SOP software
The central brain
for how your company works.
Capture how work gets done, give everyone answers they can trust, and train your people and AI agents on it. All in one place, always up to date.
- 4.8/5 on G2
- SOC 2 certified
- No credit card required
Here’s how to submit an expense report:
The way your company works is scattered across files, tools, and people’s heads. Whale turns it into your company’s brain, giving teams and AI agents trusted knowledge to get work right.
Capture how work gets done
Transform the way work gets done into knowledge your teams and AI tools can use. Capture online workflows, physical processes, or import existing documentation.
Answers everyone can trust
Give everyone the trusted knowledge and clear guidance to complete work correctly, keeping best practices consistent across teams and AI tools.
Hello! How can I help?
To set an out-of-office reply in Gmail:
- Click the Settings gear, then See all settings.
- In the General tab, turn the Vacation responder on.
- Set your dates and message, then click Save Changes.
Tip: add an Out of office event in Google Calendar and set your Slack status too.
Get every team member ready for the job
Turn your captured knowledge into structured training that helps every team member learn, practise, and prove they are ready.
Verified and up to date, automatically
Keep your operational knowledge accurate, organized, and up to date. Whale automatically flags outdated content and opportunities to improve it.
Use cases
Six jobs you can hand to Whale
Capture processes & SOPsWhale turns what sits in people’s heads into clear, versioned SOPs your team can follow.
Bring your AI tools up to speedThe AI tools your team already uses work from the same approved processes your people follow.
Onboard & train your teamWhale gives every new hire a training flow and a quiz, so you know they understood.
Roll out new softwareWhale puts step-by-step guides in front of people when they use the new tool.
Centralize your knowledgeOne verified place, so Alice answers from Whale, not someone’s inbox.
Ensure complianceWhale tracks who read and understood every policy, with audit-ready records on demand.
Whale AI
Meet Alice, your new AI team member.
For managers, Alice captures how work gets done, builds training and quizzes, and keeps everything verified and up to date.For team members, Alice answers any question, in Slack, on your phone and in your browser.
Create video guides
Start a screen or phone recording and Alice turns it into a step-by-step video guide.
Import what you have
Hand over your existing docs, or ask your AI teammate to draft something new from scratch.
Edit with ease
Ask Alice for a translation, an improvement or a layout fix, and it's done for you.
Build training
Ask for a training flow for any role, built from your own guides.
Write the quizzes
Alice writes a quiz on any guide in seconds, so you know your people understood.
Keep it all current
Your AI agent flags outdated steps and gaps before they cause mistakes, and helps you fix them.
Answers any question
Ask Alice anything and get an answer from your approved guides, with the source.
On your phone
Ask Alice from your phone, on the floor, on the road or at the workstation.
Works in Slack
Your AI teammate sits in Slack and Teams like a colleague, and steps in when it spots a question.
In your browser
The Chrome extension brings your AI agent into the web apps you use, ready when you need help.
Customer stories
Success stories
Real results for teams small and big.
How TurnUp gets new hires working from day one
TurnUp
Read the story →: How TurnUp gets new hires working from day one
How Wolfe Ridge Manufacturing turns tribal knowledge into procedures anyone can follow
Wolfe Ridge Manufacturing
Read the story →: How Wolfe Ridge Manufacturing turns tribal knowledge into procedures anyone can follow
How Cash-Wa Direct cut training time in half with a system that tracks comprehension
CashWa Direct
How Aurora Medical Spa trains its team across 7 locations
Aurora Medical Spa
How Oxygen Service Company finally mastered the EOS process component
Oxygen Service Company
How Image Solutions aligned a 100-person team on processes and kept them engaged
Image Solutions
Why teams choose Whale
Rated ‘Best support’
The best support
Expect quick answers on your questions, top notch coaching sessions and help with migrating your existing documentation to Whale.
Rated ‘Easiest to use’
Easy to use
Clients switch from other providers to Whale mostly because of our more user-friendly environment, making it easy for any team member to document, train or get trained.
Rated ‘High performer’
High performance
We understand that documenting processes takes work. Everything we provide in and around our platform is aimed at making the heavy lifting lighter, and shortening the time to value.
Security
Security your IT team
can sign off on
What IT asks about before a rollout, answered.
SOC 2 certified
How your procedures and records are stored and protected is independently audited.
Granular permissions and enforced SSO
Available from the Advance plan, so access control matches how your organisation is already set up.
GDPR aligned
EU and UK data rights documented in the Whale Trust Center.
Your data, your region
Hosted in the US or the EU, whichever you choose.
Enterprise agreements
A BAA is signed on request on the Enterprise plan.
Integrations
Whale works where you do.
Don’t change your workflow. Whale integrates with the tools your team already uses, providing answers exactly when they’re needed.
See our Integrations
Frequently asked questions
01What is Whale SOP Software?
Whale is an AI-powered SOP and training platform that helps teams document standard operating procedures, organize knowledge, and train employees faster.
It connects teams to standard operating procedures in real-time.
02Why do companies use Whale?
Companies use Whale to:
- centralize process documentation
- onboard and train their teams faster
- ensure compliance within their companies
In short, “Whale helps companies document their SOPs faster and train their team better.”
03Is my company data safe on Whale?
Yes, Whale is SOC 2 certified, GDPR compliant and is HIPAA ready. That means your company data remains safe and confidential.
04How does Whale differ from standard tools like Google Docs?
- Google Docs create static, scattered text files that people rarely read, while Whale actively integrates into your daily workflows via a web app and browser extension.
- It automates onboarding by turning SOPs into structured training journeys and quizzes.
05What industries does Whale serve?
Whale serves most industries including financial services, manufacturing, retail, construction and IT services.
06Does Whale integrate with our existing software tools?
Yes, it connects directly with CRM and productivity platforms. It works natively with HubSpot, Salesforce, Slack, Microsoft Teams, and Gmail. The CoPilot browser extension surfaces specific guides right inside those tools.
Whale’s Chrome extension allows you to integrate Whale with the apps in which you work.
07What brands use Whale?
Brands that have implemented Whale include Nespresso, Johnstone Supply, Rihm Family Companies, Oxygen Service Companies, Harvard Business School and more.
08How easy is it to get Whale up and running?
With our expertise, best practices and industry-specific templates, getting started with Whale is simple. Need help? Reach out to our dedicated customer success team.