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Whale

Whale review

The all-in-one AI platform to document, share, and manage your team's processes and training.

Whale costs from $99/mo · 4 plans · Free plan available

By Ciroapp Editorial Team · Updated May 15, 2026
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At a glance

Quick overview for Whale: rating, pricing summary, key features, and highlights.
Vendor page checked Oct 23, 2026

Ciroapp score

3.9/ 5

AI-Powered Process Hub for Growing Teams

We find Whale to be a capable AI-powered platform for centralizing documentation and training. It offers solid tools for creating SOPs and onboarding, especially for small to mid-sized teams. Overall, it's a promising solution for standardizing processes, though potential buyers should confirm external integrations and request a demo to test its fit.

Pros

  • AI-assisted documentation tools speed up SOP creation.
  • Centralized hub for all process knowledge and training.
  • Dedicated success team for support and onboarding.

Cons

  • Full integration capabilities are not detailed in snippets.
  • Pricing for advanced plans may be high for small budgets.
  • No money-back guarantee mentioned.
Best for
  • Small to enterprise businesses needing to document and standardize processes.
  • Teams with high employee turnover or frequent new hires.
  • Organizations looking to replace scattered documents with a single knowledge source.
Free trial
Yes
This section is a summary. Detailed sections about features, use cases, pricing, and reviews follow below.

What is Whale?

Does your team waste hours searching for the right document or training a new hire the same way over and over? 😩 This lack of process alignment hurts consistency and slows everyone down.

Whale aims to fix this by using AI to help you create, share, and manage all your standard operating procedures in one central hub. The goal is to save time, reduce errors, and get your team aligned on how work gets done.

💡 Whale is an AI-powered software platform designed to help businesses document their standard operating procedures (SOPs), train employees, and manage all process knowledge in a single source of truth. It’s built for teams of all sizes who need to streamline onboarding, ensure consistency, and make procedures easily accessible.

Should you choose Whale?

Quick buyer guidance before you compare plans or click through.

Choose it if

  • Businesses that value a central hub for all operational knowledge and training materials.
  • Managers who want to save time creating documentation with AI assistance.
  • Teams that need to ensure procedures are followed consistently across multiple locations or shifts.
  • Companies interested in verifying employee understanding of policies through quizzes and assessments.

Skip it if

  • Solo entrepreneurs or individuals with no team to document processes for.
  • Those needing a completely free, no-strings-attached tool; pricing details are not fully transparent upfront.
  • Teams unwilling to adopt a new platform or require deep, pre-built integrations not listed.
  • Businesses with extremely basic needs that a simple wiki or shared folder could solve.

Next steps before buying

  1. 1Visit the website and review the pricing page to understand the cost structure and plans available.
  2. 2Book a demo or start a free trial to test the interface and AI features with your own content.
  3. 3Check the integrations list to ensure it works with your team's existing tools like Slack, Teams, or your LMS.
  4. 4Read the customer success stories to see how similar businesses in your industry have implemented it.
  5. 5Consider the scope of your documentation project; identify a few key processes to pilot first.

Ease of use

The website emphasizes that Whale is simple and easy to get started with, offering self-service resources and a dedicated success team for support.

Whale Key Features

✨ Document in Seconds with AI Assistance

Stop staring at a blank page. Whale's AI writing assistant helps you create detailed standard operating procedures in minutes. It can also turn your existing documents, like Word files or PDFs, into editable Whale cards, preserving their structure and layout.

This saves hours of manual formatting and writing.

✨ Share Guides and Get Instant Answers

Say goodbye to endless folder searches. You can share clear instructions directly with your team where they work. The AI assistant, Alice, is trained on your documented knowledge in Whale.

She can answer any questions your team has, providing instant support anytime they need it.

💡 Train Teams and Reduce Ramp Time

Transform your procedures into easy-to-follow training manuals. This helps minimize new hire ramp time and ensures everyone learns the right way from day one. You can also use Alice to create quizzes based on your content to verify that your team has read and understood the material.

✨ Manage Everything in One Central Hub

Keep all your how-tos and process documentation in an organized, single source of truth. This eliminates version confusion and outdated documents. It's the central hub where you can keep everything up-to-date and easily accessible for your entire team.

✨ Gain Insights and Track Progress

Whale helps you see who is completing training and tasks. Alice analyzes assignment completion rates to identify top performers. This built-in tracking helps you spot training gaps and ensure your team is aligning with your processes.

✨ Works Where Your Team Does

You don't have to change your workflow. Whale integrates with the tools your team already uses, like Slack or Microsoft Teams. This provides answers and training exactly when and where they are needed, without forcing your team to switch contexts.

