10 Best Business Process Documentation Software in 2023

As a project manager, you know that how you are getting things done is just as important as why you’re doing it and what you’re actually working on. Being able to track all of your business processes is key in keeping the team on track and avoiding breakdowns.

Process documentation software is a crucial addition to your project management framework.

Here, we’ll show you what to look for in business process documentation software (BPMS) and share some of our favorite tools to get the job done. 💪

What Should You Look for In Business Process Documentation Software?

Process documentation serves as a roadmap for your projects. It’s a critical tool you leverage to onboard new hires, track large revenue-generating projects, and provide an overview of everything the company is working on.

Finding a good process documentation software streamlines this process, saving you time and money in the long run. ✨

Great business process documentation software should:

• Offer tools to gather and document process feedback: Interviews, meetings, and field diaries give you insight from key team members who understand the processes they are part of. This feedback then informs how you establish procedures
• Feature organizational views: Some document processes are better in certain ways. Good process documentation tools should have organizational tools for various mediums including articles, case studies, and logs
• Provide integrations: If you work with more than one business-related software, you’ll want them to work together, not against each other. Look for a process tool that integrates with other software you use on a regular basis
• Be easy to use and shareable: Many project managers use process software for new employees and workflow management. Choose one that is easily shareable with all members of your team and one that has a user-friendly interface 

The 10 Best Process Documentation Software to Use in 2023

Visualize or organize the processes behind any task, project, or business operation with process documentation software.

Here, you’ll find 10 of the best project documentation tools to try—whether you’re looking for ways to simplify employee onboarding, record standard operating procedures, or create an in-depth knowledge base. 🛠️

1. ClickUp 

With ClickUp, documenting processes and tracking SOPs is easier than ever. With dozens of document processes in templates, you can easily create checklists for recurring tasks, track process steps, and draft flowcharts for various stakeholders. 

Use the different ClickUp views to get a visual representation of all tasks in progress in List view or switch over to Board view to take a closer look at individual business segments and projects.

With ClickUp’s Company Processes Document Template, input task or procedure details to give team members insight into how things work at your company. Use it for hiring and onboarding new employees or to lay out company expectations.

The built-in S-Corp meeting minutes template and time off template make it easy to manage your employees, all in just a few clicks. ✍️

ClickUp best features

• Thanks to the easy-to-use and customizable user interface, you can personalize the tool to meet your specific business needs
• Create a company wiki using ClickUp Docs, which you can organize, connect to workflows, and share with relevant users
• Real-time collaboration keeps everyone up-to-date on ongoing projects and process procedures
• Various views and different documentation types, including diagramming tools, enable you to create written and visual documenting processes

ClickUp limitations

• The free version has a limit of five users, which may be a roadblock if you have a larger team
• Some new users find that the sheer number of features can be overwhelming at first, but the high level of customization makes the learning curve worth it for this documentation software

ClickUp pricing

• Free Forever
• Unlimited: $5/month per user
• Business: $12/month per user
• Business Plus: $19/month per user
• Enterprise: Contact for pricing

ClickUp ratings and reviews 

• G2: 4.7/5 (6,500+ reviews)
• Capterra: 4.7/5 (3,500+ reviews)

2. Integrify

Integrify offers document automation software without the need for coding. The Process Builder features a drag-and-drop interface to create, collaborate on, and test your procedures. Foresight and Hindsight views offer insight into task dependencies to identify any potential bottlenecks.

Integrify best features

• Integrates with a variety of enterprise systems and offers import and export capabilities with Excel
• Easily set reminders and customizable notifications to keep team members informed and on schedule
• The low-code environment makes the tool more accessible to all team members, not just the ones that know coding languages

Integrify limitations

• There is a free trial, but no free plan
• Some users found the software was limited for bigger teams and large projects

Integrify pricing

• Subscription based: Custom pricing for each budget depending on the number of users and tier discounts

Integrify ratings and reviews 

• G2: 4.4/5 (30+ reviews)
• Capterra: 4.5/5 (20+ reviews)

3. SmartDraw

Create process documentation with SmartDraw’s diagrams, workflow charts, and organizational briefs. The chart and graph-based diagrams offer crystal clear visuals of the different process stages.

