Whale
SOP documentation and employee training platform with AI
Whale report card
Very good · out of 4.0 · graded Oct 9, 2026
Best for SOPs and staff training with an AI helper
Whale is where you write your SOPs and then train people on them, with an AI writer, a step recorder and an assistant called Alice who answers staff questions from your own content. The free plan lets up to 10 people have a go. The jump after that is steep, though: paid plans start at $249 a month billed yearly, or $399 month to month.
Who Whale is for
- Great if lots of people read your SOPs and only a few write them, as plans are built around creators
- Handy when frontline or warehouse staff need instructions from a QR code or their phone
- Good for nonprofits, who get 20% off every subscription
Who Whale is not for
- Pricey if you're a small business, with paid plans from $249 a month billed yearly
- Tight if you're staying free, because 20 Playbook items and 1 creator won't go far
- Not for you if you need approval flows or the API, which are Enterprise only
Why Whale gets a 3.2
Five grades, each with its reason. The GPA is their average: an A is 4 points, an F is none.
- CValue for moneyScale is $249 a month billed yearly, or $399 monthly, and that includes just 3 creators, with extras from $29 each. That's well above where the SOP tools it competes with start. Enforced SSO and the video editor need Advance at $499.
- BFree plan and trialFree forever for up to 10 members, with the step recorder, screen recorder, video-to-SOP converter and checklists. But it's 1 creator and 20 Playbook items across the whole workspace, with no PDF or Word export and no version history.
- AFeaturesAI drafts and polishes SOPs and gives each one a health score, a recorder turns a process on screen into a step-by-step guide, and videos get transcribed into written SOPs. Training flows, AI quizzes and read assignments with due dates roll it all out. Alice answers questions from your own content.
- BEase of useNo rating on record to go by, so a B is as high as we go. You can import the PDF and Word documents you already have and turn them into editable SOPs, and staff can open one from a link or a QR code.
- APlatforms and integrationsWeb, iPhone, Android and a browser extension. It connects to Slack, Zapier, Google Drive, OneDrive, HubSpot, Salesforce and BambooHR, and Scale adds Whale MCP access. API access is Enterprise only.
What these grades rest on. Graded from this listing, whose facts were read from Whale's own pages on 6 October 2026. Not based on using the product, and shorter than our full reviews. How we review and grade.
Make Whale? Put this grade on your site
Paste this where you want the badge. It links here and follows the grade if it changes. About badges
<a href="https://toolgpa.com/tools/whale#review"><img src="https://toolgpa.com/badge/whale.svg" alt="Whale: 3.2 GPA on ToolGPA" width="196" height="56"></a>What is Whale?
Whale is a platform for documenting SOPs and processes and training employees on them. Creators write procedures with an AI writer, a step recorder and a video-to-guide converter, then roll them out through training flows, quizzes and read assignments, while members find answers by asking Alice, the built-in AI assistant. Plans are flat monthly prices that include a set number of creators, and a free plan covers up to 10 members.
Whale has a free plan. Paid plans start at $249 per month, billed yearly ($399 billed monthly). See every plan
Good for
- 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
Worth knowing
- 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.
Key features
- 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.
Whale pricing
- Starts at
- $249 per month, billed yearly ($399 billed monthly)
- Free plan
- Free Forever: up to 10 members, 1 creator and 20 Playbook items across the workspace, with 20 AI credits a month. No PDF or Word export, version history or insights.
- Free trial
- None listed
| Plan | Price | What you get |
|---|---|---|
| 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 | $249per 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 | $499per 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. |
| Enterprise | Custom | Priced on request with yearly billing only. Adds approval flows, automatic redaction, SCIM user provisioning, HRIS integrations and API access. |
Read from usewhale.io on Oct 6, 2026. Prices change, so confirm with Whale before you buy.
Ways to pay less
- Annual discountSave 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.
Stated on usewhale.io - Nonprofit20% off for nonprofits
Whale's pricing FAQ says nonprofits get a 20% discount on all of its subscriptions.
Stated on usewhale.io
Works with
Whale alternatives
- Whale vs Waybook
Free trial · from $99/mo
- Whale vs SweetProcess
Free trial · from $82.50/mo
- Whale vs Scribe
Free plan · from $13/mo
- Whale vs Tango
Free plan · from $15/mo
Common questions
Is Whale free?
Whale has a free plan. Free Forever: up to 10 members, 1 creator and 20 Playbook items across the workspace, with 20 AI credits a month. No PDF or Word export, version history or insights. Paid plans start at $249 per month, billed yearly ($399 billed monthly).
How much does Whale cost?
Whale lists 4 plans. Free: $0. Scale: $249 per month, billed yearly ($399 billed monthly). Advance: $499 per month, billed yearly ($799 billed monthly). Enterprise: custom pricing. Prices were read from usewhale.io on Oct 6, 2026.
What platforms does Whale work on?
Whale is available on Web, iOS and Android. It also has a browser extension.
Does Whale offer any discounts?
Whale publicly lists the following: Save about 37% with yearly billing; 20% off for nonprofits.
Does Whale have a Windows app?
No Windows app was listed when its pages were read on Oct 6, 2026. Whale is listed for Web, iOS and Android.
Does Whale have a macOS app?
No macOS app was listed when its pages were read on Oct 6, 2026. Whale is listed for Web, iOS and Android.
Is Whale open source?
Whale is not described as open source on its own site, as read on Oct 6, 2026.
What does Whale integrate with?
Whale's listing names Slack, Zapier, Google Drive, OneDrive, HubSpot, Salesforce, BambooHR and Claude. A listing names up to eight integrations, so it may connect to more.
Who makes Whale?
Whale is made by Whale BV.
What are the alternatives to Whale?
The closest alternatives to Whale in our directory are Trainual, Waybook, SweetProcess, Scribe and Tango. Each one has a side-by-side comparison with Whale.
Sources for this page
The prices, plans, platforms and features above were read from these pages on Oct 6, 2026.