Document & Capture SOPs
Document
processes & SOPs
Create great looking documentation without breaking a sweat
- 4.8/5 on G2
- SOC 2 certified
Give your team answers today
Whale turns your workflows into polished documentation automatically. Just complete a process once while Whale captures screenshots, structures every step, and generates professional SOPs, guides, and training without spending hours writing documentation.
Start for FreeSupport every learning style
Whale creates documentation everyone can learn from. Combine video, screenshots, annotations, timestamps, and step-by-step instructions in one guide so every employee can learn the way that works best for them.
Start for FreeCentralize and standardize across teams
Whale brings all your team knowledge into one centralized platform. Standardize processes, keep documentation up to date, and give every team a single source of truth they can actually trust.
Start for Free
The leading standard operating procedure software
If you’re looking for a tool where you could step record, screen record, automate onboarding with processes, train your teams with quizzes….and more, then you need Whale!
Document processes faster. Support your team better.
Save time and rely on a wide range of AI-powered tools to capture your every process into great-looking documentation that’s easy to follow.
- Turn any workflow into a polished video guide automatically, complete with screenshots and clear step-by-step instructions
- Easily annotate images and trim videos without relying on complex third party tools.
- Create, improve, and update SOPs simply by chatting with AI. Rewrite instructions, fill knowledge gaps, and turn rough process notes into clear, professional documentation in seconds.
- Sensitive information is automatically detected and redacted while documenting processes, so you can safely share guides without worrying about exposing private data.
- Approval flows and expert reviews keep every process accurate, approved, and up to date so your team always works from trusted information.
Features that get this done
Step Recorder
Record once. Get a finished SOP.
Step Recorder captures every click as you work. You get a video of the process, annotated screenshots, and a written step-by-step guide. Teams document 84% faster with Step Recorder.
Learn about Step RecorderVideo Screen Recorder
Hours of writing. Minutes of recording.
Record your screen and narrate as you go. Alice, Whale’s AI assistant, turns it into a written step-by-step guide straight away. Time spent equals time to do the process.
Learn about Screen RecorderAI Writing Assistant
Draft a full SOP in seconds, not an afternoon
Give Alice, Whale’s AI assistant, a short prompt. Get back a structured SOP draft, ready to review, refine, and publish.
Learn about Writing AssistantPDF and Word Import
Turn years of PDFs and Word docs into structured SOPs
Upload your existing Word files, PDFs, and PowerPoints. Alice, Whale’s AI assistant, parses each document and returns a structured SOP with headings, sections, and steps intact.
Learn about Docs ImportVideo to SOP
Turn any video into a written SOP
Upload any video. Alice, Whale’s AI assistant, pulls the spoken steps into a numbered, written SOP. The video stays embedded, so your team can read or watch.
Learn about Video to SOPSOP Process Templates
Start every SOP from a structure that works
Pick a template for onboarding, client handoffs, safety, or any repeatable process. Whale fills in the sections, prompts, and worked examples so you are drafting, not staring at a blank page.
Learn about Process Templates
In their own words
Loved for its overall simplicity and support
“Exceptional Tool for Business Knowledge”
Whale is excellent to document and organize business knowledge. Their AI makes it even easier!
Lyndon S.Small-Business (0-50 emp.) “Whale Keeps Work Organized and Teams Confident”
Whale unifies documentation, training, and reviews in one ecosystem.
Verified User in AccountingMid-Market (51-1000 emp.) “Screen Recorder Transformed Our Productivity”
All features are excellent, but the Screen Recorder has boosted productivity for our company.
Andres A.Enterprise (> 1000 emp.) “User-Friendly Platform with Great Features”
Whale is very user-friendly. "Alice" has been a game changer, makes finding information effortless.
Martha Y.Mid-Market (51-1000 emp.) “Intuitive, fresh and easy!”
Whale's clean layout makes building and navigating SOPs a breeze.
Harley B.Small-Business (0-50 emp.) “Productivity Unleashed!”
