The best alternative to Whale
The more you stuff into documentation, the bigger the mess. Tallyfy runs processes, not just stores them.
- Design - We invented Workflow Made Easy ®
- Far Better - Documenting alone is useless
- Pricing - Minimum purchase is 1 full member
- Support - Get expert 1:1 help free - for life
People ❤️ Tallyfy
Simple for everyone. Robust for champs.
"We can finally delegate work with confidence and focus on growing the business.
"A paper-based approval for critical purchases could take a couple of days before if someone was waiting for a director to be available for a signature. Now approvals are often completed in minutes.
"Tallyfy has been transformative for us. It's reduced manual errors, sped up processes like onboarding, and helped us document workflows that are critical as we grow. The ability to track tasks and aggregate them in one place saves us so much time and ensures that nothing falls through the cracks.
"Tallyfy is intuitive, fun and visually appealing. We can quickly gather every detail we need from our client in order to finish it on time. All the documents, specific details and comments are in one place.
"It has become a regular thing that people say 'put that in Tallyfy'. They know it by name. It has become the executive approval tool for our company. We have bi-weekly Tallyfy calls where we review what needs approval and what is pending - it keeps everyone aligned.
"It used to take us two days to run monthly client campaigns, now, with the help of Tallyfy, we complete them in just a few hours!
"Tallyfy is a very reliable way to delegate and track tasks with confidence. It has taken the guesswork out of the equation and has helped our team focus on delivering a service within deadlines. Thank you for making my life much easier!
"Our clients and team sail through the Tallyfy process - there is no need for clients to log in, there is one link for everything they need to do, everything saves in real-time - it all works incredibly well! I can't imagine scaling our agency without Tallyfy.
"Tallyfy has revolutionized how we manage our marketing projects at West Community Credit Union. It allows us to quickly launch tailored campaigns and track every moving part, ensuring nothing falls through the cracks. The ease of creating flexible, repeatable processes has saved us significant time and improved team collaboration.
"Tallyfy transformed how we manage client onboarding and policy renewals. It eliminated inefficiencies, reduced meeting times from hours to minutes, and helped us avoid costly penalties by automating key processes. We now have full visibility over tasks, and I no longer need to chase down updates - it's all right there.
"With Tallyfy, we have seen clarity in our processes as well as any bottlenecks. Tallyfy would be a good fit for any company that has a design, approval and implementation process that needs to have a quick turn around and that is growing fast.
"Tallyfy has helped our team streamline the efficiency of our processes. We now have smooth processes from beginning to end - without any steps being forgotten or skipped.
"If you want to be efficient and scale your business then Tallyfy is the way go. There is no question about it.
"Routing multiple documents is far quicker and there's immediate accountability and oversight. After switching to Tallyfy, routing documents and layouts went from taking over a week to taking just 2-3 days.
"We can finally delegate work with confidence and focus on growing the business.
"A paper-based approval for critical purchases could take a couple of days before if someone was waiting for a director to be available for a signature. Now approvals are often completed in minutes.
"Tallyfy has been transformative for us. It's reduced manual errors, sped up processes like onboarding, and helped us document workflows that are critical as we grow. The ability to track tasks and aggregate them in one place saves us so much time and ensures that nothing falls through the cracks.
"Tallyfy is intuitive, fun and visually appealing. We can quickly gather every detail we need from our client in order to finish it on time. All the documents, specific details and comments are in one place.
"It has become a regular thing that people say 'put that in Tallyfy'. They know it by name. It has become the executive approval tool for our company. We have bi-weekly Tallyfy calls where we review what needs approval and what is pending - it keeps everyone aligned.
"It used to take us two days to run monthly client campaigns, now, with the help of Tallyfy, we complete them in just a few hours!
"Tallyfy is a very reliable way to delegate and track tasks with confidence. It has taken the guesswork out of the equation and has helped our team focus on delivering a service within deadlines. Thank you for making my life much easier!
"Our clients and team sail through the Tallyfy process - there is no need for clients to log in, there is one link for everything they need to do, everything saves in real-time - it all works incredibly well! I can't imagine scaling our agency without Tallyfy.
