Last Updated on March 25, 2025 by Owen McGab Enaohwo
Organizations without documented SOPs have inconsistent processes and have difficulty adhering to laws and regulations. This leads to noncompliance, legal issues, operational disruptions, and reputational damage.
Standard operating procedures (SOPs) bring order to chaos, ensure consistency in operations, reduce errors, and facilitate compliance with regulations.
Managing standard operating procedures manually can be a nightmare. The rigidity of manual processes hinders adaptability, making it difficult for organizations to respond to evolving industry standards. SOP management software organizes your procedures but also boosts your efficiency. It becomes easier to create, distribute, and update essential documents. The software also mitigates the risks associated with manual documents and enhances collaboration.
However, with so many options available, picking the best Standard Operating Procedure software can be challenging.
Discover a more efficient way to create, store, and enforce SOPs. Use SweetProcess to drive growth in an increasingly competitive landscape and enhance your organization’s operational efficiency. Start the 14-day free trial today. No credit card is needed!
Table of Contents
What Is an SOP Management Software?
9 Best SOP Management Software for Businesses
Key Features To Consider Before Choosing an SOP Management Software
How to Manage Your Company’s Standard Operating Procedures Using SweetProcess
Which SOP Management Software Should You Choose For Your Business?
What Is an SOP Management Software?
SOP Management software is a tool that helps organizations create, manage, and optimize standard operating procedures (SOPs). It keeps SOPs in a central repository, ensuring employees can access the necessary information. Organizations that use SOPs have clear, standardized workflows and improve efficiency, consistency, and productivity.
SOP management software ensures documentation is easily accessible and regularly updated to reflect best practices. Key features of the software include document creation, automated approval workflows, and compliance tracking. These reduce errors and enhance operational consistency. Businesses that implement SOP management software ensure compliance with industry regulations and boost team collaboration.
9 Best SOP Management Software for Businesses
1) SweetProcess
SweetProcess allows users to create, edit, organize, and share SOPs through a visual interface. They can document complex processes by adding text, images, videos, and other multimedia elements.
The cloud-based SOP software streamlines business operations by providing a centralized platform for creating, sharing, and refining workflows. It is ideal for midsized, enterprise, and multinational companies looking to enhance workflow efficiency and consistency.
Core Features
- Process Mapping: Users can create visual representations of workflows and outline the steps, inputs, outputs, and decisions in completing the processes.
- Mobile Accessibility: Mobile apps for iOS and Android devices allow document management and access on the go.
- Reporting and Analytics: SweetProcess provides insights into process performance, helping users track key metrics such as task completion rates, process efficiency, and team productivity.
- Collaboration Tools: Task assignment, tracking features, real-time editing, role-based access control, and comments promoting continuous collaboration.
- Version Control: It’s easy to track changes and revert to previous versions to understand SOPs better.
Pros
- Centralized SOP Management: Users can create, document, and manage SOPs in one place for consistency across the organization.
- User Friendly: SweetProcess has an intuitive and easy-to-navigate interface, and new users can start documenting processes immediately.
- Seamless Integrations: Essential integrations with over 1,000 apps via API or Zapier enhance workflow efficiency.
- Supports Employee Training: You can embed videos and images to simplify employee training.
- Task Delegation and Progress Tracking: Managers can create and assign tasks directly from procedures, and real-time tracking facilitates efficient task execution and process optimization.
Pricing
SweetProcess offers a free 14-day trial (no credit card needed). A monthly subscription costs $99 per month (for up to 20 active members). Each additional member costs $5 per month.
2) Whale
Whale is an AI-powered SOP and training software that centralizes knowledge management, streamlines documentation, and enhances team collaboration.
It offers automated step recording, pre-built templates, and intelligent content suggestions to help organizations efficiently streamline process documentation, employee onboarding, and training. Whale integrates seamlessly with popular software like Microsoft Teams and Slack and is a great solution for businesses aiming to improve efficiency and compliance.
Core Features
- AI-Assisted Documentation: The AI tool speeds up SOP creation and editing, and AI-generated quizzes automate knowledge assessment.
- Step Recorder: Users can record their screens as they work through a process, and the software automatically generates editable SOPs with images and text.
- Centralized Knowledge Base: Store and access all your critical information, including policies, procedures, and best practices, in one central location.
Pros
- Training Modules: Train employees effectively with quizzes, assessments, and progress tracking.
