11 Best Document Management SOP Apps In 2024

11 Best Document Management SOP Apps In 2024

Let's take a quick look at some of the best document management sop software that you can potentially use to streamline your business operations.

1. Xenia - Overall No. 1 SOP Control Document Management Program

Starting off with Xenia, as one of the best document management SOP software, the platform offers a comprehensive document control feature that enables businesses to meet regulatory & compliance requirements.

The software's AI SOP writing tool stands out as a robust security feature, empowering any team lead or a frontline manager to instantly create SOPs - and that too, without any technical hassles.

How does it wort?

AI SOP generator is a nifty feature where users only have to input their requirements associated with a use case, and hit the generate button. Furthermore, any SOP you generate through AI in Xenia, it can be further customized to fulfill your project, program or work order requirement.

This degree of flexibility offers unprecendented control over SOPs creation, and over all document management.

With a 24/7 cloud storage facility, Xenia guarantees all your document management and storage in a secure and organized manner.

Needless to say, the platform is the ultimate document management SOP software to meet all kinds of SOP documentation needs with the help of cutting-edge tools and capabilities for streamlining safety practices, optimizing maintenance work orders, and ensuring full compliance with laws. 

Key Features

• Operations Templates: Xenia has exceptional AI capabilities to develop SOPs in seconds. Teams can use pre-built templates from Xenia's public template archive
• ‍Tasks & Work Orders: Access extra categorization features to keep track of your SOPs and even plan them ahead of time. Track status with customizable views and get alerts for late SOP assignments.‍
• Chats: Directly communicate with team members and address significant issues related to an assigned SOP.  Respond to employee requests promptly to guarantee transparency and accountability.‍
• Ready-made Templates: Xenias provides a broad range of configurable templates for every industry, business, and team.‍
• Corrective Actions: Create resolution processes based on SOPs using conditional logic and track completion.

Pricing 

• Free Forever: Starting at $0 for up to 5 users with access to all the basic features
• Starter Plan: Starting at $99/month for the first 15 users, includes a work calendar view, work reports,  template reports, sub-assets, and sub-locations.
• Premium Plan: Starting at $199/month for the first 15 users, includes reporting dashboards, time and cost tracking, template branding, public form submissions, automated templates, and more.
• Custom Plan: You get unlimited users, a dedicated account manager, onboarding and implementation, and integrations.

For pricing: Book a Demo

2. Trainual

Each process, policy, and procedure for all roles and responsibilities in your company can be simply recorded and organized on one centralized dashboard with Trainual. 

The sop app online allows simple, yet super effective, staff onboarding and compliance training, as well as seamless work delegation, standardized procedures, and greater employee responsibility.

This SOP app also offers a very user-friendly dashboard for documenting, sorting, and centralizing your organization's SOPs and best practices. 

On this platform, there are over a dozen tools for translating any documents you are currently using when training new staff.

Key Features 

• SOPs and Process Documentation
• Onboarding & Orientation
• Employee Policies & Handbooks
• Org Chart & Company Directory
• Roles & Responsibilities

Pricing 

• Small Business: $250/month for 1-50 employees‍
• Growth Business: $417/month for 51-100 employees‍
• Unlimited: All features, unlimited users. Talk with sales to learn more

3. SafetyCulture

Up next, we've got SafetyCulture on our list of the best document management sop software.

This one's a well known platform in the frontline workforce management niche. Therefore, any SOPs that come through SafetyCulture, are guaranteed to help you streamline your processes on the get-go.

The standard operating procedures of SafetyCulture cover all bases by asking users questions at each step of the journey and offering a comprehensive workflow.

SafetyCulture also offers integrated, highly flexible, scalable, and user-friendly in-app productivity solutions.

Other helpful features include adding comments, annotating images, and exporting data to third-party programs. This tool eliminates the paper safety work culture by storing all key documents in the cloud, making it simpler to standardize safety culture activities.

Key Features

• Template Builder
• Training and Upskilling
• Analytics & Reporting Capabilities

Pricing 

• Free Plan: For up to 10 users, you get the following features: unlimited digital inspections, assigning and executing tasks, delivering workplace training, capturing and reporting issues, and managing workplace communications and assets.‍
• Premium Plan: Starting at $24/user/month when billed annually, you get unlimited team members, including lite seats, insight with analytics, seamless integrations, secure access with SSO, customized reports, advanced access rules, and free guest access for external users.‍
• Enterprise Plan: Visit their pricing page for a quote.

