In 2025, Standard Operating Procedure (SOP) software has become a fundamental tool for businesses aiming to streamline processes, enhance team collaboration, and ensure compliance.
The right SOP softwares simplify workflows and offer reliable structures to improve organizational efficiency and maintain quality standards across teams
This guide explores the top SOP tools of 2025 to help you choose a platform that aligns with your business needs and drives operational success.
Why is online SOP Software essential?
As companies continue to grow and face increased competition, maintaining consistency and efficiency across teams is crucial. Online SOP software provides a structured way to document and manage business processes, reducing errors and boosting productivity. Whether in healthcare, manufacturing, retail, or finance, adopting a powerful SOP solution helps ensure processes are well-documented, accessible, and easily updated.
With digital transformation at the forefront, 2025 is an ideal time to invest in a top-tier SOP platform that automates manual processes and supports collaborative workflows. From enabling quick onboarding to ensuring compliance with industry standards, SOP software is a vital asset for companies of all sizes.
Key Features to Look for in SOP Tool
So, how do you choose the right SOP tool for your business without taking months to choose?
When evaluating the best standard operating procedure software, look for these essential features to ensure it meets your organization’s needs:
- User-Friendly Interface: Teams are more likely to adopt software that is intuitive and easy to navigate. An approachable interface enhances accessibility and encourages frequent usage.
- Customizable Templates: Standard templates save time, but customizable options allow for tailoring SOPs to fit unique processes and standards.
- Role-Based Access Control: Protect sensitive information by controlling who can view, edit, and manage SOPs within the organization.
- Version Control: Track changes to SOPs over time, ensuring compliance and providing a clear record of updates.
- Collaboration Tools: Collaborative editing, commenting, and sharing features allow team members to contribute to and refine SOPs together.
With UseWhale, companies can streamline SOP management while benefiting from a highly secure, customizable, and easy-to-use platform. Try our free SOP software and see the difference😉
Are there free SOP software tools?
Yes! There are a ton of free SOP tools out there but be careful.
It’s no good writing SOPs and then having no where to put those beautifully created documents. You can use Whale forever free, which will enable you to not only store your newly created SOPs but also will allow them to share them with your team.
Remember the number 1 rule in SOP Software is sharing is caring!
Traditional SOP system doesn't work
If you’ve been in the business game for long, you’ll know that Google Docs is where documentation goes to die (yep, we said it).
Because using a tool that’s made for document creation to manage your docs will never work. (The same goes for outdated paper handbooks and any tool that doesn’t focus on leveraging your content.)
That’s where Standard Operating Procedures software comes in.
By choosing a tool to digitize, centralize and leverage your processes, you can make sure your employees get the right information at the right time, and actually use it.
Best Standard Operating Procedure software for 2025
1. Whale
Whale is the easiest documentation and training tool out there.
Whale allows you to centralize all your processes, SOPs, playbooks, and more — so you can quickly onboard, train, and set your team up for success.
Most business owners and their teams know that it’s important to document and share company processes to train and align their teams, but they don’t do it.
Because it simply takes too much time.
Whale utilizes AI and templates to make SOP and process documentation easy and automated workflows to share them with your team. It is the fastest way 🚀 to get your team aligned.
Whale Pros
G2 and our customers have awarded us with the badges of;
- Best customer support which allows customers to resolve their queries almost immediately meaning faster onboarding
- Best ROI meaning that customers estimated return on investment meets expectations. This is typically depicted in terms on onboarding time.
- The easiest to use means that customers on Whale can get started almost immediately and with features like AI Assist can have processes done in seconds!
Whale Cons
Here’s what some of the reviews on G2 had to say;
- My only feedback would be to make the quizzes more detailed… but I still like their current format, as it is useful as is!
- Nothing inparticular that I dislike about Whale but starting from scratch with all of our SOP’s was sort of overwhelming.
- The suggestions are very manual to install. Once everything is installed, it’s ep-ic, but it can take some time, so don’t wait long to do it. Start while you’re creating your documentation in Whale.
Whale Price
Whale has a free trial and three different pricing tiers to suit every size of organization, whether they’re just starting out or at an enterprise level.
- Free trial for those who want to see if Whale is the right SOP software for their business
- $5 user/month for small teams who want a central knowledge base for their processes
- $10 user/month for growing teams investing in employee onboarding and training.
