SweetProcess vs Whale

SweetProcess

• Small and mid-sized businesses writing down recurring procedures for staff
• Teams that want procedures run as tracked checklists, not only read
• Companies publishing procedures and policies as a client-facing knowledge base

Whale

• Companies documenting SOPs and training staff on them in one tool
• Frontline and warehouse teams opening instructions by QR code or phone
• Organizations with many readers and only a few content creators
• Nonprofits, which get a 20% discount

SweetProcess

• There is no free plan: after the 14-day trial the price is $99 a month for up to 10 members, or $82.50 a month billed yearly.
• The site says teams of fewer than 10 employees get separate pricing after starting a trial, but it does not publish the amount.
• The vendor describes the product as completely web-based; its site lists a browser plugin but no desktop or mobile apps.
• Having SweetProcess staff migrate existing SOPs into an account is an optional service with its own fee.

Whale

• The Free plan is capped at 10 members, 1 creator and 20 Playbook items, and has no PDF or Word export, version history or insights.
• Paid plans start at $249 a month billed yearly with 3 creators; extra creators on Scale cost $29 each a month, or $39 on monthly billing.
• Enforced SSO and the video editor need Advance, and API access, SCIM provisioning and approval flows are Enterprise only.
• Vendor pages disagree on members: the plan cards say limited on Scale and Advance, while the machine-readable pricing file says unlimited.

SweetProcess

Procedures, processes and policies

Step-by-step procedures can be combined into a larger process, and policies are kept alongside them and linked from inside a procedure or process.

Tasks and data capture

A procedure or process can be assigned as a task and tracked as each step is checked off. A form builder adds fields to a step to collect information while the task is done.

Public or private knowledge base

Existing procedures and policies can be published as a knowledge base for employees or clients on the company's own domain, with search, feedback forms and tracking.

Approvals and version history

Any teammate can suggest an improvement and a manager approves it before it goes live. Every change is tracked and highlighted, and any earlier version can be restored.

AI drafting and click recording

SweetAI writes a policy or procedure from a document title, and a browser plugin records clicks in a workflow and turns them into a procedure.

Quizzes and process maps

Quizzes check how well staff know a policy, process or procedure, and process maps draw each decision and step of a procedure as a diagram.

Whale

AI SOP writer and importers

AI drafts new procedures, polishes wording and gives each SOP a health score, and existing PDF and Word documents can be imported and turned into editable SOPs.

Step and screen recorders

The Step Recorder captures a process on screen as a visual step-by-step guide, and recorded or uploaded videos are transcribed by AI into written SOPs.

Ask Alice

Members put questions to Alice, an AI assistant trained on the workspace's own content, to find an SOP or learn how to do something. Asking Alice does not use AI credits.

Training flows and quizzes

Training flows assign content by team and role, and AI generates quiz questions from Whale content. Scale includes 5 flows and 15 quizzes; Advance removes the limits.

Sharing where work happens

SOPs are shared by link, QR code or read assignment with a due date, opened in the iOS and Android apps, and consulted from the CoPilot browser extension.

Insights and access control

Paid plans add knowledge-use and team performance insights, user groups, user roles and version history. Approval flows are limited to Enterprise.

SweetProcess

• SweetProcess$82.50

  per month for up to 10 members, billed yearly ($99 billed monthly)

  One plan with every feature. Each additional member is $4.17 a month billed yearly, or $5 billed monthly, and only added members are billed.

Whale

• Free$0

  Up to 10 members, 1 creator and 20 Playbook items, with the step recorder, screen recorder, video-to-SOP converter and checklists.

• Scale$249

  per month, billed yearly ($399 billed monthly)

  3 creators included, with extra creators from $29 each a month, unlimited documentation, 5 training flows, AI quizzes and Whale MCP access.

• Advance$499

  per month, billed yearly ($799 billed monthly)

  5 creators included, with extra creators from $39 each a month, adding the video editor, AI voiceovers, enforced SSO and granular permissions.

• EnterpriseCustom

  Priced on request with yearly billing only. Adds approval flows, automatic redaction, SCIM user provisioning, HRIS integrations and API access.

SweetProcess

• Annual discount

  Save 16% with yearly billing

  The pricing section marks yearly billing as saving 16%: $82.50 a month instead of $99 for up to 10 members, and $4.17 instead of $5 for each additional member.

• Other savings

  Separate pricing for teams under 10

  SweetProcess says companies with fewer than 10 employees can start a free trial to get pricing designed for smaller teams. The amount is not published.

Whale

• Annual discount

  Save about 37% with yearly billing

  The pricing page marks yearly billing as saving 37%: Scale is $249 a month instead of $399 billed monthly, and Advance $499 instead of $799.

• Nonprofit

  20% off for nonprofits

  Whale's pricing FAQ says nonprofits get a 20% discount on all of its subscriptions.