharePoint a shot. Both had their moments, but they were never quite right. Eventually, I landed on something called Bookstack, and honestly… I should’ve done this years ago.

Let me tell you why.

The WordPress Phase: Over-Engineering My Own System

So, at first, I figured, “Hey, I already build websites in WordPress so why not make my documentation system there too?”

I built a private WordPress website of my own with custom post types and Advanced Custom Fields (ACF). Each client got their own page, with fields for everything – URLs, credentials, hosting info, you name it.

And you know what? It actually worked for a while. It looked nice, it was searchable, and it fit right into my workflow. But then… the cracks started showing.

Plugins needed constant updates. Security was a constant worry. Every time WordPress pushed a major update, I’d have to test my custom setup again. Oh, and if I wanted to tweak the layout or add something new, that meant fiddling with PHP or the database.

I remember thinking one day, “This is ridiculous. I’m building and maintaining an entire CMS just to hold my notes.”

The SharePoint Experiment: Enterprise Overkill

Now, I normally wouldn’t even have considered SharePoint as a documentation option for a one-man WordPress agency if it hadn’t been for the fact that I already paid for it. I use Microsoft 365 Business for my email service and SharePoint just comes with it, so I figured, “why not use it?”

So, I moved everything over to SharePoint. On paper, it sounded perfect. SharePoint has version control, permissions, document libraries, all the bells and whistles.

But once I got into it, I realized I’d basically traded one set of problems for another. SharePoint is powerful, sure, but it’s also… a lot. Just getting something organized the way I wanted felt like setting up an entire IT department.

Permissions were clunky, syncing files was awkward, and the web interface just wasn’t made for quick, day-to-day note taking. It felt like I was using a forklift to move a loaf of bread.

So, yeah — time for a new plan.

Discovering Bookstack

You won’t believe this, but I stumbled across Bookstack completely by accident while perusing Reddit. I was browsing around for open-source wiki tools one night (because apparently that’s what I do for fun now), and I saw people raving about how clean and easy it was.

So I installed it. Five minutes later, I had a working instance. Ten minutes after that, I was already documenting my first client.

No joke — it just clicked.

The interface is simple: Books → Chapters → Pages. You can think of it like this:

• Each Book is a client.
• Each Chapter is a project or area (like “Website Info” or “Hosting Details”).
• Each Page is where the actual notes go.

That’s it. No fluff. No plugins. No corporate labyrinth. Just clean, organized information that’s easy to find.

Why Bookstack Works So Well (for Me Anyway)

Here’s what I think makes it stand out:

1. It’s stupid simple to organize.

I can find what I need in seconds. Want to see DNS settings for a client? Simple: go to their book, click “Hosting,” and it’s right there.

2. Search that actually works.

It’s full-text search. Type what you remember, even a random plugin name, and it finds it. No setup, no index rebuilding, it just works.

3. Markdown editing.

This was a big one for me. I can write fast, format cleanly, and it looks great. If you’ve ever tried to wrangle SharePoint’s text editor, you’ll appreciate this.

4. Permissions are flexible.

If I ever want to give someone access (like a contractor or client), I can. And I can keep internal notes private.

5. Backups and control.

I run Bookstack on my own Linux Mint desktop using Docker, so it fits right into my existing backup routine. I’ve got cron jobs that zip everything up, sync to Dropbox, and that’s that. No monthly fees. No surprise “Your plan has changed” emails.

Can you imagine how much simpler that is compared to managing WordPress plugins or SharePoint permissions? Night and day.

How I Set Up My Client Docs

Here’s the basic structure I use now:

• Book: Client Name
• Chapters:
  • Client Info
  • Special Projects
  • Maintenance Notes
• Pages: Individual guides, plugin lists, or step-by-step notes. I also have pages for any major meetings or discussions I have with my clients. Since everything is date-stamped, it helps keep everything in one place.

It’s neat, organized, and easy to update. If I change a client’s hosting provider, I just edit that one page and I’m done. There’s no hunting around in spreadsheets or shared folders.

I also tag pages for quick grouping. Like, every site that uses Cloudflare gets a “cloudflare” tag. Then, one click and I can see them all. Handy when troubleshooting.

The Real Benefit: Less Noise, More Focus

Compared to my old setups, Bookstack feels like a deep breath. It’s just quiet – no distractions, no extra widgets, no waiting for an update to finish before I can jot something down.

I spend less time maintaining the system and more time doing actual work. And since it’s open source, I’m not locked into anyone’s ecosystem. If I want to migrate or customize, I can.

Honestly, I can’t think of a single other tool that’s given me this kind of balance between simplicity and power.

If You’re Thinking About Trying It…

Here’s the deal: if you’re currently using a patchwork of notes, spreadsheets, and emails to keep track of client stuff, Bookstack might just blow your mind.

It’s free, it runs anywhere (even on a Raspberry Pi), and once you start using it, you’ll wonder how you ever lived without it.

Give it an evening. Set up one client and play around. You’ll see what I mean.

Final Thoughts

So yeah, after years of over-engineering, I finally found the perfect middle ground. Bookstack is simple, clean, and built for exactly this kind of work.

I use it every single day now, and honestly, it’s made managing my clients so much easier.

If you’re into self-hosted tools or just like the idea of taking back control of your data, give it a shot.

What do you think? Does this sound like something that’d fit your workflow too?