Templates like flowcharts let you visualize any project from start to finish while mind maps make it easy to get an overview of organization’s structure with its process documentation tools. 🗂️

SmartDraw best features

• More than 70 different templates including floor plans and workflow charts to streamline process mapping 
• Integrates seamlessly with tools like Google Docs, Microsoft Office, and Atlassian’s Jira and Confluence to support your work process flow
• Easily import Visio and Lucidchart files to switch tools without a big headache

SmartDraw limitations

• Some users found the sidebar navigation was confusing and there weren’t enough customizations for bigger teams 
• Some users found glitches in the software, particularly when it comes to autosaving

SmartDraw pricing

• Single User: $9.95/month
• Multiple Users: $8.25/month for 5+ users

SmartDraw ratings and reviews 

• G2: 4.6/5 (230+ reviews)
• Capterra: 4.1/5 (110+ reviews)

4. Bit.ai

Bit.ai is a workplace collaboration tool designed to streamline project documentation. With this process documentation tool, create wikis, interactive tutorials, and client portals. Designed for individuals, small teams, and large organizations, there’s a way to leverage this software whether you’re working on small projects or complex ones.

Bit.ai best features

• Process inputs are easy when using one of their dozens of templates
• The AI Smart Editor cleans up your work and offers suggestions for improvement
• Quickly interlink documents, embed links, and add smart widgets for context

Bit.ai limitations

• The free version limits files to 5 MB, which may be challenging for users who want to use data-hungry elements like videos, charts, and other graphics
• Some users found the formatting and font options were limited, making it more difficult to meet internal branding standards

Bit.ai pricing

• Free
• Pro: $8 per member per month
• Business: $15 per member per month

Bit.ai ratings and reviews 

• G2: 4/5 (10+ reviews)
• Capterra: 5/5 (5+ reviews)

5. Pellio

With Pellio, create business process documentation in three easy steps. Start by creating a process using the rich text editor. Embed images, videos, and files to support the documentation. Next, share the workflow with relevant team members. Finally, assign tasks and due dates to keep projects on schedule. 🗓️

Pellio best features

• Create step-by-step tasks for individual team members and track their progress in a clean interface
• The rich text editor creates a knowledge management database in minutes and the overview dashboards let you identify process inefficiencies 
• Assign different access levels for documentation based on team members’ roles

Pellio limitations

• Customer support is limited to email so getting solutions can take longer than when using other software tools
• The tool only supports English, making it challenging for companies that use other languages regularly

Pellio pricing

• Lite: $15/month
• Startup: $47/month
• Pro: $97/month

Pellio ratings and reviews 

• G2: N/A
• Capterra: N/A

6. Evernote

Evernote is a work, task, and schedule app that’s popular amongst project managers and individuals who like to hack their productivity. Originally a note-taking app, it now is leveraged by businesses to manage processes, projects, and schedules. Easily add images, audio, and PDFs and turn any note into a task to add to your schedule.

Evernote best features

• App integrations include Slack, Google Drive, MS Teams, Zapier, and more
• Choose from dozens of templates to develop strategic planning frameworks or prioritize tasks
• Connect schedules and notes with the calendar integration with its documentation software
• Intuitive user interface makes it easier to track business processes

Evernote limitations

• Some users wished there were more formatting options for better organization with this documentation tool
• According to some users, syncing is slow and unreliable at times

Evernote pricing

• Free
• Personal: $14.99/month
• Professional: $17.99/month

Evernote ratings and reviews 

• G2: 4.4/5 (1,900+ reviews)
• Capterra: 4.4/5 (8,000+ reviews)

7. Hightail

Use Hightail, a process management tool, to organize tasks, assign follow-ups, and track discussions about the project. Live updates of the next steps keep everyone informed on what’s happening now and what’s coming next. The file-sharing feature lets you securely upload, send, and store company documents. Use the creative collaboration tool to collect and discuss visual assets. 📊