Use Cases

🚀 Streamlining Onboarding for a Growing Team

Your team hires often, and training the same processes repeatedly is a time sink. With Whale, you turn your procedures into a single, accessible training hub. New hires follow clear steps from day one, reducing ramp time by up to 50%.

Alice, the AI assistant, answers their questions instantly. This means your experienced team spends less time repeating basics and more on real work.

💡 Creating SOPs in Minutes, Not Hours

You need to document a process, but starting from a blank page is daunting. Whale's AI writing assistant helps you draft detailed procedures in minutes. Use the step or screen recorder to capture actions visually.

Tip: Start by importing an existing document. Whale converts it into an editable format, preserving its structure so you can refine it quickly.

📍 Managing Processes Across Multiple Locations

Your team works across different sites or shifts. Keeping everyone on the same page is a constant challenge. Whale provides one central source of truth for all your standard operating procedures.

Team members access the latest version from anywhere. You avoid outdated documents and version confusion, ensuring consistency no the location.

✅ Ensuring Policy Comprehension with Training Flows

You publish a new policy, but you're not sure who read or understood it. Whale lets you turn documents into training flows. Assign them to team members and track completion rates in one dashboard.

Use AI-generated quizzes to test understanding. This helps you verify that critical knowledge has been absorbed, not just skimmed.

💡 Building a Knowledge Hub for IT & Consulting

Problem: As an IT service provider, your team needs instant access to troubleshooting guides and client-specific procedures. Scattered docs cause delays.

Approach: You centralize all technical SOPs in Whale. The AI assistant, Alice, helps technicians find answers quickly during client calls.

Outcome: Response times improve. New hires get up to speed faster by learning from the documented collective knowledge.

✨ Simplified Documentation for Small Businesses

You're a small team wanting to organize your know-how without complex software. Whale's free plan is designed for this. You can start documenting and sharing SOPs within minutes.

Use the AI tools to structure your processes and make them easy to follow. It's a simple way to get everyone aligned from the start.

Whale pricing

From$99/mo

  • 4 plans
  • Free plan available
  • Save up to 33% with annual billing

Vendor page checked on Oct 23, 2026; confirm current prices on Whale's pricing page

Whale pricing page screenshotView pricing page screenshot
PlanBilled monthlyBilled annuallyIncludes
Free
Free
—
5 users
  • 5 users included
  • AI-assisted documentation
  • Trial of Whale AI
  • Step Recorder
  • Screen Recorder
  • +1
Team
$99/mo
$66/mo
$792 per year
Save up to 33% with annual billing
10 users
  • Everything in Free, plus
  • 10 users included
  • Whale AI included
  • User / Group permissions
  • Expert reviews
  • +1
Scale
$299/mo
$200/mo
$2,400 per year
Save up to 33% with annual billing
25 users
  • Everything in Team, plus
  • 25 users included
  • Whale AI included
  • Training flows
  • AI generated quizzes
  • +1
Advance
$699/mo
$468/mo
$5,616 per year
Save up to 33% with annual billing
50 users
  • Everything in Scale, plus
  • 50 users included
  • Whale AI included
  • Diagram Creator
  • Export Analytics to CSV
  • +1

Price history

Tracking prices since Oct 1, 2026. No price change detected yet.

Pricing types: Free plan, Free trial, Monthly subscription, Yearly subscription, Usage-based pricing

Pricing notes

Whale offers a range of plans from a free forever option to advanced enterprise solutions starting at $99/month. Pricing scales based on the number of users and advanced AI features included.

Whale costs between $0 and $699 per month with 4 plans: Free at $0, Team at $99, Scale at $299, and Advance at $699.

Below you will find the specific details for each available subscription level.

Free

Price: $0 monthly

Best For: everyone wanting to document and share SOPs within minutes

Other Features: 5 users included, AI-assisted documentation, Step Recorder, Screen Recorder, Video to SOP Converter

This plan is a great starting point for individuals or very small teams. It allows you to explore basic AI-assisted documentation and screen recording tools without any financial commitment.

Team

Price: $99 per month

Best For: small teams who want to manage documentation effortlessly

Other Features: 10 users included, Whale AI included, User/Group permissions, Expert reviews, Custom branding

If you have a growing team that needs better control over who sees what, this tier is for you. It adds professional touches like custom branding and export to PDF features.

Scale

Price: $299 per month

Best For: growing teams looking to onboard and train quickly

Other Features: 25 users included, Training flows, AI generated quizzes, User Roles, Badges

This is the most popular choice for businesses focusing on employee development. It includes automated training flows and quizzes to ensure your team actually understands the material.