4. ProcedureFlow

ProcedureFlow enables organizations to transform the most complex information and procedures into simple, easy-to-create, manage, and utilize documents. 

The SOP document management system enables organizations to abandon lengthy, unreadable training manuals in favor of standard operating procedures that people genuinely like using and are successful.

The user-friendly nature of this software allows for a 50% reduction in the amount of time spent on mentoring and training.

ProcedureFlow also offers you an unambiguous map of all the process processes inside your organization that all of your co-teams will comprehend.

Key Features 

• Visualize Processes
• Foster Collaboration
• Drive Adoption
• Visual Flows
• Intuitive Reports

Pricing 

• Teams: USD 25 /per month/user billed annually‍
• Standard: USD 27.50 per month/user billed annually‍
• Enterprise: USD 32.50 per month/user billed annually

5. CoAssemble

Moving on with our docment management software apps recommendations, we've got Coassemble on our list.

It is dedicated platform for creating online staff training courses. Coassemble develops "course" modules for training campaigns instead of traditional SOP documentation.

This is helpful for onboarding, but there are better platforms for sharing and creating a basic SOP paper.

This tool is specifically built for small organizations and works especially well for basic documents such as a team charter. Your team members may view key procedure papers, easy checklists for working together, and other documents by using custom and templated modules.

Key Features

• Ready-made Training Modules
• Cohort-level Segmentation
• Adaptable Permissions
• Integration with Tech Stack

Pricing

• Pro 10: $50/month
• Pro 20: $120/month
• Premium 20: $160/month
• Pro Unlimited: Custom quote required

5. Way We Do

Way We Do is a tool for documenting business processes, procedures, and workflows in order to retain expertise inside the organization.

It may be used to establish rules and processes, which can then be turned into repeated workflows for simpler job management.

The SOP document management system is intended for use by big organizations, franchisees, and other multi-location firms where conveying SOPs might take a lot of work. As a consequence, its capabilities are more in-depth, ranging from video and presentation integration to intricate flowcharts.

This software also helps users to systemize their business processes for more effective operations.

Using Way We Do's ready-to-use SOP templates, policies, and procedures may be easily constructed. Activated checklists in Way We Do enable employees to incorporate the company's procedures into their day-to-day work easily.

Key Features

• Activated Checklists
• Authoring Procedures
• Organizational Charts
• Recurring Tasks

Pricing

• ENTRY Subscription Plan: $99 Per month for 10 team members‍
• ENTERPRISE Subscription Plan: Book a meeting

6. SOP Express

As the name mentions, SOP Express distinguishes itself as a specialized platform designed for the quick implementation and administration of SOPs across a wide range of sectors and organizational sizes. 

The software's user-friendly interface enables users to create precise, step-by-step processes that are both educational and interesting, resulting in better rates of staff adoption. Within the platform, users may give insights, propose improvements, and cooperate on enhancements.

With this real-time feedback loop and extensive analytics, SOP Express promotes itself as a solution that both describes processes and actively contributes to their optimization and development.

Key Features

• Offline Access
• Document Assembly
• Version Control
• Document Archiving

Pricing

• Book a Demo or Free Consultation

7. Acadia

Acadia's tested features can help you accelerate process improvement.

This sop creation and management tool is excellent for establishing staff accountability and setting standard operating procedures. This SOP document management system is ideal for manufacturing, transportation, and distribution companies.

Acadia is a single, consistent source of truth for workers, from onboarding to training to the completion of everyday responsibilities.

Your existing procedures can be quickly transformed into a checklist with a single click and include end-to-end tracking.

In addition to doing so, you also gain access to actionable analytics for monitoring any range of procedures, compliance policies and staff activities to allow process optimization.

Key Features

• Document repository
• Checklist conversion
• Actionable insights

Pricing

• Book a Demo or Free Consultation

8. Connecteam

Connecteam offers an easy and efficient way of managing documents and standard operating procedures (SOP). This document management SOP app streamlines your workflow while ensuring compliance.

The software lets managers create and distribute checklists and digital forms for SOPs promptly. Any procedure your staff needs to follow regularly, use a pre-created template or create your own, and attach relevant files or images to make directions crystal clear.

In addition to that, managers can improve communication among store locations and team members while also ensuring critical to-quality processes. Easily create, schedule, assign, and track them - so everyone stays in sync. You can even set up real-time notifications to supervisors as team members perform work and have them sign off on each process.

With Connecteam’s real-time GPS tracker, check your employees’ location to ensure their availability. This increases the convenience and security of the project.

