Imagine this: A new employee joins the team, ready to contribute. But instead of a clear onboarding process, they face scattered tools, undocumented procedures, and unclear expectations. Every question means finding the right person - if they’re available.
This happens often. One in ten employees quits because they don’t have the resources to work effectively. At the core is usually the same problem: missing or inconsistent process documentation.
When processes aren’t recorded or shared properly, productivity slows, mistakes increase, and scaling becomes harder. Process documentation software solves this. It helps standardize workflows, store knowledge in one place, and make it easy for any team member to find the information they need - whether they’re new, remote, or cross-functional.
Modern tools replace scattered Google Docs, outdated wikis, and endless file versions with drag-and-drop editors, automated formatting, and real-time collaboration. But not all software works the same way - and testing every option takes time.
So we did it for you. Below is a walk-through of seven modern process documentation software that simplify onboarding, reduce interruptions, and make knowledge sharing easier across the company.
The process documentation software allstars: the top 7 overview
Below are the best software tools you can use to document processes for all teams, new and old employees alike.
1. MagicHow
MagicHow is a convenient, AI-powered process documentation tool available on multiple browsers (Chrome, Firefox, Safari, Edge) and desktops. It helps teams of all shapes and sizes quickly create process documentation with a wonderfully simple user interface and advanced customization features.
You can use MagicHow to create process documentation, guides for new tool usage and implementation, onboard new employees across departments and roles, write SOPs and build a centralized knowledge management system.
MagicHow lets users automatically capture and document workflows with just a few clicks — here's how it works:
1. Click the Record button, and MagicHow will record your screen actions as you perform a specific process, capturing every step.
2. Once recording is complete, MagicHow uses AI-powered automation to break your workflow into a clear, step-by-step visual guide, complete with annotated screenshots and instructions.
3. Customize your documentation: blur sensitive data, add branding, crop images, or write descriptions, so the guide is tailored to your team members' needs.
4. Share or export in your preferred format: MagicHow supports PDF, HTML and Markdown. Copy your new guides to the clipboard, or embed them into your knowledge base or existing tools like Confluence, so it's easy to distribute and maintain up-to-date process documentation.
Companies across various industries rely on MagicHow to document processes and standardize business operations:
- Human Resources – Smooth onboarding and procedural consistency in HR
- Customer Support – To equip teams with detailed process guides and reduce response time
- Sales & Marketing – Consistent messaging and onboarding new reps quickly
- IT & Software Development – Documenting troubleshooting steps and tool use
- Healthcare – Staying compliant and up-to-date with rules and regulations
- E-commerce – Training new staff and supporting operational workflows
- Education & Training – Building complex knowledge management systems
Pricing
- Starter plan: FREE for up to 25 users
- Advanced plan: $4.50 per user per month (blurring sensitive data, branded guides, customizable screenshots)
- Business plan: $11.70 per user per month (unlimited projects, workflows and users)
Ready to simplify your process documentation?
Capture workflows, create step-by-step guides, and empower your team with clear, visual instructions.
👉 Try the free plan for up to 25 users today!
2. Process Street
Process Street is one of the known business process documentation tools and workflow documentation software, and one of the first AI-powered process management tools on the market.
It helps teams by documenting processes, automating recurring tasks, and improving process efficiency with AI-enhanced workflows. Apart from enabling users to create process documentation and manage processes from a central dashboard, Process Strees promotes teamwork and accountability by creating project lists that let team members know who is responsible for which part of the project and when the due date is.
Process Street’s approach to documenting processes is valued in:
- HR
- Property Management
- Marketing
- Sales
- IT
- Finance
Process Street integrates with Trello, Asana and other project management tools. Here's how it works:
- Use customizable, no‑code workflow templates to build SOPs by listing out each task in logical order
- Assign tasks to individuals or groups, set due dates, and enforce a specific workflow order; conditional logic then adapts the flow based on responses, offering powerful task management and process mapping
- Run workflows to document processes in real time; participants complete checklists, upload files, add comments, and managers track progress via visual dashboards and process reports
- Use built-in forms, API access, Zapier, Slack, and other integrations to automate business process documentation
Here are its main features at a glance:
- Approvals: You can make any process that needs authorization by another person more efficient by creating single-instance, multi-stage or sequential approvals.
