The deadline is approaching, your team is scattered across multiple tools, and your processes are buried in outdated Word documents or forgotten Slack threads. Meanwhile, some organizations seem to operate like well-oiled machines - every. single. process.
No, they aren't working around the clock. They're using process documentation tools.
Process documentation eliminates guesswork—standardizing workflows, reducing errors, and ensuring knowledge doesn't disappear when employees leave.
So, if you want to systemize your operations and scale efficiently, this guide is for you.
We've built a list of the best process documentation software of 2025 that'll actually improve your existing workflows.
What types of process documentation software are there?
From capturing screen-based workflows to building comprehensive training programs, there's a tool to solve any documentation challenge.
To simplify your search, we've divided the tool list into key categories catering to different business needs.
Interactive Demo and Tutorial Platforms
Interactive demo platforms help you build, customize, and share quick and detailed process walkthroughs. Unlike static screenshots or lengthy videos, these tools create engaging, clickable experiences that viewers can interact with at their own pace.
These tools also excel at creating process documentation that feels more like hands-on training than traditional manuals.
Screen Recording and Auto-Documentation Tools
Screen recording tools automatically capture your actions as you perform tasks, generating step-by-step guides with screenshots and instructions. These platforms eliminate manual documentation work and ensure no steps are missed.
Comprehensive Process Management Platforms
These platforms go beyond simple documentation to offer complete workflow management, including task assignments, progress tracking, and team collaboration features.
Training and Learning Management Systems
Training-focused platforms combine process documentation with structured learning paths, assessments, and compliance tracking. These tools are ideal for organizations that need formal training programs.
9 best process documentation tools in 2025
Instead of a long list of tools offering overlapping features, we handpicked the best process documentation tools. We divided them into categories—from simple screen recording to comprehensive training systems.
You can choose tools from each category and build a solid documentation stack to give any team a competitive edge.
| Tool | Use Case | Pricing | Ease of Use | G2 Rating |
|---|---|---|---|---|
| Supademo | Interactive Demos | ⭐⭐⭐⭐ | ⭐⭐⭐⭐⭐ | 4.8 |
| Scribe | Quick Documentation | ⭐⭐⭐⭐ | ⭐⭐⭐⭐⭐ | 4.9 |
| Guidde | Video Tutorials | ⭐⭐⭐ | ⭐⭐⭐⭐ | 4.7 |
| iorad | Multi-format Guides | ⭐⭐ | ⭐⭐⭐ | 4.5 |
| Trainn | Sales Enablement | ⭐⭐⭐ | ⭐⭐⭐⭐ | 4.6 |
| Trainual | Employee Training | ⭐⭐ | ⭐⭐⭐⭐ | 4.7 |
| SweetProcess | SOP Management | ⭐⭐⭐ | ⭐⭐⭐⭐ | 4.6 |
| Dubble | Auto-Recording | ⭐⭐⭐ | ⭐⭐⭐⭐ | 4.5 |
| Folge | Desktop Documentation | ⭐⭐⭐⭐ | ⭐⭐⭐⭐ | 4.9 |
1. Supademo
Supademo is an easy-to-use demo building platform that helps you showcase your processes through interactive walkthroughs. You can build demos using screen recording via Chrome Extension or Desktop app, image/video uploads, or HTML capture.
What are Supademo's key features?
- Demo Editor: Customize each demo by adding your company's logo, animations, custom backgrounds, hotspot designs, and call-to-action buttons
- Multi-demo showcase: Showcase various features or processes in one place for comprehensive documentation
- Personalization: Tailor your demos to individual viewers using dynamic variables like company or viewer's name, conditional branching, or custom trackable links
- Supademo AI: Translate interactive product tours into 15+ languages, add voiceovers, or generate annotated texts
- Demo sharing: Share process docs as trackable links, embed them on the web, or export them as PDFs or MP4 files
- Analytics: Get detailed insights into viewer engagement through metrics like completed steps, drop-off points, IP data, and unique clicks
What is Supademo's pricing?