- Ease of Use: Many user reviews praise the platform’s intuitive interface and quick setup process (2-3 days on average).
- Various Documentation Methods: Users can document processes via dmport, screen recording, and video conversion.
Cons
- Over-Featured: Most users on Reddit and forums appreciate Whale’s ability to reduce onboarding time but say it has too many features for smaller teams looking for simplicity.
- Editor Not Intuitive: Users on G2 say the editor could be a bit more intuitive for easy SOP management.
- Limited Customization: Capterra reviews say improvements must be made in terms of formatting customization.
Pricing
Whale offers a tiered pricing structure. The free plan is for up to 5 users, the Scale plan is priced at $99 per month (for up to 10 users), and the Enterprise plan attracts customized pricing.
3) Process Street
Process Street is an SOP software that helps businesses document and optimize recurring processes. Its drag-and-drop interface, customizable checklists, conditional logic, workflow automation, and integration capabilities make it easy for users to document and manage complex processes. The tool integrates with over 5,000 apps via Zapier and API.
Core Features
- Collaborative Checklists: Multiple users can simultaneously access, edit, and complete tasks within a workflow.
- Integration Capabilities: Process Street can integrate with over 5,000 apps through Zapier and its API.
- Conditional Logic: Users can set up “if this, then that” rules in their workflows to create truly dynamic workflow runs.
Pros
- User-friendly Interface: The intuitive interface ensures quick adoption and seamless workflow creation.
- Efficient Task Management: Automation features let users easily manage daily tasks, checklists, and reminders.
- Approval Workflows: These streamline the approval process for documents and tasks by defining a clear sequence of steps with designated approvers.
Cons
- Reporting Limitations: Some users would like deeper and more customizable reporting features.
- Occasional Glitches: A G2 user says they occasionally encounter minor glitches that temporarily disrupt workflows.
- Learning Curve: A user on GetApp says that while the platform is user-friendly, advanced features like conditional logic may require extra training.
Pricing
The Startup and Enterprise plans have customized pricing, while the Pro plan costs $1,500 annually.
4) SystemHUB
SystemHUB is specially designed to help companies organize and manage SOPs. Its templates, easy access controls, and multiple file storage options make it easy to document, update, and share processes across teams. It integrates with popular tools like Microsoft Office and Google Workspace, ensuring compatibility with established workflows.
Core Features
- Version Control: This promotes consistency and prevents confusion by allowing team members to track updates and revert to previous process versions.
- Custom Dashboards: These allow users to quickly monitor progress, identify bottlenecks, and gain actionable insights.
- Collaboration Tools: Features like shared workflows, real-time updates, commenting capabilities, and customizable templates allow teams to collaborate effectively and manage processes.
Pros
- Pre-Built Templates: Users can quickly set up processes without starting from scratch and ensure consistency across tasks.
- Scalable for Small Teams: The tool helps small- to medium-sized businesses streamline operations without overcomplicating workflows.
- Integration-Friendly: It helps users create more efficient workflows by integrating with existing tools.
Cons
- Limited Customization: The software lacks customization options for organizing projects or creating tasks.
- Outdated Interface Design: The platform is less visually appealing than competitors.
- Learning Curve: First-time users may find the software difficult to use and may need video tutorials.
Pricing
The Startup plan costs $95 monthly (for 10 users), the Growth plan costs $145 monthly (for 20 users), and the Systems Accelerator plan costs $195 monthly (for 40 users).
5) Way We Do
Way We Do helps businesses transform their policies and procedures into actionable workflows. Visuals, checklists, approvals, and step-by-step instructions ensure consistency and quality in SOP creation.
The online SOP software is ideal for small- to medium-sized businesses and integrates with Google Workspace, Microsoft 365, and Zapier for seamless workflow automation.
Core Features
- Role-Based Assignments: Users can assign specific tasks to roles within the organization.
- Compliance Management: Version control, automated compliance checks, audit trails, and integration with compliance systems ensure consistent adherence to laws and regulations.
- Franchise Focused: Turns franchise operations manuals from static documents into active workflows for franchisees to exceed their performance objectives.
Pros
- User Friendly: The interface is intuitive and easy to navigate for quick adoption and efficient SOP management.
- Activated Checklists: Users can create a list of tasks ready to be performed to ensure they are completed correctly and on time.
- Customizable Templates: Users can modify pre-built templates and add relevant details to fit their unique workflows.
