Best Process Documentation Software

Get the most out of your process documentation software with our comprehensive guide. Learn all you need to know about process documentation software and how it can help streamline your workflow.

May 9, 2023 - Oleksii Sribnyi


Process documentation software can enable you to:

  • Support business process improvement.
  • Promote operational consistency.
  • Prepare for acquisition requirements.
  • Ensure compliance with regulations.

When I’m looking for process documentation tools, I want to see features that enable me to quickly grab screenshots of what I’m working on and annotate these with ease..

Process documentation software gives project managers and team leaders the necessary features to create an operational blueprint for excellence.

Here are some ways to leverage process documentation software:

  • Creating technical manuals for efficient IT support.
  • Supporting customer success with engaging tutorials.
  • Developing onboarding resources with media-rich tutorials.

An effective process documentation tool will successfully enable managers and leaders to standardize pivotal business operations. When there is a clear path forward, your team can move with greater purpose and achieve better results.

Trying to navigate complex workflows without a process documentation software solution is like driving without a map. You may eventually reach your destination, but the journey will be marked with inefficiency, frustration, and wasted time and resources. By automating and optimizing key processes, you can improve communication across your organization.

With everyone on the same page, your team will be able to achieve greater clarity, avoid duplication of effort, and boost bottom-line results. The right process documentation software will help you to successfully document, manage, and optimize your business processes. Let's take a step back and consider the core functionality of a process documentation tool.

Process Documentation Software (What Is It?)

A process documentation tool is a software solution that enables you to map out, document, and manage your business processes. By automating key processes, you can improve communication and collaboration across your organization. The right process documentation tool will enable you to create step-by-step guides and tutorials for your workforce seamlessly.

For instance, with Folge, you can create engaging step-by-step guides and tutorials on the fly.

What does this mean?

Well, as you demonstrate a process on your desktop, Folge can capture the workflow in real-time. The solution can take screenshots with mouse clicks, hotkeys or combinations.

This process documentation solution comes with all the features you need to fully customize each step of your tutorial or guide. You can then export your tutorial or guide in up to 7 different formats, including PDF, HTML, Powerpoint, and Word. As a simple, time-saving solution to process documentation, Folge makes creating a tutorial or guide a painless experience.

Why does business process documentation software matter?

Support business process improvement

When you begin creating documentation around key business processes, you can objectively analyze inefficiencies and refine workflows. Process documentation software provides you with the tools to optimize existing processes and create new ones from scratch. The easiest way to identify opportunities for improvement is to visualize the processes.

Promote operational consistency

With process documentation in place, you can ensure that everyone on your team is following the same procedures. By promoting operational consistency, you can ensure key processes are executed with precision, regardless of who is completing them. Consistency is at the heart of any robust business operation - and documentation is the key to achieving it.

Prepare for acquisition requirements

Prospective buyers will want to see documentation around your business processes as part of their due diligence. Process documentation software provides you with the ability to quickly generate comprehensive process maps that will satisfy buyers. Basic documentation will demonstrate that your business is running like a well-oiled machine.

Ensure compliance with regulations

Depending on the industry you operate in, there may be strict regulations in place that must be adhered to. Process documentation software provides you with a centralized repository for storing process maps and associated documentation. This will ensure that everyone on your team has easy access to the most up-to-date compliance information.

Process Documentation Software (3 Key Areas)

Alongside documenting basic business processes, there are many other use cases for process documentation software.

IT Support

From setting up new user accounts to troubleshooting common technical issues, IT support teams are responsible for a wide range of tasks. By documenting IT processes, you can provide team members with invaluable step-by-step guides and tutorials at critical moments. When users have access to documentation, they can resolve issues without relying on support staff.

Read more about this use case.

Customer Success

Customer success teams are responsible for ensuring that customers are getting the most out of your product or service. With access to a process documentation tool, customer success teams can help customers unlock value from your product or service by providing step-by-step guides and tutorials. These resources could increase the lifetime value of each customer.

Read more about this use case.


Onboarding is a critical process for every business. It's your opportunity to set new customers up for success. By documenting essential processes, you can ensure that each customer has the information they need to hit the ground running. A well-documented onboarding process will help reduce churn and promote customer retention.

The effectiveness of your onboarding process really can make or break customer relationships. If you are committed to driving customer retention, you need to engage customers from the outset and provide them with all the necessary resources to hit the ground running. Fortunately, the right process documentation software will enable you to develop compelling step-by-step guides and tutorials in no time at all.

Read more about this use case.

Folge's editor for process documentation.

Best Business Process Documentation Tools

To summarize, business documentation software can enable you to:

  • Create compelling tutorials and walkthroughs on the fly.
  • Store important documents and resources for stakeholders.
  • Manage all tutorials and walkthroughs in one digital location.

Whether you are an enterprise-level organization or a bootstrapped solopreneur, Folge’s desktop tool can confidently meet your needs. It’s simply never been easier for you to create, manage and share your processes and knowledge. You can join the 1,000+ users that are already unlocking value from Folge by capturing and organizing their knowledge.

You can get a personal or business license for a one-time fee. Rather than taking a leap of faith, we encourage you to download Folge for free today before making any commitments. As of the writing date, Folge has 4.9 out of 5 starsand 62 reviews from delighted users on Capterra.

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