Moving on, to remain in compliance, Connecteam allows users to store and organize past data, making it easy to access and share reports when that time arises. Connecteam also has a strong company knowledge base where they store all SOP documentation so all the employees always about needed information, whether they are on the web or mobile.

User access permissions, storage, and backup are all encrypted to make sure that data can only be seen by those who should be seeing it.

Key Features 

• Checklists for SOP documentation.
• Task tracking
• Training courses 
• Streamline communication
• security measures and access rights for data protection.

Pricing 

• Free 
• Basic -$29
• Advanced -$49
• Premium -$99

9. Document 360

This top-notch document management SOP software caters to the unique needs of small, medium, and enterprise-level businesses, Document360 provides businesses with a comprehensive set of features geared at streamlining the process of creating and maintaining SOPs.

Process documentation can be created easily, emphasizing each process step-by-step in an easy-to-understand format.

With all regulatory requirements, SOPs can be created easily by mentioning the procedures step-by-step. users can navigate around the platform affordably without any prior training.

One of Document360's strongest points is its powerful AI capabilities.

With the powerful Eddy AI Assistant helping users each step of the way from generating outlines, suggesting article titles, summarizing content, and even recommending articles to expand on the procedures, the SOP creation process has never been faster and the quality of the documentation has never been higher.

Document360 has extensive integration capabilities, with JavaScript snippets providing the means to integrate with virtually any product.

Key Features 

• API
• Advanced search
• Category Management
• Article templates
• Documentation
• Analytics
• Security
• Knowledge base

Pricing 

• Free 
• Standard -$149
• Professional - $299
• Business -$399
• Enterprise -$599

10. Helpjuice

As one of the best document management sop apps, HelpJiuce centrally manages all SOP activities and provides users with quick & and easy access to essential documents.

Apart from that, the SOP version control module ensures that you’re documenting the process in its current form: no change.

Finally, the real-time collaboration of software has replaced outdated MS Word collaboration - meaning multiple people working on a .docx simultaneously (just like in Google Docs).

But that’s not all. Helpjuice also offers analytics tools that help you understand how your SOPs are performing, allowing you to make optimizations and updates, measure reader and employee feedback, and reveal if an SOP has been read. Creating new SOPs is easy and quick with templates, and integrating with your existing software is seamless and painless.

With mobile-ready accessibility,  SOPs can be accessed anywhere, anytime, making it perfect for today's dynamic workforce. Regardless if you're in the office or on the go, your team can easily reference SOPs in seconds and ultimately collaborate – creating an efficient and productive environment.

Key Features 

• Easy setup 
• Advanced analytics capabilities 
• Document tagging and content grouping features 
• Control who has access to SOPs at the granular level.
•  Editable SOPs
• Access to the version history of any SOPs 
• Dedicated migration and customer support 

Pricing 

• Starter -$120
• Run-up -$200
• Premium Limited -$289
• Enterprise -Contact Vendor 

11. ClickUp

Next on our list is ClickUp, with exceptional abilities in managing SOPs and documents.

Catering to all sizes and industries with its extensive array of features, Clickup improves productivity, streamlines collaboration, and manages documents.

The software can produce version-controlled documents for key processes.

By doing this, teams are always working with the latest SOPs, which removes confusion and expresses workflows. ClickUp's easy interface lets users write, modify, and control documents on a singular platform, increasing openness and responsibility across an organization.

ClickUp AI automates repetitive tasks and improves the quality of content. From producing quick summaries to offering pre-built content, ClickUp AI allows teams to maintain consistency and quality even as processes evolve. This not only saves valuable time but also guarantees that SOPs remain up-to-date and effective.

Furthermore, ClickUp's smooth integration with numerous other work apps converges procedures and data into a solitary, unified period. By connecting to available tools and platforms, ClickUp boosts efficiency and collaboration, empowering teams to work more successfully toward their goals.

Key Features 

• effective version control
• A comprehensive library of SOP
• statements of work
• process maps
• An easy-to-use interface 
• Defined and segmented user roles

Pricing 

• Free Forever
• Unlimited: $5
• Business: $12
• Business Plus: $19
• Enterprise: Contact for pricing

What is the Best Place to Store SOPs in a Document Management SOP Software?

Once you’ve gone through the tedious process of documenting SOPs, it’s important to find a secure and easily accessible location to store them.

Fortunately, there are several options for document management SOP software. We'll go over some of the fundamentals of storage software and what you should keep in mind when you put it together.

1. Cloud-Based Software

The term "cloud-based" simply refers to data stored on the internet. That is, it is not on your computer and can be accessed from any computer with an internet connection.

