Last Updated on November 28, 2025 by Owen McGab Enaohwo
You’re on the verge of losing your biggest client account over a minor error in a pilot project. Everyone is walking on eggshells. Whoever dropped the ball will be held accountable.
Internal investigations reveal that the team used an outdated standard operating procedure (SOP) document for the project rather than the latest version. There were no clear indicators to differentiate the versions in your system.
Document version issues are inevitable in the absence of an effective standard operating procedure (SOP) software. You can either let it linger or stop it by implementing the right SOP software. Check out the top options on the market below and learn how to make an informed choice.
SweetProcess enables you to create and manage multiple versions of an SOP, tracking the changes made, including the date and author. You can also retrieve each version by entering its title in the search bar. Sign up for a 14-day free trial with no credit card required.
Table of Contents
9 Best SOP Software and Tools for Your Business Needs
Key Features To Consider Before Choosing an SOP Software for Your Business
How To Choose the Best SOP Software for Your Business
Which SOP Software Is the Best for Your Business?
9 Best SOP Software and Tools for Your Business Needs
Despite the rise of digital technology use in the workplace, 47 percent of workers struggle to find the information they need to perform their tasks effectively. This is counterproductive since employees perform their best when equipped with the right tools. As an organization, it’s your responsibility to provide these tools, as this helps achieve business goals.
Here are the nine best SOP software options to help your employees reach their full potential:
1. SweetProcess
Overview of SweetProcess
SweetProcess is a standard operating procedure software that offers numerous customizable templates for documenting procedures in both text and multimedia formats, along with an AI feature that automatically creates procedures. It also provides a centralized knowledge base for storing these procedures, making them accessible to authorized team members remotely as they are stored in the cloud.
Features of SweetProcess
Document Your Company’s Standard Operating Procedures Manually and Automatically
Documenting effective SOPs is a key feature of SweetProcess, based on the idea that employee performance depends on the procedures they follow. Instead of designing SOPs from scratch, SweetProcess simplifies the process by providing templates you can fill out. Manually creating applicable procedures requires expertise and time, which may be limited even with an SOP template. You can expedite the process by generating your procedures automatically with SweetAI.
Here’s how to create SOPs manually with SweetProcess:
Click “Procedures” and “Create Procedure.”
Enter the procedure title and click “Continue.”
Click the pencil icon beside the title.
Enter the procedure details and click “Finished Editing.”
Here’s how to create detailed SOPs automatically with SweetProces:
Click “Procedures” and “Create Procedure.”
Enter the procedure title and click “Write with SweetAI.”
Collaborate With Team Members on Your Company’s SOPs
SweetProcess offers various options for team collaboration, including task assignment. Authorized team members can create a task, assign it to others, or simply share it with them for information purposes. All parties involved in a task can contribute simultaneously, view real-time performance, and receive notifications about progress.
Here’s how to assign tasks to team members:
Navigate to the document and click “Actions.”
Choose your desired action from the drop-down menu. To assign as a task, click “Assign as Task.”
Click “Assign.”
Click “Teammates assigned their own task” for individual tasks and click “Teammates assigned together” for group tasks.
Select the teammate.
Enter the task name, due date, time, and frequency, and click “Assign Task.”
Manage Document Versioning and Track Changes on SOPs
SweetProcess allows you to use different versions of a document for various purposes. As you update your procedures to meet increasing operational demands, the older version is saved, allowing you to refer to it or keep it for your records. The system records all your changes, including timestamps that indicate when each change was made. This helps differentiate the various versions. You can quickly retrieve each document by entering its title in the search bar without spending much time searching.
Here’s how to view version history and track changes on SOPs:
Open the document and click the clock icon.
All created versions will be displayed. Review and click the version you want to use.
Distribute and Set Access Permissions on Your SOPs
SweetProcess prioritizes security to keep your data protected. Even when you and your team are using the system, it offers additional security measures that allow you to grant access permissions to specific documents to select individuals based on your discretion. This security feature is useful when handling specialized or sensitive information intended for individuals in specific roles or departments.
Here’s how to set access permissions for team members:
Click “Procedures” and click the document title.
Click “Actions.”
Click “Share.”
Start typing the team member’s name in the space bar, and their name will come up if they’re on your team.
Click “Invite new member” to share it with someone who’s not already on your team. Follow the prompt and then click “Share.”
Manage SOPs in a Single Knowledge Base
Besides simplifying the creation of effective SOPs, SweetProcess also lets you organize them in an internal or external centralized knowledge base. This serves as the primary resource for all information related to task execution and policy understanding within your organization. An internal knowledge base is designed for your team, while an external knowledge base is intended for external parties, such as customers. An example of this is in the frequently asked questions (FAQs) section.
