Whale
Write down how your business does things so everyone follows the same steps.
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What it does
Whale helps you write step-by-step guides for your team. These are called SOPs, or standard ways to do a task. New hires can learn the right way faster.
Who it is good for
Good for growing teams that need everyone doing tasks the same way.
Pro tip
Write a checklist for each service call so every tech does it the same.
What is Whale?
Whale is a tool for writing SOPs and training staff. An SOP is a standard set of steps for a task, like how to close out a job. Whale can turn a screen recording or video into written steps. It also builds training lessons and quizzes. It has a free plan for one writer and up to 10 team members.
What does Whale do?
- Video to SOP: Record your screen or a video, and Whale turns it into written steps.
- Checklists: Staff can follow a checklist so no step gets missed.
- Training flows: You can group SOPs into lessons for new hires.
- Quizzes: Short quizzes check that a new hire knows the steps.
- Alice AI: An AI helper answers staff questions from your own guides.
- Integrations: It links to Google Drive and OneDrive, and paid plans add Slack and Zapier.
How much does Whale cost?
Whale has a free plan with 1 writer, up to 10 team members and 1 training flow. The Scale plan is from $249 a month, billed yearly, with 3 writers. Extra writers on Scale are $29 a month each. The Advance plan is from $499 a month, billed yearly. Prices were checked on usewhale.io in October 2026 and can change. Extra writers on Advance are $39 a month each. Enterprise is a custom price.
How can a contractor use Whale?
- An HVAC office manager can record how to book a service call in the job software. Whale turns it into steps the next hire can follow.
- A pest control company can build a training flow for new techs, with a quiz on safety steps. The owner can see who passed.
- A landscaping company with seasonal hires can keep a checklist for opening and closing the shop. Teams that hire often get the most from it.
Whale pros and cons
Pros
- The free plan lets a small team try it.
- Turning a video into written steps saves typing.
- Quizzes help prove new hires know the steps.
Cons
- Paid plans start at $249 a month, billed yearly.
- The free plan only allows 1 writer and 1 training flow.
- It works best for office steps on a computer; field steps need photos or video you shoot yourself.
Who should skip Whale?
Skip Whale if you are a one-person or two-person shop. You can keep your steps in a shared doc for free. It pays off when you hire often and train people over and over. Start with the free plan to see if your team will use the guides.
Whale alternatives
Whale is built for SOPs and training. These tools also help you write down how your business runs, track team work or run checklists.
- Process Street: pick it if you want checklists that run your repeat tasks step by step.
- ClickUp: pick it if you want SOPs and task tracking in the same app.
- monday.com: pick it if you want team boards with simple process steps.
See every option in Office & Productivity.
Questions about Whale
Does Whale have a free plan?
Yes. The free plan includes 1 writer, up to 10 team members, 1 training flow and 1 quiz. It also includes a one-time batch of 20 AI credits.
How much does Whale cost?
The Scale plan is from $249 a month, billed yearly, and the Advance plan is from $499 a month, billed yearly. Enterprise is a custom price.
Can Whale make SOPs from a video?
Yes. Whale has a screen recorder and a video-to-SOP converter. It turns a recording into written steps your team can follow.
Does Whale work with Slack?
Yes, on the Scale plan and up. Those plans list Slack and Zapier, which links Whale to over 1,000 apps. The free plan links to Google Drive and OneDrive.
Not sure which tool fits your business? Book a free call and we will help you choose.