Hightail best features

• The file-sharing software ensures each team member has access to the tools they need to handle their portion of the project
• Image and visual content features are ideal if you’re looking for a way to share, approve, and preview image and video documentation
• Integrations with Adobe and Zapier make visual content creation faster and scheduling more efficient

Hightail limitations

• The project management features are only available in the Teams and Business plans
• Some users experienced glitches when sharing files or images

Hightail pricing

• Lite: Free
• Pro: $12/month
• Teams: $24/month
• Business: $36/month

Hightail ratings and reviews 

• G2:4.2 /5 (680+ reviews)
• Capterra:4.4 /5 (280+ reviews)

8. ProcessMaker

Automate workflows using ProcessMaker, a business process reengineering tool designed to streamline even the most complex projects. The low-code software lets you drag and drop tasks in the Process Modeler to create visual mind maps and brainstorming diagrams. Use the Form Builder to capture data and feedback from team members and leverage the dashboard views to get insight into what’s happening company-wide.

ProcessMaker best features

• Connect to third-party apps including Salsforce and Oracle with the API 
• Use the automation technology to streamline workflows and spend less time on mindless tasks
• Scan and store files to keep digital versions of all your business documentation

ProcessMaker limitations

• A steeper learning curve means it takes you more time to figure out the platform at first, sometimes delaying projects if you need to jump right in
• Some users found the interface wasn’t as elegant as they’d like or that it required more coding than expected

ProcessMaker pricing

• Standard: $1,495/month per user
• Enterprise: $2,479/month per user
• Custom: For banking, higher education, and embedded solutions

ProcessMaker ratings and reviews 

• G2: 4.3/5 (270+ reviews)
• Capterra:4.5 /5 (170+ reviews)

9. Document360

With Document360, create a company knowledge base to share internally with employees or externally with clients. For process documentation, create technical guidelines and SOPs like employee handbooks and marketing frameworks. Draft system documents, tutorials, and reference guides for employees to use to support their work. 🌻

Document360 best features

• The Document360 team handles the migration from other knowledge base systems for you. That means you don’t have to worry about spending time making the transition
• Choose from dozens of templates to create knowledge repositories and guides
• The intuitive interface makes it easy to use, even for new hires

Document360 limitations

• Right now, only one person can edit a document at one time, limiting the functionality when it comes to team collaboration
• Some people found the analytics dashboard wasn’t as robust as the competitors

Document360 pricing

• Free
• Standard: $149 per project per month
• Professional: $299 per project per month
• Business: $399 per project per month
• Enterprise: $599 per project per month

Document360 ratings and reviews 

• G2: 4.7/5 (340+ reviews)
• Capterra: 4.7/5 (160+ reviews)

10. Gluu

Looking for ways to create interactive guides and knowledge bases that your employees actually enjoy using? Turn to Gluu to develop visual and collaborative documents for your business processes. The built-in process designer takes the guesswork out of the equation to map processes, assign tasks, and create a schedule with ease.

Gluu best features

• Gluu’s process architecture feature identifies duplicate processes to streamline your workflows
• Assign control and authority to different team members to delegate management and oversight
• Changes generate immediate notifications, keeping all team members on schedule and informed

Gluu limitations

• The software is aimed at streamlining internal processes, but some users wished it also supported external sharing for knowledge bases designed for customers
• The filter views aren’t saved, so you have to re-enter them each time you exit and reopen a document

Gluu pricing

• Basic: $12/month
• Pro: $25/month
• Enterprise: Custom pricing

Gluu ratings and reviews 

• G2: N/A
• Capterra: 4.6/5 (20+ reviews)

Create Process Documentation More Effectively

ClickUp is a project manager’s dream. With hundreds of templates to choose from, you can create quicker documentation for all of your processes. From employee handbooks and onboarding checklists to budget procedures for projects and calendars for milestones, you’ll find what you need to start creating.

Try ClickUp’s free project management solutions today!