- Task management: You can assign tasks to single users and groups, giving them responsibility for those tasks – this ensures that the right team members are working on the right tasks.
- Scheduling tool: You can schedule workflows to run automatically—like triggering an onboarding process on a new hire’s start date. This helps eliminate one of the biggest obstacles to effective employee training: the lack of dedicated time and consistency.
- Conditional logic: This unique feature allows you to make dynamic workflow runs using if-this-then-that logic, which can help you automate more complex workflows.
If you need a more intuitive tool with a more extensive template library, you may want to check out Process Street alternatives.
Pricing
All plans require you to contact sales:
- Startup: Basic features for small teams (up to 5 users + 10 guests).
- Pro: Includes unlimited users, advanced templates, and branding options.
- Enterprise: Bjuilt for large teams needing integrations, SSO, and compliance support.
3. Scribe
Scribe is a process documentation software that automatically converts your clicks into polished how‑to guides with zero manual input. It has drag-and-drop builder and AI-powered automation that make it super user friendly.
Scribe suits HR, IT, Marketing, Sales and Customer Support teams, and works similarly to MagicHow. It integrates with Confluence, Notion, SharePoint, and more, so the new guides can blend right into your existing knowledge base.
Here are its main features:
- Automation technology: You can forget about manually typing in information because the process documentation tool automatically generates how-to guides by detecting all your processes on the web or desktop.
- Customization: You can customize your guides in just a few clicks by adding your company logo, branding and colors.
- Easy share: You can share your process documentation via email, export it to PDF or embed it in your wiki or LMS.
- Sensitive data redaction: This software automatically redacts employee or customer-related information from screenshots.
Note that customization and redaction are only available only as a part of the pricier Pro plan. If you're looking for something more affordable, check out Scribe alternatives.
Pricing
All plans include unlimited guides and share options:
- Basic: Free browser-based capture and sharing via links/embeds.
- Pro Team: $12/seat/month (min 5 seats), includes desktop & mobile capture, redaction, branding, and export options.
- Pro Personal: $23/seat/month, single‑user plan with full Pro features.
- Enterprise: Custom pricing, adds SSO/SCIM, admin controls, advanced data governance, and HIPAA/GDPR compliance.
4. Document360
Document360 is a business documentation software and knowledge base platform built for teams that need to create process documentation, SOPs, and both internal and external guides. It’s a cloud-first, browser-based SaaS tool that runs smoothly on Chrome, Edge, Firefox, and Safari, with an optional desktop version available via WebCatalog.
It’s an ideal solution for IT and software teams, product and support departments, HR, finance, and healthcare, supporting use cases like staff onboarding, API documentation, user manuals, and compliance-related content.
Here's how Document360 works:
- Use Markdown or WYSIWYG editors to create structured, searchable knowledge base articles, SOPs, or process maps.
- Organize content with nested categories and sub-categories, and manage versioning with rollback tools and revision histories.
- Create inline comments, @mentions and approval workflows; the analytics help teams maintain clarity and accountability.
- Deploy using custom domains, native browser extension, AI-based search (“Ask Eddy”), and integrations with Slack, Zendesk, Intercom, and more
Some of the key features Document360 has include:
- Advanced category management system: Supports nested categories, tags, and visibility rules—perfect for large-scale business process documentation across multiple departments.
- AI-powered content suggestions: Document360’s built-in assistant (“Eddy”) analyzes your content and suggests missing topics or updates, helping maintain content accuracy as process complexity increases.
- Article version control & rollback: Track every change with detailed version histories; you can quickly restore previous versions.