Cons
- Limited Customization: Users love the activated checklists but say the software is ideal for smaller teams because it lacks advanced features to handle complex workflows.
- Pricey for Small Teams: The cost structure isn’t ideal for smaller teams with limited budgets.
- Training Needed: A Capterra user has said training videos are needed to master the platform.
Pricing
The Entry plan costs $99 monthly (10 users), and the Enterprise plan has customized pricing (50 users minimum).
6) MagicHow
MagicHow helps users automate the creation of SOPs, step-by-step guides, and instructional materials. They can use AI to capture screenshots and generate visual guides, turning complex processes into actionable steps. Creating SOPs is easy because only existing workflows need to be documented. MagicHow helps enterprises streamline documentation, improve knowledge sharing, and enhance team performance.
Core Features
- Cross-Platform Compatibility: The SOP program’s browser extensions and desktop applications enable users to create manuals for any tool.
- Seamless Integrations: Seamlessly integrates with popular tools like Zendesk, Notion, and Confluence for streamlined knowledge sharing.
- Automated Process Recording: Users can record themselves as they work, and MagicHow automatically divides the process into logical steps.
Pros
- Customization Options: Users can edit and modify automatically generated step-by-step guides to add detailed explanations, relevant images, and adjust the sequence of steps as necessary.
- User Friendly: Many users love the intuitive interface as they can create and customize guides without extensive training.
- Comprehensive Features: MagicHow can capture processes on browsers and desktops and has multiple customization options for diverse documentation needs.
Cons
- Limited Advanced Features: A user on YouTube commented that the platform looks basic and might not be suitable for complex enterprise processes.
- No Mobile Version: Lack of a mobile version prevents on-the-go accessibility.
Pricing
The Starter plan is free. The Advanced Personal plan starts at $10 per month, paid annually for each seat; the Advanced Team starts at $42 per month, paid annually for five seats, and the Enterprise plan has customized prices.
7) Scribe
Scribe is a standard operating procedure management software that uses AI to automate the creation of step-by-step guides and standard operating procedures. It captures a user’s actions on their computer screen in real time and generates a step-by-step guide with screenshots and text annotations. Organizations use it to enhance knowledge sharing and operational efficiency.
Core Features
- Drag-and-Drop Editor: Users can create step-by-step guides quickly and easily by simply dragging and dropping elements like text, screenshots, and annotations into the desired order.
- Detailed Analytics: These provide detailed data on user interactions with SOPs, allowing process owners to identify areas for improvement, track user engagement, and optimize SOPs.
- Easy Sharing and Exporting: Scribe makes sharing guides easy by allowing users to share SOPs via links, embed them in other tools, or export them in different formats (HTML, PDF, and Markdown).
Pros
- Strong Data Security: Features like user-enabled data redaction, intrusion prevention, data encryption, and a Smart Privacy Screen protect sensitive information.
- Template Library: Scribe has over 100 fully customizable templates that users can modify to fit specific business needs or branding standards.
- Integration Friendly: Works well with over 100 software applications for seamless workflow automation.
Cons
- Occasional Inaccuracies: Scribe sometimes skips steps, and some complex processes may require manual adjustments.
- Limited Screenshot Capture: Sometimes automatic screenshots don’t capture exactly what’s needed, and a user must go back and edit them.
- Limited Features on Free Plan: Advanced features like desktop recording and customizable screenshots are restricted to paid plans.
Pricing
The Basic plan is free, the Pro Team plan costs $12 per seat per month (a minimum of 5 seats), and the Pro Personal plan costs $23 per seat per month (a minimum of 1 seat).
8) Tango
Tango automatically captures screenshots and records a user’s actions while they perform a task to generate step-by-step guides. The AI-powered SOP management software operates as a browser extension and streamlines the creation, management, and sharing of SOPs. It’s ideal for documenting business processes, employee training, and onboarding.
Core Features
- Collaboration Tools: Workspaces, Team Libraries, Role Assignments, and multiple platform integrations allow teams to collaborate efficiently on SOPs.
- Automated Workflow Capture: Tango captures each process step to create a workflow with screenshots and written instructions.
- Integrations: Tango integrates with popular software for seamless sharing and embedding of guides across different platforms.
Pros
- Intuitive Setup: The online SOP software is easy to set up, even for those new to process documentation.
- Customizable Editing: Users merge steps, modify text, and add headings and callouts to customize guides to their specific needs.