Pro ($36/creator/month): Includes team workspace, unlimited demo creation, image and video uploads, advanced editing features, and personalization.
Scale (starts at $50/creator/month): Includes in-app product to triggers, desktop app recording, custom domain, form and calendar embed, and trackable share link.
Enterprise (custom plan): Offers unlimited user seats, HTML-based demo capture, advanced security, and personalized onboarding and training.
You can take Supademo for a run with a Pro and Scale plan's 14-day free trial.
What are Supademo's pros and cons?
✅ Advanced process documentation analytics offering insights to understand user engagement and optimize content
✅ User-friendly interface with <5 minute implementation time
✅ Supports 15+ languages to translate and transcribe demos for global teams
✅ Interactive hotspots and branching for complex process documentation
❌ Limited integrations compared to competitors (currently integrates with HubSpot, Salesforce, Marketo, Zapier, Google Analytics, and Slack)
Should you use Supademo?
Ease: ⭐️⭐️⭐️⭐️⭐️
G2 rating: 4.8/5
Supademo is ideal for teams who want to create engaging, interactive process documentation that goes beyond static screenshots. Teams consistently outperform single use case usage when combining forces across departments like Sales + Marketing or Marketing + Customer Success. If you want to create process documentation that actually engages your audience, Supademo is a must-have tool.
2. Scribe
Scribe automatically generates how-to guides and serves them to your team when they need them most. Save time, stay focused, help others.
Scribe is an AI-powered process documentation tool that automatically generates step-by-step guides as you perform tasks, complete with text, links, and annotated screenshots.
What are Scribe's key features?
- Automatic capture: Record any web or desktop process and generate instant documentation
- AI-powered descriptions: Smart text generation for each step with context-aware annotations
- Scribe Sidekick: Discover existing guides for any website you're using
- Smart redaction: Automatically blur sensitive information with customizable privacy settings
- Scribe Pages: Combine multiple guides into comprehensive training manuals
- Team collaboration: Share, edit, and collaborate on process documentation in real-time
What is Scribe's pricing?
Pro Personal ($23/user): The personal Pro plan offers unlimited guide creation, advanced insights, ability to edit/redact, and custom branding. It also includes desktop capture and multiple export options (PDF, HTML, Markdown, and Confluence integration).
Pro Team ($15/user – minimum of five): This plan requires a minimum of 5 seats, making the starting cost $60/month when billed annually. Other than the seat limit, the plan is identical to Pro Personal.
Enterprise: This plan includes custom pricing plans that offer automated redaction, advanced security, multiple workspaces, and central document management.
What are Scribe's pros and cons?
✅ Zero learning curve - if you can do the process, you can document it
✅ Extensive free plan with full functionality for basic use cases
✅ Community library with thousands of pre-made guides
✅ Advanced AI features for smart content suggestions and automation
❌ Limited to screen-based processes only
❌ Some users want better "Table of Contents" functionality for longer guides
❌ No API available for custom integrations
Should you use Scribe?
Ease: ⭐️⭐️⭐️⭐️⭐️
G2 rating: 4.9/5
Scribe acts as a virtual assistant, eliminating the need for manual documentation efforts and ensuring that documentation is consistently accurate and up-to-date. Perfect for teams that need to quickly document processes without any technical setup or training.
3. Guidde
Guidde is a video-first process documentation tool that combines screen recording with AI-powered features to create comprehensive video tutorials and step-by-step guides.
What are Guidde's key features?
- AI video creation: Automatically generate narration and explanations for captured workflows
- Multi-format output: Create videos, step-by-step guides, or interactive tutorials from single recordings
- Smart editing: AI-powered editing tools for polishing videos and adding professional touches
- Voice synthesis: Generate natural-sounding voiceovers in multiple languages
- Integration hub: Connect with popular tools like Slack, Confluence, and help desk platforms
- Analytics tracking: Monitor video engagement and guide completion rates
What is Guidde's pricing?