- Enterprise-tailored pricing for larger teams looking for ultimate control and flexibility
Whale Ratings
4.7 out of 5 on G2
2. Process Street
Process Street is a versatile workflow and process management platform that helps organizations create, optimize, and automate their operational procedures. It allows businesses to document their workflows as checklist-based templates, making it easy to follow, track progress, and collaborate on tasks.
Process Street Pros
- Simple to use and clean UI.
- Availability of pre-made templates covering every imaginable process.
- Processes can be scheduled to execute at a specified time or on a recurring basis.
- Form fields can be added anywhere inside a job description.
Process Street Cons
The process street-free version is limited, and paid plans can get expensive.
Process Street Price
The Startup plan starts at $100/mo
The Pro plan starts at $415/mo
The Enterprize plan starts at $1660/mo
Process Street Ratings
4.6 out of 5 on G2
3. Document360
Document 360 is a knowledge base and documentation management platform tailored for businesses and software developers. It provides tools to create, organize, and publish comprehensive documentation, FAQs, and help guides. Document 360 offers customizable templates and robust search capabilities, making it a valuable resource for companies looking to enhance customer support and self-service options.
Document 360 Pros
- The advanced editorial portal makes it easy to produce and review content.
- The document difference viewer lets you quickly see changes made to a page and the ability to roll back to previous versions.
Document 360 Cons
- The lack of a template library for new content makes it difficult to stick to a specific format and adds time to SOP and document creation.
Document 360 Price
Free plan available
Standard: $149 per project/month, billed annually.
Professional: $299 per project/month, billed annually.
Business: $399 per project/month, billed annually.
Enterprise: $599 per project/month, billed annually.
Document 360 Ratings
4.7 out of 5 on G2
4. Scribe
Scribe is a software solution designed to streamline data integration and migration processes. It enables businesses to connect various applications and data sources, allowing for the efficient transfer of data between them. Scribe makes the most of your screen capture with auto-generated step-by-step guides.
Scribe is often used in scenarios where data needs to be synchronized or moved between different systems, such as CRM platforms, databases, and cloud applications.
Scribe Pros
- Automates documentation
- Text, steps, and images can all be easily customised
- Sharing with a single click
- Simple to integrate into any knowledge base
Scribe Cons
- Possibly expensive for smaller businesses
- Only one pricing option for businesses smaller than enterprise
Scribe Price
The pro plan starts at $23/seat per month for individuals and $12/seat per month for a minimum of 5 team members.
Scribe Ratings
4.8 out of 5 on G2
5. Trainual
Trainual is a knowledge transfer and training platform where growing teams build the playbook for how they do what they do. The platform is designed to streamline and simplify the process of creating and managing training materials and documentation within organizations.
Trainual Pros
- Free trial available
- Role assignments manage both ownership of individual SOPs and training responsibilities
It can easily embed external content, such as PDFs, GIFs, and videos
Trainual Cons
Somewhat limited knowledge test options compared to other training software
Trainual Price
Train: $8/month per user
Scale: $12/month per user
Trainual Ratings
4.7 out of 5 on G2
How to Choose the Right SOP Software for Your Business
Choosing the right software SOP can be challenging. Here are some factors to consider:
- Business Size and Complexity: Large enterprises may need extensive customization options, while smaller teams might prefer simplicity and ease of use.
- Industry Requirements: Certain industries, like healthcare or finance, have stringent compliance standards. Ensure your chosen SOP software can handle these needs.
- Integration Needs: Evaluate whether the SOP software integrates well with your current tech stack (e.g., HR software, CRM, project management tools).
- Scalability: Look for a solution that grows with your business, accommodating more users, processes, and departments over time.
Benefits of SOP tool
The statistics don’t lie. Here’s why SOP software is worth the investment:
Increased clarity. It creates a single source of truth, reducing errors and creating consistency in the business.
- Efficiency. Fortune 500 companies in total lose an average of $12 billion per year due to inefficiency caused by unstructured document management. (Signhouse)
Boost employee engagement: With 51% of employees feeling unengaged at work, it’s more important than ever to make sure your processes are easy and enjoyable to follow.
Never lose knowledge: 42% of role knowledge is lost when an employee jumps ship, meaning new hires have to relearn it all from scratch. Smart SOP software will make it easy for you to get that knowledge out of heads and into your system before your employees move on.
- Continuous improvement: The best SOP software will give you a full view of your processes so you can spot bottlenecks and areas for improvement. And once you’ve updated your SOPs? You can send updates straight to your employees’ computers in one click.
Ready to bring your SOPs into the 21st century? Sign up for a free subscription today!