With so many virtual teams present today, it's more essential than ever that the tools we need to get the job done be simply accessible no matter where we plug in.

2. A Centralized Location

With a centralized location, you can locate everything you need in a single search bar - and in the same place. You will only have to go through a few software tools to locate the documentation and SOPs you want.

That's not all.

In addition to doing so, you should also opt for a team-based centralization.

That way, your staff will have access to what they need when they require it. Of course, you can configure different views to ensure that only certain individuals see certain documents.

Still, you don't want your team to have SOPs distributed across multiple apps and PCs.

3. An Accessible Document Management SOP App or Software

This one is going to help you narrow down the document management SOP software that you will choose.

SOPs are rarely a finished product. Information will need to be updated and altered often, so you'll need to be able to adjust them promptly.

It's pointless to go to the effort of developing and documenting your procedures if no one will utilize them or if they need to be updated.

Why Do You Need SOPs & What Do You Need Them For?

Effective Standard Operating processes help ensure that team members are directed through normal duties utilizing established methods and processes.

SOPs provide workers control and allow for cross-training. They enable your business to work like a well-oiled machine, and who wouldn't want that?

You need SOPs to ensure:

1. Safety and Compliance

You can make your workplace safer and remain in compliance with laws and regulations by standardizing procedures. Record-keeping and auditing may also be assisted by SOP software.

2. Reduced Operational Time

Following an SOP on a regular basis assists staff in avoiding mistakes and decreasing delays due to misinterpretation or rework.

3. Boost Brand Reputation

Your business will establish a reputation for producing high-quality goods and providing excellent services if you continuously exceed client expectations and keep an eye on your operations.

4. Increased Collaboration

SOP software can help drive processes and reduce approval bottlenecks through maximum collaboration.

5. Employee Training

Fresh hires can quickly become acquainted with even the most complex operations. The SOP's step-by-step format helps new workers build confidence, ensure understanding, and quickly master new processes.

Document Management SOP Software: Key Features

The purpose of document management SOP software is to facilitate regular tasks and eliminate needless procedures. Let us have a look at what we can expect from them:

• Organization and Search Functionality

You need to have an effective system in place to guarantee that all SOPs are filed and can be found right away when required. Look for software with an intuitive folder structure, customizable tags, and metadata functionality. 

Furthermore, a powerful search feature enables you to identify certain documents efficiently based on key phrases, document types, or other relevant parameters. 

• Version History

Businesses should choose software that has version tracking, which enables you to see and restore prior document versions while also monitoring changes in real time. 

• Automation Capabilities

AI automation can enhance accuracy and efficiency. Look for an SOP document management system that can automatically convert unstructured data into structured data, construct document processes, and develop rules to trigger activities such as labeling files or sending warnings.

While core document management functions are important, you should also seek solutions that contain extra features to help with everyday work activities.

• Collaboration Tools

No matter which industry your business operates in,  collaboration between team members and other disciplines remains a critical aspect of smooth operations. 

You need to look for collaboration options such as shared workspaces, document comments, and real-time document editing in software. These features facilitate effective communication and fast reviewing features.

• Security

Ensure that the document management software has strong security features, such as permitting only authorized users to access certain files or folders depending on their responsibilities. 

Encryption, authorization to prohibit sharing, and secure document transmission methods should all be included. This ensures that private information is kept secure.

Conclusion

Standard operating procedures must be meticulously written and regulated documents.

The right SOP document management system will keep your company relevant while making it simple to provide instruction and exchange information across teams and with customers. 

The problem is that there's an abundance of digital solutions to choose from. And not all of them are worth going for.

We recommend trialing the program on a free plan to get a look and feel of the overall SOP features. After that, you can sign up for a paid plan and take it from there.

Frequently Asked Questions - Sop Software Online

Do you need document management SOP software?

Yes, since standard operating procedures are necessary in practically every company or professional situation.

Writing SOPs on paper or delivering PDF files via email may become tiresome. Furthermore, organizing such SOPs will be a challenge.

Some SOP document management systems also provide free editions; therefore, the cost is low when compared to other software kinds.

Who usually writes SOPs?

SOPs should ideally be prepared by process owners, team leaders, or supervisors from several departments who are familiar with the specific processes.

The organization and the type of the process being recorded determine who is responsible for developing SOPs.

What is the difference between a process map and an SOP?

An SOP is a thorough written document that contains explicit instructions and recommendations for carrying out a certain operation or procedure.

A process map, on the other hand, is a visual depiction of how the operations will be carried out.