"Tallyfy has revolutionized how we manage our marketing projects at West Community Credit Union. It allows us to quickly launch tailored campaigns and track every moving part, ensuring nothing falls through the cracks. The ease of creating flexible, repeatable processes has saved us significant time and improved team collaboration.
"Tallyfy transformed how we manage client onboarding and policy renewals. It eliminated inefficiencies, reduced meeting times from hours to minutes, and helped us avoid costly penalties by automating key processes. We now have full visibility over tasks, and I no longer need to chase down updates - it's all right there.
"With Tallyfy, we have seen clarity in our processes as well as any bottlenecks. Tallyfy would be a good fit for any company that has a design, approval and implementation process that needs to have a quick turn around and that is growing fast.
"Tallyfy has helped our team streamline the efficiency of our processes. We now have smooth processes from beginning to end - without any steps being forgotten or skipped.
"If you want to be efficient and scale your business then Tallyfy is the way go. There is no question about it.
"Routing multiple documents is far quicker and there's immediate accountability and oversight. After switching to Tallyfy, routing documents and layouts went from taking over a week to taking just 2-3 days.
Tallyfy vs. Whale
Which tool is right for you?
Honest comparison to help you make the right choice
Tallyfy is best for
- Teams escaping documentation bloat where nothing is retrievable or actionable
- Teams needing to track SOP execution, not just store documentation
- Organizations wanting accountability when processes are followed
- Operations requiring real-time workflow visibility and status
- Companies outgrowing static documentation with no compliance proof
Whale may be better for
- Companies focused primarily on SOP documentation storage
- Teams needing simple read-and-acknowledge compliance tracking
- Organizations building searchable knowledge bases without execution needs
- Small teams with basic documentation requirements
Here's why people don't like Whale
This is third party content sourced from the public web. You can verify this content if you wish. See our disclaimer and citations section below.
" The software is not very user-friendly[1] "
" When reaching out to Support with issues they only reply is, "It's clearly stated on the website". The custom ability is very minimal. Every employee can see every option and nothing can be customized. Custom services are poor and unwilling to be of assistance to a paying customer[2] "
" Nothing in particular that I dislike about Whale but starting from scratch with all of our SOP's was sort of overwhelming. It's very manual to install the suggestions. Once everything is installed, it's epic but it can take some time so don't wait long to do it. Start while you're creating your documentation in Whale[3] "
" The editor sometimes does not copy the style exactly like you had it set up in MS Word.[4] "
" Limited reporting and analytics capabilities. The search functionality could be more robust for finding specific procedures quickly.[5] "
" We tried Whale for our SOPs but found it too rigid and not flexible enough for our complex workflows. The interface feels outdated compared to modern alternatives.[6] "
" The main issue is that Whale is just documentation storage. We needed something that would actually make people follow the SOPs, not just read them once.[7] "
" Great for storing procedures but terrible for tracking if anyone actually follows them. We had no visibility into process execution.[8] "
" The quiz feature is nice but it only tests if people read the SOP, not if they follow it in practice. That is a big gap.[9] "
" We documented everything in Whale and still had process failures. The tool does not connect documentation to actual work execution.[10] "
" Inefficient text tool interface: The text editor feature in Whale is not perfect. Selecting fonts, font size, etc. is not possible with Whale and this results in a messy typing interface.[11] "
" If you have an already existing policy procedure, importing them into Whale is not an easy feat. The process of bringing over existing documentation can be challenging.[12] "
" Limited native LMS testing/certification, advanced automation needs Zapier-type tools, no mobile editing. Those wanting deep course tracking or mobile editing may find limits.[13] "
- Annual billing
- SOP export
- AI tokens
- More AI tokens
- Advanced integrations
- Full API access
- CRM sync
- LMS integrations
Tallyfy might not be right for you if...
Tallyfy isn't for everyone. Here's when it may not fit:
- Not designed as a pure knowledge base or wiki for reference docs
- May be more than needed if you only want documentation storage
- Focused on process execution rather than LMS-style training modules
- Best for teams who need operational tracking, not just SOP archives
Documentation that actually runs
Living processes, not dusty documents
Is Whale complete enough?