Here’s how to create an internal knowledge base:
Click “More” and “Knowledge Bases.”
Click “Create Knowledge Base.”
Enter the title of the knowledge base and click “Continue.”
Click the pencil icon next to the title.
Click the column below “Control Access” and select “Private Knowledge Base, only logged-in team members may view (if they have the necessary permissions).”
Enter the page URL to redirect users when clicking the knowledge base title.
Here’s how to create an external knowledge base:
Click “More” and “Knowledge Bases.”
Click “Create Knowledge Base.”
Enter your knowledge base title and click “Continue.”
Click the pencil icon beside the title.
Click the column below “Control Access” and select “Public Knowledge Base. Any member of the public can view without logging in.”
Enter the page URL to redirect customers who click the knowledge base title.
You can also redirect users to a custom domain by entering the URL.
SweetProcess Pricing and Support
- SweetProcess provides a 14-day free trial with no credit card required, allowing you to access all features during this time.
- You pay $99 per month for up to 20 active team members, with the option of paying an extra $5 per month for each additional member. You can save 16 percent on the cost with an annual subscription.
- Custom pricing is available for smaller teams.
The best way to see if an SOP works for your business is to try it out. Don’t rely on claims about the software’s effectiveness.
2. Scribe
Source: Scribe
Overview of Scribe
Scribe improves process documentation by offering on-screen recording features and providing SOP templates to streamline procedures.
What Are the Standout SOP Features of Scribe?
- Screen recording: Record your screen as you perform tasks, demonstrating each step in action from start to finish. You can use the video as a standalone SOP or embed it alongside other elements in an SOP.
- Image capturing and annotation: Take screenshots of images as you perform tasks and add annotations to highlight key points.
- AI content creation: Automatically create structured SOPs and related documents with AI using expert knowledge. This saves time, especially when producing multiple documents.
- Employee training and onboarding: Use the numerous documentation templates to create and update training materials. Onboard new hires speedily by sharing onboarding SOPs in the system with them.
- Comprehensive documentation: Reduce teammates’ questions about how to perform tasks by using various documentation tools to clarify SOPs. This includes embedding images, videos, and charts where needed.
Scribe Pricing
- Free basic plan with basic features
- $12 per month for the Pro Team plan
- $23 per month for the Pro Personal plan
3. Way We Do
Source: Way We Do
Overview of Way We Do
Way We Do enables the accurate documentation of policies and procedures, helping businesses meet compliance requirements, follow best practices, deliver high-quality services, and empower teams to work more efficiently.
What Are the Standout SOP Features of Way We Do?
- Multimedia documentation: Make your documentation come alive with a mix of visual elements, such as videos and charts. Adding multiple elements boosts usability as teammates are more likely to use them.
- Compliance tracking: Maintain regulatory compliance by monitoring performance activities in the system. It records activities with timestamps, providing evidence of the work’s high quality.
- Flexibility to update procedures: Meet emerging business needs by easily updating outdated sections of your SOPs. Focusing on improvement areas saves more time than recreating the entire document.
- Knowledge testing: Gauge how well your employees understand business procedures with quizzes. This is useful for both new and existing employees as it keeps them up to date.
- AI content writer: Save time by using the AI content creator to create SOPs instead of doing it manually. It generates a complete procedure in just a few minutes, with expert knowledge.
Way We Do Pricing
- $99 per month for the Entry plan
- Custom pricing for the Enterprise plan
4. Waybook
Source: Waybook
Overview of Waybook
Waybook simplifies complex instructions for task completion by structuring them into efficient procedures, facilitating training and onboarding new staff, enabling employees to perform key tasks, and ensuring adherence to regulatory policies.
What Are the Standout SOP Features of Waybook?
- Video embeds: Create engaging SOPs with videos that offer team members alternative learning options. These videos can be used as single SOPs or combined with others.
- Full image support: Add pictures to your SOPs between text for easier reading. You can also use this feature to capture complex ideas visually and help employees better understand how to perform tasks.
- AI document writer: Put the AI document writer to work with the right prompts, and it’ll instantly generate top-tier procedures, policies, and related documents. The automatic content creator helps you save time.
- Team collaboration: Manage collaborative tasks by granting access to authorized team members, assigning tasks, and tracking their input. Facilitate smooth handoffs by notifying teammates about task progress.
- Advanced searchability: Retrieve specific SOPs using the keyword-enabled search function. This saves a lot of time when managing numerous documents in your system.