Having centralized SOPs and processes in your business will solve a range of problems, including chaos, competition and inconsistency. Sharing them with your teams will make you unbeatable.
But what SOP process software options are there?
6 steps to finding the right SOP software, toolbox checklist 🧰
Finding the best Standard Operating Procedures software for your company takes time — but it’s worth it.
Here’s how to pinpoint your ideal tool in six simple steps:
- Know your needs: First off, you need to know what your requirements are, so you can match them to the perfect tool. Don’t be shy with this one — the more requirements you have, the more likely you are to find a tool that works well for your company long-term. So, grab a pen and start jotting down your needs.
- Conduct in-depth market research: Next, check the market to find out which tools are currently on offer. Remember, new options come on the market all the time — but that doesn’t mean they’re good options. Use your requirements list to make sure they’re a good match for you and check product reviews to see what other users think.
- Narrow down your options: Compare each tools’ features to your set of requirements and narrow it down to 3-5 potential options that are the best fit.
- Ask the best vendors to present: Once you have your top 3-5 options, contact their sales teams for a product demo. This is your opportunity to find out exactly how they will respond to your needs. Make sure to ask questions that will highlight any gaps. If possible, ask some of your colleagues to take part in demos too to help evaluate the tools against your requirements.
- Follow-up with extra questions: After the initial demos, if you need to, check in with vendors to ask for extra detail. They’re there to sell the tool, so no question is too small at this stage.
- Get into the granular: If your best option still isn’t clear, go back to your original requirements and work out the top 5-10 features you can’t live without. Match these against your options and let the best tool win.
Bottom line? Great SOP Tools = Great business
There’s a lot of choices out there for companies looking to invest in Standard Operating Procedures software — but there’s only one right choice for you.
From how the software interacts with your existing tech stack, to your employees’ user experience, the features you need from your SOP software will be unique to your business. Take the time to figure out what those requirements are and how the tool matches your needs and you’ll be sure to find quality SOP software that works for you long-term.
When your productivity shoots up and your processes start running like clockwork, you’ll see that it was well worth the effort.
Looking for an all-in-one SOP tool that hits every note? And want to scale your business with killer SOPs employees actually love?
Download our complimentary Ultimate Guide to SOP and Process Documentation
FAQs about SOP software
What are important SOP software features?
The best SOP software makes SOP creation process easy and sharing even easier. Make sure that the SOP Software tool that you choose, comes with these features;
✔️ Ready to use templates: So you don’t have to spend hours creating documents.
✔️ AI: So you can adapt your SOPs and processes in seconds!
✔️ A free trial: So you can test before you buy!
What does an SOP tool do?
An SOP tool like Whale helps your team create, manage, and streamline your Standard Operating Procedures effortlessly. It centralizes all your SOPs in one easy-to-use platform, making it simple to document, update, and automate processes. With Whale, you ensure consistency, boost compliance, and reduce errors — all while saving time and improving efficiency across your business.
What Should I Look For in a Sop Software?
Now you know what not to use, let’s dive into the top features of quality SOP software.
From the UX to their integration abilities, there are a few key features that every Standard Operating Procedures software needs to offer:
- Look for an all-in-one tool that offers everything from in-tool messaging to simple SOP editing options.
- Make sure your tool has full integration features and an open API so it can connect with the apps your employees already know and love.
- Focus on finding a tool that offers a quality user experience including a visual interface, simple features, and the ability to connect with colleagues at the click of a button.
Does Excel have an SOP template?
Yes, Excel offers basic SOP templates that you can download online. These templates usually include sections like objectives, step-by-step procedures, roles, and resources. However, for more advanced features, you might consider using specialized SOP software like Whale, which provides customizable templates, easy updates, and a centralized platform for managing and automating your SOPs.
What Standard Operating Procedure software should I avoid?
First thing’s first, before you dive into your own wants and needs, you need to know the types of software to avoid.
The list is simple, but the impact of knowing what not to use is HUGE.
- Paper SOPs: These days this one’s obvious, but we’re going to make it official: paper documentation is no longer an option. Your employees won’t use it, your processes will get lost, and you’ll end up with a whole lot of dusty handbooks with no one to love them. 💔
- One-use tools: What’s more useless than having no tools to manage your SOPs? Having too many. Your employees’ time is precious, so asking them to log in and out of multiple tools that only do one task isn’t an option.
- Boring interfaces: Employee experience is everything — and that means boring text-heavy tools should be left at the door.
Key Terms & Further Reading on SOP Software
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