Managing and write SOP versions, assign them, track progress through a dashboard, and automate revision tracking.
Verified User in FarmingMid-Market (51-1000 emp.) “My company utilizes Whale for our SOP’s and FAQ’s.”
Everything is very easy to locate and the search bar is my favorite feature. When I need a quick answer I turn to Whale to find what I am looking for.
Georgia R.Mid-Market (51-1000 emp.) “Whale Streamlined Our Processes and Boosted Team Onboarding”
Whale transformed how we manage internal processes. Documenting SOPs is fast and we can build and share training materials in minutes, making onboarding significantly more efficient.
Fábio B.Enterprise (> 1000 emp.) “Whale Keeps Department Training Organized with Boards, Libraries, and Playbooks”
Boards, Libraries, and Playbooks keep training organized by department, so you can generate videos, SOPs, quizzes, and more for each topic.
Ketan T.Mid-Market (51-1000 emp.) “Streamlines Documentation with Ease”
I use Whale for company handbooks, regulations, how-to's, and manuals, all on one platform. The step-by-step screen recorder auto-captures screenshots and saves me about an hour per guide.
Anouk V.Mid-Market (51-1000 emp.) “Effortlessly Streamlines Team Training with Solid Support”
Whale supports training my merchandising teams with AI and video features that break down training step by step. Creating training flows is easy, and quizzes ensure the material lands.
Shelley F.Mid-Market (51-1000 emp.) “Effortless SOP Management with Stellar AI Search”
Whale centralizes all our SOPs with standard formatting and makes them easy to find, especially with the fast AI search across thousands of documents.
Jitender T.Small-Business (50 or fewer emp.)
Integrations
Whale works where you do.
Don’t change your workflow. Whale integrates with the tools your team already uses, providing answers exactly when they’re needed.
See our Integrations
Frequently asked questions
Book a Demo01How to use Whale for SOP and process documentation?
Use the Step Recorder to capture a process as you do it once, and Whale turns your clicks into a step-by-step SOP. Alice, Whale’s AI assistant, tidies up the draft, and the Rich Editor lets you add video, images and GIFs. Give every SOP an owner, an approval status and a review date so your documentation stays accurate over time.
02How do we move our existing SOPs from Notion or Google Docs into Whale?
Whale’s import tool pulls in PDFs, Word files, and pages from Notion, Google Docs, or Confluence without you rewriting anything. Alice, Whale’s AI assistant, can restructure messy legacy content into clean SOPs in seconds. Onboarding managers on Scale and above run the migration with you at no extra cost.
03How do we stop our SOPs from going stale like our old Notion graveyard?
Every SOP gets a review owner and a review cycle, so the right person gets a reminder before content goes out of date. Version history tracks what changed, and analytics surface which SOPs have not been opened in months so you know what to retire.
04How accurate is Alice when it answers questions from our SOPs?
Alice draws answers directly from your published SOPs and cites the source card every time, so your team can verify in one click. If a question is not documented yet, Alice says so instead of guessing.
05What if most of our processes only live in someone's head?
Step Recorder turns a five-minute screen recording into a structured SOP draft. Run through the process once, talk through it the way you would for a new hire, and Alice writes the first version. The senior person’s time stops being the bottleneck for the rest of the team.
06How do you make sure the team actually uses Whale instead of asking the same questions in Slack?
CoPilot surfaces the right SOP inside the tools your team already uses (Gmail, HubSpot, Salesforce, or any other web tool) so nobody switches tabs. Alice answers ad-hoc questions in Slack and Teams, and mobile plus QR-code access covers deskless or frontline workers. Reviewers regularly tell us this combination is what finally made adoption stick.
07Scribe captures clicks instantly. How is Whale different?
Step Recorder gives you the same one-click capture Scribe offers. Beyond that, Whale adds a structured library so SOPs stay findable, Training flows for quizzes and tracking, CoPilot for in-tool delivery, and Alice for instant answers. Teams that switch from Scribe usually came for the capture and stayed for those layers.