Business ($35/user/month): Team collaboration, SSO, and advanced integrations
Enterprise (custom pricing): Custom security, dedicated support, and unlimited features
Take a detailed look at Guidde's pricing in our blog.
What are Guidde's pros and cons?
✅ Video-first approach appeals to visual learners
✅ AI-powered features reduce manual editing time
✅ Multiple output formats from single recordings
✅ Strong integration ecosystem for popular business tools
❌ Steeper learning curve compared to simpler screenshot tools
❌ Video files can be large and harder to update than text-based guides
❌ Requires more bandwidth for viewers accessing content
Should you use Guidde?
Ease: ⭐️⭐️⭐️⭐️
G2 rating: 4.7/5
Guidde is excellent for organizations that prefer video-based training and have the resources to maintain video content. It's particularly effective for complex processes that benefit from visual demonstration.
4. iorad
The iorad Tutorial Builder enables anyone to create and share step-by-step, interactive tutorials for any web or computer process in a matter of minutes.
iorad is a tutorial maker that creates multiple content formats from single recordings, including interactive tutorials, step-by-step guides, videos, and slide presentations.
What are iorad's key features?
- Multi-format generation: Create tutorials, videos, presentations, and PDFs from one recording
- Interactive tutorials: Build clickable walkthroughs with guided navigation
- Desktop and web capture: Record processes across different platforms and applications
- Smart masking: Automatically hide sensitive information during recording
- Custom branding: Apply your company's visual identity to all content
- Cloud-based sharing: Instant publishing and sharing with collaborative features
What is iorad's pricing?
Individual ($200/month): Private tutorials, custom branding, and analytics
Team ($500/month): Multi-user accounts, advanced analytics, and team management
Enterprise (custom pricing): SSO, SCORM packages, and dedicated support
Take a detailed look at iorad's pricing in our blog.
What are iorad's pros and cons?
✅ Multiple content formats from single recordings maximize content value
✅ Interactive tutorials provide hands-on learning experiences
✅ Comprehensive editing tools for professional-quality content
✅ Easy sharing and integration with knowledge base platforms
❌ Expensive pricing starting at $200/month for basic private features
❌ Chrome extension can slow down browser performance
❌ Limited free plan with public-only content
Should you use iorad?
Ease: ⭐️⭐️⭐️
G2 rating: 4.5/5
iorad makes documenting things so much easier than taking screen shots and pasting them into a slide, then drawing a box, and then type what you clicked on. It does all of that for you. Best for organizations with budget for premium features who need multiple content formats from their process documentation.
5. Trainn
Trainn focuses on creating product-led training content and customer education materials, making it ideal for customer-facing teams and product adoption.
What are Trainn's key features?
- Product-led content creation: Build tutorials directly integrated with your product interface
- Customer education focus: Specialized tools for external training and onboarding
- Interactive elements: Add quizzes, assessments, and engagement tools to content
- Analytics dashboard: Track learner progress and content effectiveness
- White-label options: Customize platform appearance for client-facing content
- Integration capabilities: Connect with CRM and customer success platforms
What is Trainn's pricing?
Professional ($150/month): Advanced features and analytics
Business ($300/month): Team collaboration and white-label options
Enterprise (custom pricing): Full customization and dedicated support
What are Trainn's pros and cons?
✅ Customer education focus with specialized features for external training
✅ Product integration capabilities for seamless user experiences
✅ Strong analytics for measuring training effectiveness
✅ Professional customization options for client-facing content
❌ Higher pricing compared to general documentation tools
❌ Learning curve for advanced features
❌ Limited use cases outside of customer education
Should you use Trainn?
Ease: ⭐️⭐️⭐️⭐️
G2 rating: 4.6/5
Trainn excels for SaaS companies and product teams that need to create customer-facing training content and product adoption materials. It's particularly valuable for customer success and sales enablement teams.
6. Trainual
Trainual helps you document and deliver structured, repeatable training that scales with your team and keeps everyone aligned.
Trainual is a comprehensive training and process management platform designed to document policies, processes, and procedures while providing structured learning paths for employees.
What are Trainual's key features?