Are you hearing this at work? That's busywork
Enter between 1 and 150,000
Enter between 0.5 and 40
Enter between $10 and $1,000
Based on $30/hr x 4 hrs/wk
Your loss and waste is:
every week
What you are losing
Cash burned on busywork
per week in wasted wages
What you could have gained
160 extra hours could create:
per week in real and compounding value
Total cumulative impact over time (real cost + missed opportunities)
You are bleeding cash, annoying every employee and killing dreams.
It's a no-brainer
Tallyfy does not charge for basic services
Need help? Unlike costly "professional services" for Whale - Tallyfy guarantees free 25-minute screen-sharing calls with workflow experts for life.
SCHEDULE A CALL
Fair Price Guarantee
If your company is based in a country where the GDP per capita is significantly lower than the USA, we offer a discount on our pricing. This ensures fair pricing for companies worldwide.
FAIR PRICE GUARANTEETallyfy is secure, proven and enterprise-grade
API & Webhooks
Free SSO
Middleware
BI & Data Export
Events & Triggers
AI & Automation
Security
Documents
Analytics & Metrics
Email Integration
Legal & Enterprise
Switching from Whale to Tallyfy
In our experience, teams convert core SOPs to live workflows in 1-2 weeks
Export your existing SOPs and documentation from Whale
Use Tallyfy AI to convert static documents into executable workflows
Add assignments, deadlines, and tracking to each process step
Set up forms to capture data as work is completed
Train your team on following live processes instead of reading stored docs
Frequently Asked Questions
What exactly is Tallyfy and how does it differ from Whale?
While Whale focuses primarily on documenting processes, Tallyfy goes far beyond documentation by actively tracking and managing workflows in real-time. It eliminates workflow chaos by automatically monitoring every step, potentially saving around 2 hours per person daily. Unlike static documentation tools, Tallyfy ensures processes are actually followed, delegated, and improved over time.
What is Whale typically used for?
Whale is primarily a process documentation tool that lets you create and store standard operating procedures (SOPs). However, documentation alone won't guarantee that anyone will actually follow or even look at processes. Without active tracking and management, documented processes often become outdated and get ignored.
Why might documentation-only software like Whale not be sufficient?
Documentation is just the first small step in process improvement. The real challenges come from questions like "What's the status of this?", "Did you complete that?", or "What's next?" - which documentation tools can't answer. Tallyfy addresses these by actively tracking processes in real-time, so nothing falls through the cracks.
How does Tallyfy handle process improvement compared to Whale?
Tallyfy enables continuous improvement through real-time feedback and metrics. Users can easily comment on specific steps, and these suggestions go directly to process owners for review. This creates a living, breathing improvement cycle that's missing in static documentation tools like Whale.
How might AI integration differ between Tallyfy and Whale?
Tallyfy integrates AI thoughtfully and practically, going beyond basic chatbot functionality. It can automatically migrate existing SOPs, handle file uploads, and even control your computer for self-driven automation. This practical approach delivers real value, unlike generic AI implementations.
Does Whale offer country-specific pricing discounts?
Unlike Tallyfy, Whale doesn't offer GDP-based pricing discounts. Tallyfy provides lifetime discounts based on each country's GDP per capita through our Fair Price Guarantee, making it accessible worldwide. This approach ensures fair pricing based on local purchasing power.
Is Whale owned by venture capitalists?
Yes, Whale appears to be venture-backed, which often means pressure for rapid growth and potential pricing changes. Tallyfy maintains independence from VC funding, allowing us to focus purely on customer needs and stable, predictable pricing.
How do security standards compare between Whale and Tallyfy?
Tallyfy maintains strict compliance with BIMI and HSTS security standards, while Whale's security features are more basic. Tallyfy also offers free Single Sign On (SSO) integration, which is typically a premium feature in other tools.
Where can I see customer reviews of Tallyfy?
