Good news: workflow documentation can save you all this struggle and make life easy for everyone in your team.
Documenting workflows in a centralized location can cut down the repetitive grind and increase consistency across daily tasks. The only thing you need is a good workflow documentation software to do the streamline this documentation process.
That's why we reviewed the 15 best workflow documentation tools to streamline your tasks effortlessly.
TL;DR: Top workflow documentation software of 2024
- Workflow Max
- Microsoft Visio
- Process Street
Jump to the full list here.
What is workflow documentation software?
Workflow documentation software helps you document routine processes and team's workflows sytematically. Typically, it’s a cloud-based platform where you record task data from start to end.
Workflow documentation helps you streamline business process flows. The right software boosts the efficiency and effectiveness of the documentation processes by reducing the chance of human errors.
A good tool can help you manage different activities like:
- How you enter information.
- How data moves throughout the workflow.
- Notifications for pending actions/tasks.
- Approval checkpoints.
- Comments/feedback loop.
Workflow documentation software records, tracks, edits, stores, retains, generates, and retrieves documents related to the business.
Learn more about workflow vs. processes here.
What is workflow documentation?
Documenting workflows allows you to trace your business activities. It’s the tracking, recording, storing, editing and generating of documents associated with your business.
In short, it helps you ensure that everything goes smoothly—whether it’s a recruiting process or budgeting request.
Companies use the workflow documentation process to deal with their internal documents and data. It helps the team to follow up on upcoming or pending tasks and manage the documents properly.
Key features to look for in workflow documentation software
When you're evaluating workflow documentation tools, consider some of key features to shortlist your top picks:
- Accessible to all: A good workflow documentation software should ensure all team members can easily find their day-to-day tasks and access SOPs or relevant details.
- Integrated platform: Workflow documentation software creates a platform where employees can update their work status and managers can check it without using any external communication threads (saving Slack for fun GIFs!).
- Customizable: You should be able to easily customize workflow documentation tools to meet the needs of your business and improve efficiency.
- Better documentation: Process documentation software should help your company keep a record of day-to-day work without asking each employee for an update. This will save time and make your company an efficient one.
Top workflow documentation software of 2024
Workflow documentation software can make boring busywork a breeze—and are pretty much used everywhere. If you’re looking for the right software for your team, check out this list of of the 15 most popular documentation tools.
G2 rating: 4.8/5 stars (63 reviews)
Scribe is one of the best workflow documentation tools. You can generate step-by-step guides by simply capturing your on-screen work and turn this recording into visual instructions—fast.
Scribe slashes the time you spend on workflow documentation by 15x, so that you can focus on more important tasks—all while streamlining processes for repeatable success.
These guides are completely customizable. You can add or edit steps, change screenshot annotations, include links and add your custom branding. Sharing these documents is equally easy; you can embed them in your internal knowledge base or learning management software.
Scribe has a free plan with the option to create unlimited guides, along with these paid plans:
- Pro plan (per user): $29 per month.
- Enterprise plan: Contact Scribe for a custom pricing plan.
G2 rating: 4.7/5 stars (8577 reviews)
ClickUp is a multi-functional documentation tool that allows you to track the process, record tasks, and improve your time management. It creates a minimap that helps you to plan the project productively. It also has a checklist feature, where you can prepare to-do lists, sub-item lists, nest lists, etc.
You can customize the features as needed. It doesn’t include any charges to provide its unlimited features and templates. ClickUp is a cloud-based app that prevents task repetition and is supported on every device.
ClickUp offers a free plan as well as a wide variety of paid options:
- Unlimited plan (per member): $9/month.
- Business plan (per member): $19/month.
- Business plus plan (per member): $29/month.
G2 rating: 4.7/5 stars (8579 reviews)
monday.com is a highly customizable workflow management tool with multiple features like calendars, reminders, in-app messaging, sync, time tracking and forms.
The tool delivers performance insights through graphs and diagrams. monday.com also allows you to track and follow up on the task process and assign tasks to your team. The interface is straightforward and contains great cooperation features.
monday.com offers free a plan in addition to these paid plans billed annually:
- Basic plan (per member): $8/month.
- Standard plan (per member): $10/month.
- Pro plan (per member): $16/month.
G2 reviews: 4.2/5 (3467 reviews)
Wrike manages multiple projects and different tasks within a project. It lets you assign tasks to specific employees and create a deadline automatically as per their availability. You can edit the document only in the online mode.
