The best alternative to Whale
Whale helps you write SOPs and train people on them. In Tallyfy, each SOP becomes steps your team runs, and you choose who does each one and when it's due.
- Design - We invented Workflow Made Easy ®
- Tracking - You see each step get done, and who did it
- Pricing - The minimum purchase is just 1 full member
- Support - Free 1:1 help from an expert, for life
- AI - AI agents can complete steps in the same processes your people run
People ❤️ Tallyfy
Simple for everyone. Powerful enough for pros.
"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 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.
"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.
"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.
"When asked for an update on a pending request, I would have had to look through several email threads, make phone calls, and often have to wait for a reply to give an accurate update. I can now go into Tallyfy and view all of the information in one place. In two seconds, I am able to update the requestor on the status of their order.
"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 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.
"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.
"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.
"When asked for an update on a pending request, I would have had to look through several email threads, make phone calls, and often have to wait for a reply to give an accurate update. I can now go into Tallyfy and view all of the information in one place. In two seconds, I am able to update the requestor on the status of their order.
"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.
What switching from Whale saves
What busywork costs your company
per week
per year
over 5 years
A filed page waits for someone to open it
Tallyfy can email people when a step is theirs, so the procedure comes to them.
Tallyfy vs. Whale
Upload a Word or PDF procedure, and Tallyfy's AI turns it into a template.
The alternatives
Documentation, wiki and training tools
In Tallyfy, people flag a problem on the task, and a template editor fixes it for later runs.
AI readiness comparison
How Whale and Tallyfy compare on AI-native capabilities
A snippet lets you write a standard instruction once and insert it into many templates. Tallyfy has a live MCP server with 100+ tools that connects to ChatGPT, Claude, Google Gemini, and Microsoft Copilot Studio.
Which tool is right for you?
Tallyfy is best for
- Teams buried in documents that nobody can find or act on
- Teams that run the same SOPs many times a week
- Organizations that want to choose who does each step
- Operations teams that need live status on every process
- Companies that need a record of who did each step, and when, to prove compliance
Consider Whale for
- Companies that mainly need a place to store SOPs
- Teams that need simple read-and-acknowledge compliance tracking
- Organizations building a searchable knowledge base, without needing to run processes
- Small teams with basic documentation needs
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] "
" 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.[6] "
" Great for storing procedures but terrible for tracking if anyone actually follows them. We had no visibility into process execution.[7] "
" 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.[8] "
" We documented everything in Whale and still had process failures. The tool does not connect documentation to actual work execution.[9] "
" 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.[10] "
" 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.[11] "
" 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.[12] "
- 1 creator
- Up to 10 members
- 20 AI credits, one time
- 3 creators included
- Unlimited documentation
- Export to PDF and Word
- 5 creators included
- Enforced SSO login
- AI voiceovers
- Unlimited members
- SCIM and HRIS integrations
- API access
Tallyfy might not be right for you if...
- You want a pure knowledge base or wiki for reference docs
- You only want to store documents
- You mainly need LMS-style training modules
- You need template edits to reach processes that are already running
SOPs your team runs step by step
You see who did each step, and when
| Status | Step | Assignee | Deadline |
|---|---|---|---|
| Status: Completed Status: Active Status: Waiting Status: Conditional Status: Up next | 1. Document | TM Team member | |
| Status: Completed Status: Active Status: Waiting Status: Conditional Status: Up next | 2. Track why this works | AI AI agent | |
| Status: Completed Status: Active Status: Waiting Status: Conditional Status: Up next | 3. Improve | TM Team member |
Why Tallyfy is the AI control layer
Set up
Define the recipeLay out your steps, deadlines, and who does each: a person, AI, or a rule.
Run
People + AI togetherLaunch in one click. AI does the routine steps; people approve. No glue code.
Track and improve
Audit and learnWatch every step live, then refine - a gradual shift, never a total redo.
Tallyfy does not charge for basic services
Need help? Onboarding and 1:1 support are free for life, and you can book as many 25-minute screen-sharing calls with our experts as you need.
Book a call
Tallyfy is secure, proven and enterprise-grade
API & Webhooks
Free SSO
Legal & Procurement
Integration hubs
AI & Automation
BI & Data export
Triggers & Forms
Plus Google Drive, Dropbox, SharePoint, Box, and many more via integrations.
Switching from Whale to Tallyfy
In our experience, teams turn their core SOPs into live workflows in 1-2 weeks
Export your procedures from Whale
Save each one as a Word or PDF file and upload it; Tallyfy's AI turns it into a template
Assign each step to a person, job title or group, and set deadlines
Add form fields to collect information as people do the work
Train your team to complete their tasks in each process
Frequently Asked Questions
What is Tallyfy, and how is it different from Whale?