- Reader-specific access control: Create private knowledge bases with reader groups and role-based permissions. Grant access to internal teams, clients, or external partners while keeping sensitive procedures secure.
5. Tango
Tango is a sales enablement software tool especially built for sales teams, designed to remove manual CRM pains with:
- CRM data automation: Tango captures clicks and form entries, then automatically fills CRM fields and enforces pipeline rules, saving reps from tedious data entry and increasing process efficiency.
- Pipeline progression intelligence: By understanding methodologies like MEDDPICC or BANT, Tango ensures only qualified deals move forward.
- Quote creation & approvals: Tango learns pricing and discount rules, automates quote generation and reduces errors.
- Follow-up workflows: Tango can automatically draft customer emails or next-step suggestions based on call notes and CRM context.
Tango supports Spanish language in addition to English, and is widely used by HR, Marketing, Sales and Customer Support teams and businesses. It offers integrations such as Motivosity, Qualtrics CoreSM, Pipefy and other tools.
Here are its key features:
- Low-code environment: This tool will automatically document your steps using zero code.
- Customization: The app prides itself on customization tools by offering customizable branding, fields, reports and templates.
- Rewards and recognition: This unique feature provides customization tools for reward links, and Reward Genius is an admin dashboard for users to send and track employee gift cards.
- Sensitive data redaction: As with most process documentation tools, you can redact or blur any sensitive personal or company data in texts or images with just one click.
If you need more support setting up your process documentation tool, you may want to check out Tango alternatves.
Pricing
- Free: Core capture and guide features; limited to 15 workflows and up to 10 users per workspace
- Pro: ~$20–$24 per user/month (billed annually); includes unlimited workflows, desktop capture, branded exports, and advanced analytics.
- Enterprise: Custom pricing; adds SSO/SCIM, advanced permissions, AI tooltips, automatic PII blurring, and top-tier admin controls.
6. SmartDraw
SmartDraw is a visual representation tool that you can use to create process documentation with its diagram templates, workflow charts and organizational briefs. It's ideal for visualizing processes with clarity and precision in HR, Marketing, Sales and Customer support.
The tool is accessible through Windows desktop (including offline mode) and as a cloud-based solution compatible with Chrome, Edge, Firefox, and Safari. SmartDraw integrates with Google Docs, Microsoft Word, Atlassian tools (Confluence, Jira), Trello, and box-based storage for effortless document management.
Here's how it works:
- Choose from thousands of professional diagram templates for flowcharts, BPMN, AWS architecture, org charts, floor plans, and more.
- Drag and drop symbols and text: SmartDraw’s intelligent formatting ensures shapes align, connect, and animate automatically.
- Collaborate with colleagues in real time or share with remote workers using shared folders or embedded links/doc exports.
- Export polished diagrams in PDF, Word, PowerPoint, or Google Workspace formats—or embed them in your wiki or site for easy distribution
SmartDraw's most notable features include:
- SmartTemplates™ – auto-layout hundreds of diagram types (swimlanes, org charts, technical visuals) with zero manual alignment .
- Automatic spacing & alignment – adjust or rearrange any shape, and the diagram realigns itself instantly
- Data-driven diagrams – generate visuals (org charts, ERDs, AWS maps) by importing data, with conditional formatting for deeper insights
- Collaboration tools – share editable diagrams with comment threads, version history, and mobile access.
- Enterprise IT integrations – connect to file systems (OneDrive, SharePoint, Google Drive, Dropbox), integrate with Jira, Confluence, and manage deployment centrally
- Full control over visuals – customize colors, themes, CSS, and include branded diagrams easily throughout business process documentation.
Pricing
- Individual: $9.95/user/month (billed annually): full-featured cloud editor and desktop license.
- Team: $8.25/user/month (min. 3 users, billed annually): includes shared team folders, admin controls, document retention, and premium support.