Wrike manages your time, tracks the progress, and sees the team's performance. The best part of this workflow documentation software is that it can easily be deployed with Dropbox, Adobe Creative Cloud, Slack, etc., as it has an open API.
Wrike offers a free plan and these paid plans for growing teams:
- Professional plan (per member): $9.80/month.
- Business plan (per member): $24.80/month.
G2 rating: 4.7/5 stars (427 reviews)
Nifty allows you to plan projects with goals and timelines. You can also automate performance reporting and align your entire team. Moreover, NiftyPM perfectly balances a monthly roadmap with a focus on daily tasks. It also has a group chat feature so you can discuss projects.
The interface is user-friendly and intuitive with built-in capabilities for portfolio management, progress reporting, time tracking, file proofing and more.
Nifty offers a free plan along with these paid plans billed annually:
- Starter pack: $39 per month.
- Pro pack: $79 per month.
- Business pack: $124 per month.
- Unlimited pack: $399 per month.
G2 rating: 3.4/5 stars (24 reviews)
WorkflowMax is a cloud-based document management solution designed for accounting teams. The tool can help you capture day-to-day business activities, create and manage guides and assess progress.
WorkflowMax offers a timer function to help you track the task and efficiency of the team. This tool is supported on iOS and Windows.
Workflow Max gives you two plans to choose from:
- Standard plan (for 3 users): $45 per month.
- Premium plan (for 3 users): $95 per month.
7. Microsoft Visio
G2 rating: 4.2/5 (650 reviews)
Microsoft Visio overview
Microsoft Visio is a powerful diagramming tool that allows users to document processes using various types of diagrams, like flowcharts, org charts and process maps. It offers a wide range of shapes and templates to represent complex workflows visually.
With a user-friendly interface, Visio gives users the flexibility to use other Microsoft tools, including Teams, Power BI, PowerPoint, Word, etc., to supplement their workflows.
Its real-time collaboration capabilities streamline teamwork. You also get advanced accessibility features, like high-contrast support and voice narrator.
Microsoft Visio pricing:
Microsoft Visio offers two pricing plans:
- Plan 1: $5 per user/month.
- Plan 2: (includes web and desktop apps): $15 per user/month.
G2 rating: 4.5/5 stars (4710 reviews)
Lucidchart is a cloud-based diagramming tool with real-time collaboration capabilities, making it ideal for teams working together on workflow documentation.
Its extensive library of templates makes it easy to start documenting. You can also integrate the tool with your productivity suite, including tools like Slack, Google Drive and others.
You can document processes with various visual elements, like shapes, symbols, text boxes, etc.
Lucidchart has a limited free plan for users, and two main pricing tiers:
- Individual: $7.95 per month.
- Team: $9.00 per user/month.
G2 rating: 4.4/5 stars (202 reviews)
Gliffy is another web-based diagramming tool that simplifies the process of creating flowcharts, org charts and other visual representations of workflows.
The tool offers a drag-and-drop interface to create documents quickly and conveniently. Its cloud-based collaboration and sharing capabilities make it a great solution for remote and distributed teams.
You can easily manage access and version control your content to stay on top of all changes. It also integrated with Confluence and Jira for developers.
Gliffy offers three pricing plans based on the number of users:
- Professional: $8 per user/month, billed annually.
- Professional: $6 per user/month, billed annually.
G2 rating: 4.4/5 stars (388 reviews)
draw.io is an open-source diagramming tool that offers a wide range of templates and export options to create, manage, store and share documents online. It can be integrated with multiple tools, including Notion, Google Drive, GitHub, Dropbox and others.
You can also export documents in various formats, like PDF, PNG and SVG. Besides, its security-first diagramming capability makes all your content fully secure and private.
Free diagramming software.
11. Process Street
G2 rating: 4.6/5 stars (384 reviews)
Process Street overview:
Process Street is a workflow and process management software designed to help businesses create, document and automate workflows. You can use the tool to create visually appealing standard operating procedures (SOPs).
It provides a comprehensive library of pre-built templates for various industries and use cases, like employee onboarding, quality assurance, content marketing and more. These templates serve as starting points and can be customized to fit your specific workflows.
Besides, Process Street can also help you automate workflows by letting you create conditional logic and rules. You can automate repetitive tasks, trigger actions based on specific conditions and integrate with other tools using tools like Zapier or its API.