- Business playbook creation: Document all company processes, policies, and SOPs in a searchable format
- AI-assisted content generation: Use AI to automatically generate processes and policies with industry best practices
- Role-based training paths: Create customized learning experiences based on employee roles and responsibilities
- Testing and compliance: Built-in assessments, quizzes, and e-signature capabilities for compliance tracking
- Mobile accessibility: Native mobile apps and Chrome extension for on-the-go access
- Organization charts: Visual mapping of roles, responsibilities, and team structures
What is Trainual's pricing?
Medium ($349/month): Up to 75 users with advanced features and custom branding
Large ($449/month): Up to 150 users with full feature access and priority support
Enterprise (custom pricing): Unlimited users with advanced security and customization
Note: Trainual uses company-wide pricing rather than per-user pricing
What are Trainual's pros and cons?
✅ Comprehensive training system with structured learning paths and assessments
✅ AI-powered content generation and industry-proven templates for quick setup
✅ Strong compliance features with e-signatures and detailed tracking
✅ Role-based permissions and organizational mapping tools
❌ Expensive company-wide pricing can be costly for smaller teams
❌ Steeper learning curve due to comprehensive feature set
❌ Limited focus on quick process capture compared to specialized tools
Should you use Trainual?
Ease: ⭐️⭐️⭐️
G2 rating: 4.7/5
Trainual is awesome because it allows you the ability to digitize your training for new employees. It's ideal for organizations wanting gamified and tailored training programs, especially larger enterprises where managers can't give 1:1 feedback. It helps scale personalized training for existing reps and new hires.
For more alternatives, check out our comprehensive Trainual alternatives guide.
7. SweetProcess
SweetProcess makes documenting step-by-step guides as standard operating procedures (SOPs) easy and efficient. Share procedures with a team and track progress as tasks get completed.
SweetProcess is a cloud-based business process management tool that helps businesses document their standard operating procedures (SOPs), assign and manage tasks, and track progress in one centralized location.
What are SweetProcess's key features?
- SOP documentation: Create detailed step-by-step procedures with images, videos, and file attachments
- Task management: Assign procedures as tasks and track completion with built-in checklists
- Team collaboration: Comments, approvals, and version control for collaborative process improvement
- Chrome extension: Record web-based processes automatically as you work
- Knowledge base: Transform procedures into a searchable knowledge base for employees or clients
- Progress tracking: Monitor team progress through processes with detailed activity logs and audit trails
What is SweetProcess's pricing?
Active Member Billing: $5/month for each additional active user (only pay for users who actually use the software)
What are SweetProcess's pros and cons?
✅ Active member billing model - only pay for users who actually use the software
✅ Built-in process recording with Chrome extension for web-based workflows
✅ Comprehensive SOP management with approvals, version control, and audit trails
✅ No learning curve - intuitive interface that teams can use immediately
❌ Limited integration options compared to larger platforms
❌ Primarily focused on text-based documentation rather than interactive content
❌ Basic reporting and analytics features
Should you use SweetProcess?
Ease: ⭐️⭐️⭐️⭐️
G2 rating: 4.6/5
SweetProcess is ideal for teams that need comprehensive SOP management with task tracking and team accountability. It's particularly effective for businesses that want to get processes out of people's heads and into a systematic, trackable format. For other options, explore our SweetProcess alternatives comparison.
8. Dubble
Dubble watches how you work, and translates your actions into written step-by-step guides, tutorials, videos and screenshots automatically.
Dubble is an AI-powered documentation tool that automatically captures your workflows and creates instant step-by-step guides, tutorials, and onboarding resources for your processes.
What are Dubble's key features?
- AI-powered capture: Automatically records and interprets your actions to create comprehensive documentation
- Multiple output formats: Generate step-by-step guides, video tutorials, and interactive screenshots from single recordings
- Smart editing: AI assistance for refining and improving generated content
- Team collaboration: Share and collaborate on documentation across teams
- Integration capabilities: Connect with popular workflow and knowledge management tools
- Auto-updates: Keep documentation current with workflow changes
What is Dubble's pricing?