- Visual Clarity: The platform provides visual guides that are easy to follow.
Cons
- No Video Recording: Users on G2 say Tango lacks advanced features such as video and GIF recording, which are needed to create more dynamic guides.
- Learning Curve: Mastering advanced features requires additional time and skill.
- Detailed Guides Can Overwhelm: Too many guides make it hard for new users to grasp how to use the software.
Pricing
The Basic plan is free (up to 10 users), the Pro plan costs $20 per seat per month, and the Enterprise plan has customized prices.
9) ProcedureFlow
ProcedureFlow helps enterprises create, manage, and share SOPs through visual flowcharts. Users can design SOPs using visual flowcharts and easily make updates. The software represents SOPs as visual, hyperlinked flowcharts that break down process steps and guide employees through them.
Core Features
- Visual Flowcharts: Complex procedures can be converted into simple, hyperlinked flowcharts, facilitating better understanding.
- User Permissions: Admins define who can view, edit, or create content on the platform based on roles and responsibilities.
- Collaboration Tools: Version control, a change request system, role-based access controls, notifications and alerts, and embedded integrations make it easier to refine and maintain SOPs collaboratively.
Pros
- Version Control: The software tracks all changes to ensure compliance and accountability.
- Notifications and Alerts: Users stay informed about procedure updates or modifications.
- Search Functionality: Allows users to find the information they need quickly.
Cons
- No Autosave Feature: If you’re working on a workflow and forget to save it, your work is lost if your computer crashes.
- Printing Limitations: Some users say they can’t print SOPs and must access them digitally.
- Higher Pricing: ProcedureFlow is more expensive than some newer competitors.
Pricing
The Professional plan costs $27.50, and the Enterprise plan has customized prices.
Key Features To Consider Before Choosing an SOP Management Software
1. SOP Creation Features
Creating SOPs requires the input of multiple people, from HR personnel to compliance officers. Some contributors may be remote or international workers. Online SOP software ensures everyone works on the most current version of the document. The software you choose should have configurable workflows and include features like drafting, reviewing, approving, updating, and publishing. It should also reflect edits in real time so everyone can see what changes have been made.
2. Integration With Third-party Tools
On average, organizations use 112 SaaS applications. It has become crucial that these tools are integrated to streamline business operations. The standard operating procedure management software you choose must come with other tools, like HR systems and project management tools, for a seamless workflow and enhanced productivity. Integrations ensure SOPs seamlessly fit into existing business workflows. An SOP tool that integrates with other business systems creates a cohesive ecosystem that supports overall business objectives.
3. Centralized SOP Library
All standard operating procedures must be stored in one location to eliminate confusion and prevent employees from accessing outdated or conflicting versions of documents. Inaccurate documentation can lead to compliance issues and operational errors. A centralized repository lets users quickly find up-to-date SOPs and track changes over time. Team members can easily collaborate on documents and share insights and updates, enhancing adherence to established protocols.
4. Version Control
Version control allows teams to track changes made to SOPs to identify issues or revert to previous versions if needed. It prevents confusion and data loss and is a safety net for critical data. An SOP program with version control ensures only one master version of each document. When employees collaborate through email, they may work on different versions of the document. Version control provides a clear audit trail of how the document evolved and who was involved.
5. Communication and Collaboration Features
Communication and collaboration lead to better decision-making and improved business performance. These two features must be embedded in an SOP program to enable employees to contribute, review, and update SOPs in real time. Multiple users can work on SOPs simultaneously, enhancing the accuracy of the developed procedures. A communication tool within the software promotes transparency and accountability, allowing team members to address any concerns promptly. Communication and collaboration features boost organizational efficiency and minimize errors.
6. Data Analytics and Reporting
These two features turn raw data into actionable insights for informed decision-making. Organizations can extract meaningful insights from SOP data, identify trends, pinpoint areas for improvement, and make informed decisions. They analyze key metrics and trends over time to see the effectiveness and usage of their standard operating procedures. Choose SOP management software that can easily interpret complex information and spot anomalies to help you optimize processes. It will foster a culture of accuracy and consistency and ensure your organization remains compliant with industry standards.
SweetProcess has all the top features you need in SOP software—and more. It enhances organizational decision-making and improves business performance.