Process Street pricing
- Startup: $100 per month or $1,000 billed annually.
- Pro: $415 per month or $5,000 billed annually.
Read more about Process Street alternatives.
G2 rating: 4.4/5 stars (949 reviews)
Creately is a collaborative diagramming and workflow documentation software for teams to create and share visual workflows, process maps and other diagrams.
It provides a wide range of templates, shapes and symbols to create professional-quality diagrams. The tool also supports various diagram types, including flowcharts, process maps, org charts, mind maps and wireframes.
What's more, Creately offers a comprehensive library of pre-designed shapes and icons for different industries and diagram types. This makes creating visually appealing and accurate workflows all the more convenient.
Creately offers a limited free plan, with three additional pricing tiers:
- Starter: $5 per month per user.
- Business: $89 per month.
G2 rating: 4.4/5 stars (949 reviews)
Trello is a go-to project management tool for many, but it can also serve as a workflow documentation tool. You can create a new board and divide it into multiple lists, one for each stage/step of a workflow. Add cards explaining the subtasks within each stage and assign ownership.
What makes Trello a versatile workflow documentation software is its vast plugin library. You can turn a simple Kanban board into a dynamic, living hub of documentation with these unique plugins and a bit of automation.
Trello offers a free plan with these paid plains:
- Standard plan: $5/month.
- Premium plan: $10/month.
- Enterprise plan: Variable pricing starting at $17.50/month.
G2 rating: NA
Floik is a multi-format documentation tool purpose-built for creating customer-facing content. You can use this tool to capture workflows in step-by-step guides and short videos. If you’re documenting a virtual process, you can also create a clickable self-serve demo to guide team members through each step in the workflow.
The tool also lets you share the documents through a link or an embed code. You can also download videos to share in the MP4 format.
Floik is available for free with these paid plans:
- Pro plan: $29/month.
- Teams plan: $149/month.
G2 rating: 4.4/5 stars (214 reviews)
DocuWare is a documentation management and automation solution for remote teams and workers. The tool streamlines remote work with easy and efficient document management capabilities. You can go completely paperless by securely uploading all your documents to this platform.
DocuWare also offers custom-built interfaces for specific industries, like healthcare, manufacturing, education and a few others.
Pricing is not available publicly.
Why you need workflow documentation software
Workflow documentation tools track and document all the data and details of your business activities. It allows managers/supervisors to identify opportunities for process improvement and helps team members work consistently with maximum productivity.
If you need process documentation (and you probably do), you likely need a robust workflow documentation software to convert these processes into documents effectively. Here are some major reasons why.
1. Build a strong team alignment
Think about it: when you don't know what the puzzle actually looks like, you'll only focus on how difficult it is. But when you know exactly how the end result should be, piecing it together is fun and easy.
The lesson? When a task or process is crystal clear, it’s easy to follow all the steps and complete subtasks efficiently.
A good workflow documentation tool builds this clarity for your team by informing each member about what to do and when to do it. It also reduces human error by bringing all team members on the same page.
2. Boost productivity and output
Workflow documentation software helps in standardizing business activities. The result? More productivity for your team and better quality results.
If you can record, track and document your workflow, it's a lot easier to know what to improve and what methods to change. It reveals the gaps and opportunities for optimizing your workflows to produce better outputs.
So, if you use this software, you’ll be able to boost all types of business processes and increase effectiveness in the long run.
3. Increase team efficiency
Documentation tools help you speed up your business operations. Tools like these can track and record all information digitally, helping the team maintain and find records.
You’ll never need to dig through paper documents to find data or information. Building a knowledge base empowers team members to easily access information. It also saves time and money, letting your team focus on increasing productivity.
4. Improve the employee experience
Process documentation helps new hires understand customer needs, wants and flows. This way, members work effectively without wasting time trying to understand their roles and the bigger goals they're working toward.
Besides seamlessly onboarding and offboarding employees, workflow documentation can streamline training programs. This prepares employees for learning and upskilling beforehand.
Ready to choose the right workflow documentation software?
Now that you know all about workflow documentation software, it's time to choose what works for your business.
Run through our list and see what features stand out. Ask yourself:
- What are your process needs?
- What is your budget?
- What features do you value the most—speed? Ease-of-use?
- What’s the best way you can get your team on board?
You’ll soon be managing and tracking your processes like a pro.
Try Scribe's free Workflow Generator and use AI to document your workflows and capture annotated screenshots—in seconds!