Pro ($12/user/month): Advanced AI features, custom branding, and team collaboration
Team ($20/user/month): Enhanced team features, integrations, and priority support
Enterprise (custom pricing): Advanced security, SSO, and dedicated support
What are Dubble's pros and cons?
✅ AI-powered automation reduces manual documentation effort significantly
✅ Multiple content formats from single recordings maximize value
✅ Smart interpretation of user actions for accurate documentation
✅ Continuous improvement with AI learning from user feedback
❌ Still developing and may have occasional AI interpretation errors
❌ Limited customization options for specific business needs
❌ Newer platform with smaller user community and fewer integrations
Should you use Dubble?
Ease: ⭐️⭐️⭐️⭐️
G2 rating: 4.5/5
Dubble is excellent for teams that want cutting-edge AI automation for documentation creation. It's particularly valuable for organizations that frequently update processes and need documentation to stay current automatically. Learn more about alternatives in our Dubble comparison guide.
9. Folge
Folge is a fast tool for creating step-by-step guides, tutorials, lessons, and documentation with one-click screenshot capturing and multiple export formats.
Folge is a desktop application available for Windows and Mac that automatically captures workflows by taking screenshots for each click you make, then allows you to edit and export comprehensive documentation in multiple formats.
What are Folge's key features?
- One-click screenshot capture: Automatically captures screenshots with mouse clicks, hotkeys, or combinations as you work
- Advanced editing suite: Comprehensive editing tools to blur sensitive areas, highlight specific regions, and add annotations
- Multiple export formats: Export to PDF, HTML, PowerPoint, Word, JSON, and Markdown with different templates and fonts
- Desktop-focused design: Optimized for true desktop applications and complex software documentation
- Lifetime license: One-time purchase model with ongoing updates and support
- Template system: Customizable templates for consistent documentation appearance across teams
What is Folge's pricing?
Personal License: €69 one-time fee for personal use
Commercial License: €130 one-time fee for commercial use
Enterprise (custom pricing): Advanced security, SSO, and dedicated support
What are Folge's pros and cons?
✅ One-time purchase model - no recurring subscription fees
✅ Desktop application focus - excellent for complex software and ERP systems
✅ Multiple professional export formats including technical formats like Markdown
✅ Lifetime license with updates provides excellent long-term value
✅ Intuitive editing tools for professional-quality documentation
❌ Limited to desktop applications (Windows and Mac only)
❌ No Linux support currently available
❌ Requires manual text descriptions for each step
❌ No cloud-based collaboration features
Should you use Folge?
Ease: ⭐️⭐️⭐️⭐️
Capterra rating: 4.9/5
Folge works as a tool should. It gets out of the way and allows you to succeed in what you're trying to accomplish. The beauty in Folge is that it works behind the scenes. You turn it on and then just work. It's ideal for teams that need comprehensive desktop application documentation with professional export options and prefer a one-time purchase over subscriptions. For comparisons with other desktop documentation tools, check our Folge alternatives guide.
Frequently Asked Questions
What's the difference between process documentation and process mapping?
Process documentation focuses on creating detailed written instructions with screenshots and step-by-step guidance, while process mapping emphasizes visual flowcharts and diagrams to show workflow relationships and decision points.
How do I choose between video vs. text-based documentation?
Video documentation (like Supademo and Guidde) is better for visual learners and complex demonstrations, while text-based guides (like Scribe) are easier to update, search, and consume quickly. Consider your audience and maintenance resources.
Can these tools integrate with my existing knowledge base?
Most modern process documentation tools offer integrations with popular platforms like Confluence, Notion, SharePoint, and help desk systems. Check specific integration requirements with each vendor.
How often should I update process documentation?
Best practice is to review and update documentation quarterly, or immediately when processes change. Tools with automatic capture and AI features make updates much more manageable.
Ready to transform your process documentation? Start with Supademo's free trial to create engaging, interactive process guides that your team will actually use.