Advance

Price: $699 per month

Best For: larger teams looking for scalability and security

Other Features: 50 users included, Diagram Creator, Export Analytics to CSV, Connect external sources, Enforce SSO login

Choose this tier if your organization requires high-level security and deep integration with other data sources. It offers the most robust seat count and advanced administrative controls for complex operations.

Whale offers a "Try for Free" option on their paid tiers, acting as a free trial to test premium features. Please note that annual billing saves you 33% compared to monthly rates.

Cost calculator

Estimate what Whale costs for your team.

Billing
Per month
$99
Per year
$1,188

Team has a flat price: the number of seats does not change the total. Estimate based on published list prices, before taxes, add-ons and discounts.

How to pay less for Whale

  • Pay annually: saves up to 33% compared with monthly billing.
  • Start on the free plan and upgrade only when you hit its limits.
  • A free trial is available: test it before you pay.
  • Cheaper tools in this category start at $19/mo.
Start free trial

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User Reviews

We could not access the full Trustpilot or Capterra reviews due to security blocks (403 errors). Therefore, we cannot provide a balanced summary of user sentiment or recurring themes based on specific snippets.

Summarized from public reviews on Trustpilot, Capterra

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Why use Whale?

✨ Stop the process chaos and get your team working smarter.

Imagine cutting your onboarding time in half and having every team member follow the same proven steps. Whale makes this possible by transforming how you create and use your company's know-how.

  • Document in seconds, not hours. Use AI tools to turn your processes into clear, easy-to-follow SOPs quickly. No more starting from a blank page.
  • Get instant answers. Share guides directly where your team works. The AI assistant, Alice, can answer questions based on your documented knowledge anytime.
  • Train and onboard with consistency. Turn procedures into training manuals to ramp up new hires faster and ensure everyone learns the right way from day one.
  • Keep everything in one place. Manage all your how-tos in an organized hub. No more outdated docs, version confusion, or endless folder searches.
  • Gain real insights. See who is completing training and tasks with built-in tracking, helping you spot top performers and training gaps.
Try it nowView pricing

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Docsie is an award-winning platform designed specifically for managing enterprise knowledge bases. It acts as your central hub for standard operating procedures (SOPs), help documents, and essential knowledge sharing. The platform transforms outdated, complicated files into dynamic, searchable, and multilingual solutions. Docsie is built for teams worldwide who need to deliver consistent, high-quality technical content efficiently. Everything is secured with robust enterprise-grade features.

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Whale FAQ

How much does Whale cost?

Whale's cheapest paid plan, Team, costs $99 per month. Paid plans range from $99 to $699 per month.

Does Whale have a free plan?

Yes. Whale has a free plan (Free); paid plans start at $99 per month.

Does Whale offer a free trial or a money-back guarantee?

Whale offers a free trial.

How much do you save with annual billing on Whale?

Paying annually saves up to 33% compared with monthly billing, based on Whale's list prices.

Has Whale's price changed recently?

No. We have not detected a price change since we started tracking on Oct 1, 2026.

What integrations does Whale support?

Whale integrates with tools like Slack, Microsoft Teams, and your existing Learning Management System (LMS). You can connect external sources in the Advance plan. For a complete list, check the Integrations page on their site.

How does Whale handle data security and compliance?

Whale is SOC 2 certified, HIPAA ready, and GDPR compliant. Advanced security features like enforced SSO login are available on the Advance plan.

Are there any user or token limits?

Yes, each plan has a user limit: 5 on Free, 10 on Team, 25 on Scale, and 50 on Advance. AI token usage varies by plan, with unlimited tokens on Scale and Advance. For higher limits, you can book a demo to discuss customization.

What does the onboarding and migration process look like?

Whale offers self-service resources and a dedicated success team to help you get started. You can import existing documents, which are automatically converted into editable Whale cards.

What kind of customer support do you provide, and are there SLAs?

Whale emphasizes 'amazing human support' and has a dedicated success team.

In which languages and regions is Whale available?

The website does not explicitly state which languages or regions are supported. You should confirm this with their sales or support team before purchasing.

Can I cancel my subscription at any time?

You should review the terms and conditions during the purchase process for details on cancellation.

Who is Whale best suited for?

Whale is ideal for small to enterprise teams that need to document, standardize, and manage their processes. It's especially useful for companies with high employee turnover or those wanting to replace scattered documents with a single knowledge source.

Ready to try Whale? Check out the official site or pricing.
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