You can view our customer success stories and reviews. These showcase real implementations and benefits across various industries.
Why do operations teams reject Whale after evaluating it?
Operations managers evaluating SOP tools often find that Whale focuses heavily on documentation format but misses execution needs. One UK operations team with 15 staff "looked at Whale for SOPs but didn't like the format" and noted they wanted "execution in future, not just reading." Tallyfy provides both - clean documentation plus the ability to track when people actually complete the work.
Does Whale help teams going through rapid growth?
Fast-growing teams often look at documentation tools like Whale when scaling operations. However, growth creates a different need: ensuring new hires follow procedures consistently, not just read them. One growing service company explained they need SOPs "in a space where everyone has access" but also accountability that work is done correctly. Tallyfy combines accessible documentation with execution tracking to support rapid scaling.
Does Tallyfy offer free professional services?
Yes, unlike Whale, Tallyfy provides free professional services to ensure your success. To learn more about our free support and services, schedule a chat with our team.
Why does documentation bloat become a problem with tools like Whale?
The more you throw into a documentation system, the bigger the mess becomes. Eventually you cannot find anything useful - you are stuck. It becomes the worst form of data robbery because all that effort creating docs yields nothing actionable. Tallyfy prevents this by making documentation executable and trackable, so every process stays current and retrievable through actual use.
How can I get started with Tallyfy?
Ready to see Tallyfy in action? Book a demo with our team. We'll set up a customized trial instance and show you how Tallyfy can transform your workflow management.
References and Citations
- [1] G2 Review - Whale Business Process Documentation Software, accessed February 2025. (accessed February 2025)
- [2] GetApp Review - Whale Business Process Software, accessed February 2025. (accessed February 2025)
- [3] G2 Reviews - Whale Process Documentation Platform, accessed February 2025. (accessed February 2025)
- [4] Capterra Reviews - Whale Business Software, accessed February 2025. (accessed February 2025)
- [5] Software Advice Reviews - Whale Process Documentation, accessed February 2025. (accessed February 2025)
- [6] Reddit Discussion - Business Process Software Alternatives, accessed February 2025. (accessed February 2025)
- [7] Capterra Reviews - Whale Documentation Tracking, accessed February 2025. (accessed February 2025)
- [8] G2 Reviews - Whale Process Visibility, accessed February 2025. (accessed February 2025)
- [9] Software Advice Reviews - Whale Quiz Feature, accessed February 2025. (accessed February 2025)
- [10] TrustRadius Reviews - Whale Work Execution, accessed February 2025. (accessed February 2025)
- [11] SaaSWorthy Reviews - Whale Text Editor Interface, accessed January 2025. (January 2025)
- [12] Glitter.io - Best Whale Alternatives, Import Challenges, accessed January 2025. (January 2025)
- [13] Linktly - Whale Review, Mobile Editing Limitations, accessed January 2025. (January 2025)
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DISCLAIMER OF AFFILIATION, ACCURACY & LIABILITY
This page is an independent, good-faith comparative review prepared by Tallyfy, Inc. ("Tallyfy") and is based on publicly available information, third-party reviews, and vendor materials current as of January 2026. The content is offered "AS IS" for general informational purposes only and does not constitute professional, technical, or legal advice.
- • No Affiliation. Tallyfy is not affiliated with, endorsed by, or sponsored by Whale.io, Inc.. "Whale" and related logos are trademarks or registered trademarks of Whale.io, Inc.; all such marks appear solely for nominative, comparative reference permitted under the Lanham Act and the doctrine of nominative fair use.
- • Dynamic Information. Features, service levels, and pricing change frequently and may have changed since the compilation date. Users should verify current offerings directly with each vendor before making purchasing decisions.
- • Opinion & First-Amendment Protection. All statements constitute Tallyfy's opinion or commentary, which is protected speech when truthful and non-misleading.
- • No Warranties; Limitation of Liability. Tallyfy disclaims all warranties-express or implied-including accuracy, completeness, merchantability, and fitness for a particular purpose, and will not be liable for any loss or damage arising from reliance on this content.
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