Waybook Pricing
- $99 per month for the Core plan
- $198 per month for the Pro plan
- Custom pricing for the Enterprise plan
5. Whale
Source: Whale
Overview of Whale
Whale combines audiovisual elements to document procedures in a centralized system, ensuring operational consistency, maintaining quality assurance, and adhering to regulatory policies.
What Are the Standout SOP Features of Whale?
- Video screen recorder: Record your screen as you perform a task step by step. You can also include your voice if you want to explain the task as you go.
- Step recorder: Automatically capture each step of a task with screenshots while performing a task on the screen. There is an option to add annotations to these screenshots for clarity.
- AI writing assistant: Save time by instantly creating SOPs with the AI writing assistant. It’s up to date with the specialized knowledge, offering helpful guides that feel like industry experts wrote them.
- Video to SOP transcription: Automatically generate SOPs from videos. Just upload a specific video, and the system will transcribe it into a detailed step-by-step process.
- Process templates: Speed up SOP creation with multiple templates designed specifically for that purpose. This saves the time that you would have spent creating them yourself.
Whale Pricing
- Free plan
- $99 per month for the Scale plan
- Custom pricing for the Enterprise plan
6. Procedureflow
Source: ProcedureFlow
Overview of Procedureflow
Procedureflow focuses on visualizing procedures within an organization, helping teams follow clear instructions with visual aids, and creating a more robust knowledge base with helpful information.
What Are the Standout SOP Features of Procedureflow?
- Centralized knowledge base: Build your knowledge base in a single, centralized system. It’s designed so you can quickly retrieve the information you need, no matter how much material is in the system.
- Text to visual conversion: Transform text documents into visuals such as charts. This comes in handy when managing complex procedures.
- Process automation: Automate repetitive processes such as data entry and calculations that AI tools can perform. Automating these tasks reduces errors and gives teammates time to focus on more engaging activities.
- Performance tracking: Gather insights on performance levels across your business. Use this information to make informed decisions toward improving operations.
- Document versioning: Manage multiple versions of a procedure for various use cases. Track changes made at any point with identifiers to distinguish between the documents.
Procedureflow Pricing
- $27.50 per month for the Professional plan
- Custom pricing for the Enterprise plan
7. Process Street
Source: Process Street
Overview of Process Street
Process Street builds a framework for streamlining compliance requirements and operational procedures into comprehensive and actionable documents, enabling employees to perform tasks that meet required standards.
What Are the Standout SOP Features of Process Street?
- Risk management: Monitor your performance with real-time tracking to flag any anomalies. It operates in accordance with the outlined compliance requirements and alerts you to potential threats.
- Centralized knowledge base: Maintain workflow consistency by creating SOPs that are accessible in a single location. It supports all document formats, including Word, PDF, and Excel.
- Performance insights: Gain real-time insights into your workflow’s state. This visibility reveals existing gaps and provides insights on how to close them.
- Compliance automation: Leverage compliance automation to reduce human error by utilizing the precision of AI to ensure that your operations are effective and always ready for audits.
- AI content creator: Save time by quickly creating SOPs with AI. Due to the tool’s extensive knowledge, the SOPs are detailed with information that only professionals in the field can provide.
Process Street Pricing
- Custom pricing for the Startup plan
- Custom pricing for the Pro plan
- Custom pricing for the Enterprise plan
8. Trainual
Source: Trainual
Overview of Trainual
Trainual simplifies employee training by streamlining procedure documentation with clearly outlined steps and defining team roles with specific expectations, all within a single and accessible platform.
What Are the Standout SOP Features of Trainual?
- Video embeds: Add video instructions to your SOPs to appeal to a broader audience. These videos help simplify complex ideas that are too lengthy and boring in written form.
- Advanced searchability: Make it easier for your team members to find the documents they need using the advanced search feature. Once they enter keywords or document titles, the document comes up instantly.
- Employee training: Create custom training tailored to team members’ roles, locations, and knowledge levels. You can also streamline training to meet individual requirements.
- Knowledge testing with quizzes: Test employees’ knowledge of new and existing tasks with quizzes. Insights into their performance help to set realistic expectations.
- Software integration: Connect multiple software to your system to maximize your workflow. Having all of them in one place saves time switching between tools.
Trainual Pricing
- Custom pricing for the Core plan
- Custom pricing for the Pro plan
- Custom pricing for the Premium plan
- Custom pricing for the Enterprise plan
9. MaintainX
Source: MaintainX
Overview of MaintainX
MaintainX reduces redundancies in workflows by automating repetitive tasks and optimizing daily activities that typically consume time and resources.
What Are the Standout SOP Features of MaintainX?