How to Manage Your Company’s Standard Operating Procedures Using SweetProcess
SweetProcess simplifies the creation of workflows, helping teams follow clear, step-by-step procedures without confusion. It reduces errors, improves efficiency, and maintains consistency across operations. Here’s how you can manage your company’s SOPs using SweetProcess.
Document Your Company’s Standard Operating Procedures
Most businesses lack documented procedures because of version control problems, poor document access, and time-consuming manual updates. Teams use different formats, making it hard to have accurate procedures. SweetProcess addresses these problems by offering an intuitive platform that standardizes SOP documentation. Companies can easily create and update procedures that include images and videos. Version control ensures employees always work on the most current SOPs.
Documenting SOPs ensures that organizational processes are consistent, efficient, and high-quality. Knowledge retention increases, and noncompliance with regulatory standards is eliminated. SOPs also boost productivity by standardizing operations across teams.
This video briefly explains why SOPs are important and how you can use SweetProcess to document them.
Collaborate With Team Members on Your Company’s SOPs
Collaboration is hard for companies without documented processes because there’s no consistency. Everyone has different interpretations of how things are done, which causes confusion, inefficiency, and mistakes. SweetProcess makes it easy to maintain process transparency, accountability, and track progress.
Teams can use our platform to document, manage, and improve business processes in real time. SweetProcess allows multiple team members to work on processes simultaneously, and role-based access control ensures users are assigned permissions based on roles. Processes can be reviewed and approved before implementation, and task assignment and tracking maintain quality and compliance.
To collaborate with other team members on your SOP, open the process, then click on “Share.” Type each person’s name you’d like to add and share the document to give them access.
You can also collaborate with teams on SOPs by opening the process and clicking the “Teams” icon on the left menu. Simply choose the team you want to collaborate with and click on the adjacent box to add the process to the team.
Monitor and Track Changes in SOPs in Real Time
Organizations that document processes manually can’t monitor and track SOP changes in real time, which leads to inefficiencies and difficulty in maintaining compliance. SweetProcess makes it easy for team members to track changes.
The version history feature in SweetProcess helps users monitor and track changes in SOPs in real time. They can see when a procedure was edited, the changes made, and who made them.
By clicking on the clock icon next to a document (as seen in the image above), users can view details such as the draft, the approved version, and the live version without reviewing the entire procedure. Easy access to historical changes helps users maintain up-to-date and compliant SOPs.
Assign SOPs as Tasks and Monitor Compliance by Employees
DFK Hirn Newey, a financial and professional services firm, had difficulty maintaining compliance because of frequent technological changes and disorganized procedure documentation. Fragmented and undocumented procedures prevented the firm from maintaining compliance with industry and professional standards.
Director Paul Fiumara decided to address these issues and sought a cloud-based solution: SweetProcess. The software has helped them systematically document all their processes. They started by documenting software usage processes and then expanded to other operational areas. Now, staff references professional standards directly within procedures to fully comply with industry regulations.
The platform’s centralized system provides a permanent record of updates, helping DFK Hirn Newey to successfully navigate the complexities of technological overload, build a stronger compliance framework, and enhance operational efficiency.
Turn Existing SOPs Into an Internal Knowledge Base
Belvidere Community Unit School District 100 had inconsistent processes, difficulty training new staff, and would lose institutional knowledge whenever experienced employees left. The school used traditional process documentation procedures like Google Docs, Microsoft Word files, and handwritten notes. This made it difficult for staff to locate information and maintain consistency in operations.
Sarah Brenner, the director of quality assurance, decided to get SweetProcess to streamline processes. Our software transformed how the district handled knowledge management. Now, all procedures are on a single, easily accessible platform. This has streamlined internal processes, enhanced transparency, and made staff more responsive to stakeholders’ inquiries. The ability to retrieve information quickly has improved overall efficiency and communication.
Which SOP Management Software Should You Choose For Your Business?
Standard operating procedures are the most important element of any organization. Outdated and inaccurate SOPs can lead to regulatory noncompliance and affect customer satisfaction.
SOP management software helps businesses streamline operations, maintain compliance, and boost productivity. While numerous options are available, it’s important to consider your specific needs and budget to choose the right one. Whether you own a small outfit or a large enterprise, SOP software can transform your business operations. It reduces errors, scales efficiency, and improves team productivity.
Invest in the best SOP software to show you’re committed to improving organizational performance. SweetProcess is the best option for any business that wants fast, accurate documentation. Sign up for SweetProcess today and reduce errors while boosting your revenue.