Whale is mostly for writing processes down. Tallyfy is for running them. You build a procedure once as a template, then launch it as often as you need. Each launch is its own process with its own tasks, and you can track every one in real time.
What is Whale usually used for?
Writing standard operating procedures (SOPs) and training people on them. Whale keeps your procedures in one place and can turn them into training paths with quizzes.
How do I see what's done and who has the next task?
Tallyfy tracks every process as it runs, so you can open any one and see which steps are done and who has the next one.
How does Tallyfy handle process improvement compared to Whale?
People flag a problem on the task they're running, and everyone assigned to that task is notified. They can also comment on a template step to suggest a change. The template owner reads the feedback and updates the template, and future launches use the new version. You can filter for processes with open problems at any time.
How is AI different in Tallyfy and Whale?
Upload an SOP as a Word doc or PDF, and Tallyfy's AI turns it into a template you can run. You can also connect the AI you already use, such as ChatGPT or Claude, so it can read a task and complete its step inside your process.
Does Tallyfy price differently by country?
It can. If most of your users are in an eligible country, you can apply for a discount on an annual plan through our Fair Price Guarantee. It's based on regional GDP per capita, and each one is at our discretion.
Is Whale backed by venture capital?
Yes. Its about page says Whale is backed by Volta Ventures and Peak.
Which security standards does Tallyfy support?
Tallyfy holds a SOC 2 Type 2 attestation, and tallyfy.com is on the HSTS preload list, so browsers only connect to it over an encrypted connection. Single sign-on (SSO) is also free on every paid plan.
Where can I see customer reviews of Tallyfy?
On our customer stories page. Every quote there shows who said it, with their job title and company, and most link to a fuller story.
Can Whale run a checklist?
Yes. Whale's checklists turn a procedure into a task list your team ticks off, and each run is timestamped and logged.
Does Whale help teams going through rapid growth?
It can, on the training side. Whale's training flows give each new hire a path of playbooks, videos and quizzes, and its read assignments track who has finished each one.
Is setup help included?
Yes. Every paid plan comes with 1:1 onboarding from our team, at no extra cost.
How do people find the right SOP once there are hundreds?
Mostly by search, and that gets harder as the library grows. We think of it as data robbery when the hours spent writing SOPs end in a library nobody can find their way around. In Tallyfy, the instructions for each step arrive with the task.
How can I get started with Tallyfy?
Either start a 14-day free trial, which you can ask our support team to extend, or book a demo and see Tallyfy with our team first.
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] Capterra Reviews - Whale Documentation Tracking, accessed February 2025. (accessed February 2025)
- [7] G2 Reviews - Whale Process Visibility, accessed February 2025. (accessed February 2025)
- [8] Software Advice Reviews - Whale Quiz Feature, accessed February 2025. (accessed February 2025)
- [9] TrustRadius Reviews - Whale Work Execution, accessed February 2025. (accessed February 2025)
- [10] SaaSWorthy Reviews - Whale Text Editor Interface, accessed January 2025. (January 2025)
- [11] Glitter.io - Best Whale Alternatives, Import Challenges, accessed January 2025. (January 2025)
- [12] Linktly - Whale Review, Mobile Editing Limitations, accessed January 2025. (January 2025)
6 alternatives to Whale
Explore other alternatives to Whale
Notion
AI workspace for teams
- Custom AI agents
- Search across all your apps
- Answers with citations
Confluence
Atlassian's team workspace for creating and sharing knowledge
- AI that drafts and summarizes pages
- Works with Atlassian's Rovo AI
- Integrations with other apps
Tettra
Internal knowledge base with AI answers
- Answers repeat questions in Slack
- Curated company information
- An AI bot, Kai, that searches your content
Document360
Knowledge base software for documentation
- AI search and an AI chatbot
- Custom workflow builder for articles
- MCP server for AI assistants
Trainual
Employee training and SOP software
- Structured, repeatable training
- Performance tracking
- Integrations with other apps
Scribe
Screen-capture tool that turns a recorded task into a step-by-step guide
- Captures how work gets done
- Context for teams and AI agents to work from
- Desktop app capture on paid plans
Pick one process. Run it this week.
Start with the one your team repeats most, and stop chasing it.
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 October 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 BV. "Whale" and related logos are trademarks or registered trademarks of Whale BV; 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.
- • Overall Website Terms. Your use of this website is subject to our terms and conditions.