- Expert implementation support: Get expert guidance to implement the software. This simplifies the learning curve, enabling you to maximize the tool quickly.
- Data reporting and management: Gain full visibility of your operation by monitoring data in real time. These performance insights support decision-making and accountability.
- Tools integration: Enhance your operations by integrating multiple tools into a single platform. Assigning specialized software to specific needs improves your workflow across all areas.
- Asset management: Manage your assets by streamlining maintenance routines and tracking operational downtime. Insights from these efforts help reduce costs.
- Process automation: Free up time for tasks that require brainpower by automating mechanical ones. This automation allows parts of your operations to run on autopilot.
MaintainX Pricing
- Free basic plan with limited features
- $20 per month for the Essential plan
- $65 per month for the Premium plan
- Custom pricing for the Enterprise plan
Key Features To Consider Before Choosing an SOP Software for Your Business
There’s growing awareness about the importance of implementing SOP software. However, 60 percent of people experience buyer’s remorse after purchasing software. It’s wise to make an informed buying decision by outlining your needs and prioritizing software that can meet them. Here are some key features to consider.
1. Templates and Easy Document Creation
One of the core needs for SOP software is to create comprehensive SOP documents with ease. Many businesses struggle with achieving this because the tools they use don’t offer much help. The right system saves you time by providing multiple templates designed for various types of procedures. Instead of making a design from scratch, you can simply customize the available templates to meet your specific needs.
Dr. Jeremy Weisz, co-founder at Rise25, emphasized that using the right tool for documenting SOPs makes a big difference. Implementing SweetProcess after using Microsoft Word and Google Docs made him wish he had switched to it sooner because his SOPs became easier to create and understand due to the available templates. He could break them into step-by-step instructions, allowing someone unfamiliar with a task to complete it successfully by following the outlined steps.
2. Multimedia and Formatting Support
One of the best practices for creating effective SOPs is to make them multimedia. Using only text is limiting. Long texts can be boring and inadequate for capturing procedures in action. A good software allows for multimedia documentation, enabling you to add texts, videos, images, charts, and other media. These elements are designed to seamlessly integrate into the content editor, allowing you to format your documents with ease using clicks and uploads.
3. Document Collaboration, Version Control, and Audit Trail
Using software that enables team members to create, share, update, and access documents simultaneously fosters collaboration. It also allows for creating multiple versions of a procedure for different use cases and provides real-time tracking of engagements, maintaining records of operational data for audit trails.
Chris Dunning, founder and CEO at TechQuarters, didn’t realize how much document versioning could improve his business operations until he implemented SweetProcess. He and his team struggled to handle multiple documents for the same procedure. This caused confusion because they lost track of updates. Versioning became easier to manage with SweetProcess, as it allowed users to track changes and identify different versions of documents.
4. Permission and Security
The rise of digital technology creates more opportunities for cyberattacks. With this vulnerability in mind, it’s crucial to prioritize the security of the software you plan to use. Choose one that allows you to grant permission access only to authorized teams, preventing unauthorized entries, and that also offers advanced security measures such as multi-factor authentication to enhance data protection.
5. Integration With Project Management Tools
Considering how your SOP management software integrates with other project management tools ensures you maximize your workflow for high efficiency and productivity. The goal is to have one that allows connection to multiple tools and manages them all under a single system without requiring switching between different platforms. This creates a seamless workflow, helping you save time.
SweetProcess allows you to integrate over 100 other software through an application programming interface (API) without advanced coding. You don’t have to forfeit other tools that cater to specific needs within your business. Try it out right away by signing up for a 14-day free trial without a credit card.
Why Use an SOP Software?
Businesses that leverage productivity tools record a significant increase in productivity. This gives them an advantage over their competitors and helps them reach their goals more efficiently. Here are some of the specific ways to benefit from an SOP software.
Centralized Documentation
Achieving consistency in operations takes precedence over having skilled workers. You might have the best employees performing well individually, but without centralized documentation, your operations can still lack consistency.
A solid SOP system helps you create a single source of truth that all team members, regardless of their individual skills, can refer to when performing tasks, ensuring uniformity across the organization.
When faced with an operational issue, the first point of call for many organizations is to resolve it and continue moving forward. However, they find themselves back at square one when a similar issue arises. Jamie Ramsden, business intelligence officer at Turkstra Lumber, experienced this in his organization. But upon implementing SweetProcess, he and his team were able to address operational problems at their root causes by documenting and storing procedures for each task in a centralized knowledge base. If an operational error occurs, they create an SOP to address it. Employees can access the document in the knowledge base, empowering them to avoid repeating the mistake.
