# Whale

> SOP documentation and employee training platform with AI

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.

- **Category:** Docs & Wikis
- **Made by:** Whale BV
- **Website:** https://usewhale.io
- **Runs on:** Web, iOS, Android, Browser extension
- **Facts last checked:** Oct 6, 2026

## Pricing

Whale has a free plan. Paid plans start at $249 per month, billed yearly ($399 billed monthly).

- **Pricing model:** Free plan
- **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 | $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. |
| Enterprise | Custom | Priced on request with yearly billing only. Adds approval flows, automatic redaction, SCIM user provisioning, HRIS integrations and API access. |

Read from https://usewhale.io/pricing/ on Oct 6, 2026. Prices change, so confirm with Whale before buying.

## Ways to pay less

- **Save about 37% with yearly billing** (Annual discount): 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. Source: https://usewhale.io/pricing/
- **20% off for nonprofits** (Nonprofit): Whale's pricing FAQ says nonprofits get a 20% discount on all of its subscriptions. Source: https://usewhale.io/pricing/

## 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.

## 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.

## Works with

Slack, Zapier, Google Drive, OneDrive, HubSpot, Salesforce, BambooHR, Claude

**Tags:** Wiki, AI search, AI features, Templates, Screen recording, Reports

## Alternatives

- [Trainual](https://toolgpa.com/tools/trainual): Training and SOP platform for onboarding and running teams. [Compare](https://toolgpa.com/compare/trainual-vs-whale)
- [Waybook](https://toolgpa.com/tools/waybook): SOP, onboarding and training playbook for growing teams. [Compare](https://toolgpa.com/compare/waybook-vs-whale)
- [SweetProcess](https://toolgpa.com/tools/sweetprocess): SOP, process and policy documentation with task tracking. [Compare](https://toolgpa.com/compare/sweetprocess-vs-whale)
- [Scribe](https://toolgpa.com/tools/scribe): Step-by-step guides captured automatically as you work. [Compare](https://toolgpa.com/compare/scribe-vs-whale)
- [Tango](https://toolgpa.com/tools/tango): Captures workflows as step-by-step guides with screenshots. [Compare](https://toolgpa.com/compare/tango-vs-whale)

## Sources

The prices, plans, platforms and features above were read from these pages on Oct 6, 2026:

- https://usewhale.io/pricing/
- https://usewhale.io/pricing.md
- https://usewhale.io/product/all-features/
- https://usewhale.io/integrations/

Page: https://toolgpa.com/tools/whale
Listed by ToolGPA (toolgpa.com).