Waybook vs Whale: plans, members, creators and approvals

Waybook vs Whale: members against creators

Waybook prices by member and Whale prices by creator. As read on October 17, 2026, Waybook Core is $119 a month billed monthly or $99 billed annually for 20 members, and a member is anyone with a login, readers included. Whale Scale is $399 a month billed monthly or $249 billed yearly and includes 3 creators, the people who build content. Both tools test staff.

Waybook and Whale prices on the same billing basis

Billed annually, Waybook Core is $99 a month and Pro is $198, each for 20 members; Whale Scale is $249 and Advance is $499. Billed monthly, Core is $119 and Pro is $238; Scale is $399 and Advance is $799.

The units differ. Waybook adds $5 a month per extra member on Core's annual billing or $6 on monthly (Pro $10 or $12). Whale Scale covers 3 creators, Advance covers 5, and each extra Scale creator is $29 a month billed yearly or $39 billed monthly.

Whale's paid plans carry a Book a Demo button, and its pricing page does not say whether a paid plan can be bought without a call. Waybook pricing lists the Core and Pro features row by row.

Quizzes, training flows and learning paths

Waybook lists Tests & Assessments and Learning Paths in every plan; a Learning Path is an ordered set of Documents and Tasks for one role or topic. A test is a step inside a Document, with eight question types, a pass rate you set and an option to require a pass before the next step.

Whale Scale includes 5 training flows, which Whale describes as training paths per team and role with automation, and 15 quizzes; Advance makes both unlimited. A Whale quiz holds up to 20 questions with a passing grade you set, and quizzes can be reassigned for a retry.

A change reaches people differently. An edit to a Whale flow applies only to people added afterward. Republishing a Waybook Document as a Major Change emails the assigned members and resets their progress on it.

Approvals, signatures and version history

Waybook's Approval Process (stages that block publishing until each signs off), Document Verification with Review Dates and Full Version History are Pro features; Core keeps step-level Revision History. Document Verification assigns a reviewer to re-check a Document by a set date. Waybook's plan table lists no e-signature, and its Pro-only Knowledge Confirmation Steps record who confirmed a document and when.

Whale keeps approval flows on Enterprise, adds handwritten e-signatures with a timestamped record from Advance, and keeps version history for 90 days on Scale, 1 year on Advance and without limit on Enterprise.

Whale's free plan against Waybook's trial

Whale's pricing page describes a Free plan with 1 creator and up to 10 members, while its help center says up to 5, so no verdict here rests on that cap. Whale's help center also documents a 14-day trial of the Advance plan, after which a workspace moves to the Free plan.

Waybook has no free plan. Its pricing page says "7-day free trial. Cancel anytime.", and its Terms say a cancellation takes effect at the end of the billing period with no refund unless the law requires one.

Pick Whale when one to three people write the SOPs: Free covers 1 creator and Scale 3. Pick Waybook when 20 or more people read and are tested, and approvals or review dates on Pro matter. For a team of 10 or fewer, SweetProcess is one plan for up to 10 members. Best SOP software free lists the other free plans, and Waybook alternatives covers the rest.