Team Consistency and Error Reduction
When employees use a set of procedures that are reviewed and stored in a centralized knowledge base, the chance of inconsistency and errors is minimized. This access to SOPs means they aren’t relying solely on their own knowledge, which could be full of mistakes, but on tested and trusted information. Documenting SOPs benefits both new and experienced employees as they can always refer to the files for guidance.
Faster Onboarding and Training
An effective SOP tool speeds up onboarding and training because you can share materials with the team, allowing them to dive in and even learn on their own. The goal isn’t to overwhelm them with tons of information but to present it in a way that enables them to learn, practice, and revisit the material as needed.
Onboarding at Interview Valet was a lengthy and tedious process. It took new hires at least six months to fully understand the business operations and start making significant contributions. The lengthy wait cost the organization too many resources. According to the chief evangelist officer and founder, Tom Schwab, the onboarding time was drastically reduced to just a few weeks after they implemented SweetProcess. It allowed them to easily share documented procedures for tasks with new employees, showing them exactly what they needed to do. Adding videos, images, and charts to the text in the procedures simplified the learning process, making it easier for team members to understand their tasks.
Improved Compliance Management
Besides the need for businesses to have internal compliance standards to maintain safe and high-quality products and services, they must also follow regulatory compliance standards in a civilized society. Achieving this level of operation requires using SOP software that allows a business to document its best policies and procedures in a clear and easy-to-understand manner, ensuring they are implemented effectively. Otherwise, the company faces noncompliance issues due to numerous performance errors.
SweetProcess offers a practical approach to staying compliant. You can document your policies and procedures using the provided templates, and optionally generate them automatically with SweetAI. Your teammates simply follow these documents in their operations. You’ll also have a clear record to show external regulatory agencies if they visit your business for checks.
How To Choose the Best SOP Software for Your Business
Organizations typically allocate the majority of their IT budget to software. However, three out of five of them purchase the wrong software before realizing it. Using incompatible software can lead to a waste of resources and overextension.
Here’s how to choose the right ones for you:
Step 1: Consider Your Team Size and Industry Needs
Business procedures are tailored to the specific nature of the business, which depends mainly on its industry. Some SOP software are better suited for particular types of companies. For instance, financial sector businesses benefit more from applications that manage numbers and present calculations through charts and figures. In contrast, media and communications companies often rely on capturing detailed processes via texts and audiovisual content.
An organization’s size influences collaboration needs. Since larger companies have more employees, they need a tool that offers segmented infrastructure for clear messaging and allows multiple users at an affordable rate. The best software for smaller organizations facilitate fast-paced communication and close interaction.
Step 2: Access, Pricing, and Budget
Access is crucial because it influences how easily team members can reach your documents. Developing excellent procedures is pointless if they aren’t accessible, as users won’t be able to utilize them effectively.
Budgeting matters a great deal. A business must afford the software without incurring excessive costs. If it exceeds the budget and isn’t sustainable in the long term, it’s not suitable. A more affordable and appropriate alternative should suffice.
Step 3: Sign Up for a Free Trial
What better way to determine if a software suits your business than to try it out? Focus on SOP tools that offer free trials and use them fully during the trial period to assess how they can enhance your operations. This is important because some software companies overpromise. If you pay for their product without testing it first, you might discover that the features they promised don’t exist.
SweetProcess provides a 14-day free trial without requiring a credit card. You can use all of its features during that time to see if they meet your needs and expectations. If you’re not satisfied by the end of the trial, you’re not obligated to continue since you never entered your credit card information. Sign up for the trial and see if it meets your business needs.
Step 4: Import Existing SOPs and Create New Ones
If you have external documents you’d like to add to your workflow, you should be able to import them into the system. This saves time and maintains work continuity. Likewise, you should be able to export documents for external use outside of the software. Your workflow could be limited if you can’t import and export files.
Step 5: Evaluate Use Cases and Learning Curve
No matter how effective an application claims to be, it raises concerns if it has a steep learning curve. Anyone with basic computer skills should be able to use it. It’s also essential to examine the software’s use cases. Ensure that similar businesses have successfully used it to streamline their operations.
From healthcare to legal, media to finance, businesses across various industries have used SweetProcess to streamline their operations with SOPs. This is due to its flexible tools, which can be customized to meet specific business needs.
Which SOP Software Is the Best for Your Business?
The goal is to create effective and accessible SOPs. You can’t achieve this with complex software. SweetProcess is as simple as it gets with cloud storage for remote access. The available templates, multimedia features, and SweetAI help create actionable SOPs. However, there’s only one way to confirm these claims. Sign up for a 14-day free trial. No credit card is required.
