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Process documentation keeps teams on the same page, literally.
Organizations transform high-level and more detailed workflows into process maps, demonstrating how tasks get done. In turn, everyone has a reliable reference for correctly and efficiently performing work.
This best practice standardizes workflows, improves the quality of training for new employees, reduces operational errors, and limits waste. Transform your process documentation methodology by using software to streamline the creation of standard operating procedures (SOPs), guides, flowcharts, diagrams, and more. Here are 10 of the best tools on the market.
The 10 top workflow documentation tools in 2025
Process documentation software minimizes manual workflow mapping tasks. These intelligent tools, often backed by AI, track and document processes, creating user-friendly written and visual guides on your behalf. Find the right process documentation tool for your organization in the list of 10 excellent options below.
1. Scribe
Scribe Capture is a lightweight documentation software that automatically creates visual step-by-step guides and flowcharts from any digital workflow. Simply hit “record” and perform the process once, and Scribe will generate a comprehensive guide, complete with screenshots, text, and annotations.
Key features
- Automatic workflow capture
- Step-by-step screenshots
- Editing tools
- Easy sharing across teams
- Collaborative libraries for organizing guides
Pros
- Cuts documentation time since users only perform the process once, and Scribe documents it automatically
- Creates beautiful, visual guides---no design or editing expertise required
- Great for onboarding sequences, SOPs, support guides, and IT instructions
Cons
- Designed for documenting digital workflows, not physical or in-person processes
- Long policy documents or conceptual guides will still require manual writing
Best for
Scribe is best for both small teams and large enterprises that need to easily create shareable documentation, SOPs, or how-to guides. Scribe supports documentation creation across IT, operations, finance, HR, software teams, and more.
2. Snagit
Snagit is a screen capture, recording, and image editing tool that creates visual walkthroughs of software workflows that users can then annotate and turn into process guides.
Key features
- Screen capture allows for scrolling and panoramic views
- Step numbering that quickly structures action sequences
- Option to screen-record short instructional videos or GIFs
Pros
- Produces polished image-based documentation
- Can generate both image and video demos
Cons
- Documenting long, detailed workflows can be time-consuming
- Videos need to be re-recorded if the user makes a mistake
- Video instructions can't be updated without re-recording
- No automation, meaning all work must be performed manually
Best for
Teams that need professional-grade visual documentation, such as HR, IT support, or workforce training teams.
3. Whale
Whale is an AI-driven tool that documents and shares processes in playbooks, checklists, and quizzes that streamline training and workflow management.
Key features
- AI-powered process documentation from existing resources
- Turns processes into actionable training sequences
- Users can embed feedback and comments into operational manuals
- Supports images, GIFs, and Loom videos
Pros
- Takes a training-focused approach to process documentation
- AI minimizes manual work and speeds up the documentation process
Cons
- May be too focused on training for teams that have other process documentation needs
- The tool can be heavy for small organizations without many processes to track
Best for
Operations and HR teams or leaders who need clear training guides for onboarding and continual education
4. Guidde
Guidde is an AI-powered tool that automatically creates step-by-step video documentation from screengrabs.
Key features
- AI-generated step-by-step video guides from basic screen recordings
- Automatic voiceovers, text overlays, and captions
Pros
- Produces polished, branded visual documentation---no graphic design know-how required
- AI voiceovers and subtitles eliminate the need for tedious audio recording or manual captioning
Cons
- Video guides may not be right for every process
- Not ideal for long-form documentation
Best for
Teams, like customer support, onboarding, and customer education that thrive with video-based documentation.
5. Confluence (Atlassian)
Confluence is a collaborative knowledge base that organizes and shares policy and process documents.
Key features
- Real-time, collaborative editing, comments, and inline feedback
- Technical documentation templates
- Single source of truth
Pros
- Great for teams already using Jira or other Atlassian tools
- Can handle long-form, technical documents
Cons
- Step-by-step process docs still take manual effort to create
- Documentation can become unwieldy and hard to navigate
Best for
Engineering or product teams that require extensive documentation.
6. Loom
Loom is a screen recording tool that can be used to document digital processes in short videos.
Key features
- Easy screen and camera recording
- AI turns videos into step-by-step guides
- Users can collaborate with commenting and reaction tools
- Integrates with commonly-used project management platforms
Pros
- Great for demonstrating processes instead of relying on text explanations
- Promotes asynchronous training
Cons
- Users must re-record when they make a mistake or want to update documents, meaning they aren't ideal for continually changing processes
- Video guides can be tough to scan when someone just wants to review a particular piece of information
Best for
Asynchronous and/or remote teams that want to document processes with helpful video walkthroughs.