- Site: $2,995/year flat rate: organization-wide access with SSO, multiple shared folders, and a custom company theme. The additional Enterprise tier offers per-user pricing starting at $5 with advanced IT integration.
7. ProcessMaker
ProcessMaker is a business process reengineering tool that helps you simplify complex projects and break them down into manageable steps. The software comes with user friendly interface ideal for creating your visual process map and brainstorming about complex technical issues.
Many industries use this business process documentation tool; ProcessMaker is popular in Banking, Insurance, Manufacturing and Healthcare ecosystems.
ProcessMaker has tons of integrations, including LinkedIn, Slack and Oracle.
Some of its core features include:
- Business process management: This feature provides an overview of a process, analysis and real-time process monitoring.
- Customization: This low-code app development feature enables effortless document management and offers a variety of customizable templates.
- Hyper-productivity: Combining AI and advanced automation boosts your productivity and efficiency, allowing you to handle more process documentation in less time.
- Data control: This feature refers to changing data sources and continuously updating data and encryption to prevent external users from accessing sensitive data.
Pricing
- Standard: Foundation-level process automation tools, unlimited processes, custom forms/interfaces, approval workflows, task tracking, and secure data governance.
- Professional: Builds on Standard with smarter automation: decision tables (business rules), an enhanced inbox, intelligent document processing (IDP), and software integrations for improved efficiency.
- Enterprise: Features everything in Professional, plus advanced AI capabilities (AI Assistant, FlowGenie for intelligent tasking), process intelligence (mining, KPI tracking, conformance), and deeper analytics.
The best process documentation software & tools: Comparison table
The best process documentation software & tools: Selection criteria
Finding a process documentation tool that fits your team’s workflow, scales with your needs and supports your internal and external processes demands clear-cut criteria.
Here's what we considered when picking the best process documentation tools for this list:
🔁 Process recording
Instead of writing down each step manually, a good tool should let you record your processes in real time. For instance, during a routine client onboarding task, a process recording feature can automatically capture every click and action as a visual tutorial, freeing your team from repetitive documentation and speeding up knowledge transfer to new employees.
🧩 Customization
Your business operations are unique, so your documentation should reflect that. Look for tools that allow you to customize guides with company branding, specific terminology, visual elements, and layout adjustments. For example, customizing SOPs for different departments like using color-coded workflows for HR and IT makes internal documentation more accessible and easier to follow.
🧠 Advanced automation
Automation features like automated formatting, smart editing suggestions, or AI-generated titles can save hours of labor. If you're documenting a specific process like invoice approvals, your tool should format the guide automatically and even suggest missing steps based on historical usage data, cutting down on editing time and reducing human error.
🗺️ Process mapping
A tool with built-in process map templates allows teams to create clear diagrams that outline dependencies, decisions and outcomes. This is especially helpful when onboarding external partners or aligning cross-functional team members around a shared business process.
🔒 Sensitive data redaction
Whether you're working with remote workers or documenting customer service procedures, protecting sensitive information remains a priority. Tools with automatic redaction can blur or mask personal data—like email addresses or payroll details—without the need for manual editing. This protects privacy and ensures your workflow documentation software complies with internal policies.
⚙️ Low-code environment
A low-code process documentation tool allows non-technical teams to create and update documentation without IT support. For example, marketing or HR teams can build interactive checklists or SOPs using drag and drop dashboards, without waiting on a developer, saving time and operational costs.
Conclusion
If your team handles a lot of procedures, guides, or SOPs, having the right process documentation software makes a huge difference. It helps you keep your business processes organized, easy to follow, and accessible to everyone.
MagicHow is a smart choice for teams across HR, sales, IT, and support. It’s easy to use, with a user friendly interface, and lets you document complex workflows in just a few clicks. You can distribute tasks, create visual guides, and track progress with real time reports—all without slowing anyone down.
Instead of adding more to your plate, MagicHow helps you work more efficiently. If you’re looking for reliable business process documentation software that actually fits how your team works, MagicHow may just delight you!