7. Process Street
Process Street is an SOP and workflow management software with a focus on compliance operations. Teams can create process documents, templates, and checklists, while also automating workflows for repetitive processes.
Key features
- Template and checklist builder for recurring SOPs and workflows
- Workflow automation
- Compliance features, like audit trails
Pros
- Combines process documentation and triggered task automations
- Templates and checklists help teams review their work
Cons
- More focused on structured checklists and workflows than guides or instructions
- May be excessive for teams that only want to document processes without needing automation features, too
Best for
Compliance-focused organizations that need to document SOPs associated with certain tasks.
8. Notion
Notion is a workspace and documentation platform that can be used to store and create SOPs, wikis, databases, and collaborative knowledge hubs.
Key features
- Customizable pages and databases
- Notion AI can generate and summarize documentation
- Extensive template database, with references for SOPs, employee onboarding guides, and other common business documents
Pros
- Very flexible and customizable
- Notion AI accelerates document creation and formatting
- Cross-functional teams can collaborate easily
- Great for growing a single internal knowledge hub
Cons
- May be too freeform for teams that want structure and ready-to-use interfaces
- Workspaces can get chaotic without strong governance
Best for
Cross-functional teams that need a flexible, collaborative space to store single sources of truth and plan work.
9. Tango
Tango is an automatic process workflow capture tool that generates step-by-step guides from on-screen actions.
Key features
- Automatic process capture
- Lightweight (browser version)
Pros
- Speedy, consistent process documentation
- Easy-to-use
Cons
- Documentation is based on screen recording, so users have to manually add in narrative information
- No process analytics, optimization insights, or workflow intelligence
Best for
Teams that value speed in process documentation.
10. ProcessMaker
ProcessMaker is primarily a business process management (BPM) tool that automates and manages complex workflows, but it also helps teams document processes.
Key features
- Visual workflow maps
- Low-code workflow automations
- Integrates with ERPs and CRMs
- Provides workflow analytics
Pros
- Combines process documentation and workflow automation
- Analyzes processes and suggests optimizations
Cons
- May have too many features for teams wanting a straightforward process documentation tool
- Implies a learning curve
Best for
Enterprise-scale documentation and automation.
How to choose the right process documentation tool
Among many great options, how can you choose the right tool for your operation? The key is selecting process documentation software that meets your needs without exceeding them, leaving you with costly or weighty features your team might not take full advantage of. Here are a few savvy points to consider when comparing tools.
- Needs: Some tools combine process documentation with workflow automation, but if you don't need the latter, you may pay more for features that are simply "taking up space."
- Team size: Smaller teams can get away with using lightweight tools with limited features. But larger organizations need enterprise-scale software that can document many complex and cross-functional workflows.
- Documentation format: Certain tools favor video documentation while others leverage image and text more heavily. Consider the processes you'll document and what format best suits them (and is easiest for your teams to understand).
How Scribe helps teams document and improve processes
Save time and improve the accuracy of your process documentation tasks by leveraging automatic workflow capture.
Scribe Capture automates process documentation by generating step-by-step guides with easy-to-use software. With Scribe Capture, teams can quickly record digital processes and automatically generate detailed and clear to follow step-by-step guides, SOPs, or process documentation.
FAQs
What’s the difference between process documentation and knowledge management?
Process documentation records how organizations perform certain tasks, usually in step-by-step guides. Knowledge management (KM) refers to the capture and sharing of all types of knowledge in an organization, including know-how that team members gather through experience.
How do you document a process that involves several tools or departments?
When documenting cross-departmental or other complex processes, involve all key stakeholders so they can share knowledge on how tasks are best performed. Cross-check this first-hand knowledge with data captured by your automated process documentation tool.
How do AI-powered documentation tools improve efficiency?
AI-driven tools can automate data capture and transform it into user-friendly guides or flowcharts, with minimal to no human intervention.
What’s the most effective way to use process documentation when onboarding new employees?
Use process documentation to generate guides detailing everyday workflows that new hires need to understand to perform their jobs well. Employees can review these documents or videos at their own pace and asynchronously, minimizing the time HR team members spend on training.
