5 best Way We Do alternatives (2026): AI that acts inside the work, or SOP manuals with activated workflows

Liam Jones

Founder of Pilla

Date Modified

16 September 2026

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I am Liam Jones. I founded Pilla after more than ten years running hospitality operations, food safety and frontline teams.

I wrote this because I keep getting asked what to use instead of Way We Do. I ran restaurants for years. I know the job: you want the floor to do the work without you chasing every check.

Way We Do is SOP and process software. You write policies and procedures in a company manual, then turn the ones that need a run into Activated Checklists. People tick steps, leave comments and photos, fill a form or sit a quiz, and a supervisor can sign off. Native AI helps draft the document. Instant Flowcharts generate a swimlane from the list.

I built Pilla so you can turn a process you already know into a workflow on a canvas. Your team runs it on a phone, tablet or the web app. Pilla can fetch, decide and act while the work is happening. You keep the judgement calls.

If you want to try it on a process you already run, open the canvas.

Quick Summary

I would pick Pilla when I want AI to act inside the work. I would keep Way We Do when I want SOP manuals, policy acceptance and activated workflows together. I would look at Process Street when I want SOP workflows, policy docs and audit-ready runs from one vendor.

I would pick Pilla if I wanted a process I already know drawn on a canvas, with branching, not a swimlane generated from the checklist
I would pick Pilla if I wanted DMs and group chats next to the work, not step comments with mentions
I would keep Way We Do if I needed SOP manuals, policy acceptance and activated workflows from one product
I would look at Process Street if I needed SOP workflows, policy docs and audit-ready runs from one product

How did we compare them?

I ask the same twelve questions I use on every vs page. For this shortlist I stayed with SOP and process tools. I put Pilla first because that is the product I built. People name Process Street next to Way We Do when they want the procedures run as workflows, with the policy documents in the same product. Whale is where you capture a process, train people on it, and search the knowledge base. Tallyfy is where a client finishes their step from a link, and you collect the approval. SweetProcess is where you write the procedures, quiz people, and publish a knowledge base. I left out office task apps, Zapier-style automation, and rota products. I used their public docs, and I have not used a paid account of theirs. Where they stay quiet, I stay quiet.

How do the alternatives compare at a glance?

Tool	Best for	What you pay for	Price from
Pilla	Operators who want AI to act inside the work	Unlimited users, usage based on workflows	Pay as you go £199 / 1,500 workflows, then 15p. Enterprise from £25k a year.
Process Street	Teams that want SOP workflows, policy docs and audit-ready runs	Quote; paid users	No public software price. Sales quote.
Whale	Teams that want AI SOP capture, training and knowledge search	Creators billed; members unlimited on paid plans	Free Forever. Scale $249 a month billed yearly.
Tallyfy	Teams that want SOP templates, guests and approvals	Per-seat Full and Light; unlimited guests	Full $300/year or $30/month. Light $100/year or $10/month.
SweetProcess	Teams that want SOP docs, tasks, quizzes and a knowledge base	$99/month for 10 users; extra $5 each	$99 a month for up to 10 users.

What is Way We Do, and why look elsewhere?

Way We Do holds policies, procedures and processes in one manual. You make people read a policy and record that they accepted it. You turn a procedure into a role-based checklist run with comments, forms and quizzes. You keep version history, revision schedules and ISO-style audit records. Instant Flowcharts generate a swimlane from the list. Native AI helps draft the document.

People look for a Way We Do alternative when they want AI inside the run, DMs next to the work, unlimited people, or they do not want to buy a policy library and acceptance from the same vendor. Some stay because that SOP suite is the job.

I would keep Way We Do if I needed SOP manuals, policy acceptance and activated workflows from one product. That suite is a fair reason to stay.

Price: Entry $99 a month for 10 team members. Extra people in allotments of 10. Enterprise from 50 members is a quote.

Trial: 14-day free trial. 30-day money-back on Entry.

Why people stay

SOP manuals, policy acceptance and activated workflows
Comments with photos and files on checklist steps
Instant Flowcharts generated from the list
Public Entry price

Why people look

You pay per team member
I could not find a native phone app
I could not find DMs or group chat rooms
I could not find an MCP server
I could not find an AI fetch, decision or action step inside a live checklist run

What are the best Way We Do alternatives?

1. Pilla

Operators who want AI to act inside the work

I built Pilla so you can turn a process you already know into a workflow on a canvas. Your team runs it on a phone, tablet or the web app. Pilla checks the work as it comes in and follows up when something needs you. You keep the judgement calls. I did not build a policy library, policy acceptance, shift scheduling, payroll or HR. If you need those, keep them on Way We Do or another vendor. You can open it the same day. Pay as you go is £199 a month with 1,500 processed workflows included, then 15p each. Enterprise is from £25k a year. People are unlimited. Talk to us to get set up.

“Pilla helps me have a day off knowing that procedures will be followed”

Charles, owner of 11 hospitality sites

Pros

Visual canvas with branching
Written, photo and video guidance beside each step
DMs and group chats next to the work
MCP server, API and integrations
Unlimited people, billed on processed workflows

Cons

No SOP manual or policy acceptance
You rebuild checklists on the canvas
Photos and history stay in Way We Do unless you move them
I did not build shift scheduling, payroll or HR

Price: Pay as you go £199 / 1,500 workflows, then 15p. Enterprise from £25k a year.

Pilla vs Way We Do

2. Process Street

Teams that want SOP workflows, policy docs and audit-ready runs

I would look at Process Street when I want SOP workflows, policy docs and audit-ready runs together. You keep policies in Docs, run them as workflows in Ops, and Cora watches the runs. You assign tasks, collect form fields and files, and you can add approvals, automations and an MCP server. I could not find DMs or group chat rooms. I could not find a public software price. New accounts get a 14-day Pro trial, with no card.

Pros

Policies in Docs, workflows in Ops, Cora watching runs
Text, image and video widgets on each task
Approvals, required fields, AI tasks and Cora flags
MCP server, REST API, automations and integrations

Cons

No public software price
I could not find a visual canvas
I could not find DMs or group chat rooms
Users are paid seats. Startup is five users.

Price: No public software price. Sales quote. 14-day Pro trial, no card.

Pilla vs Process Street

3. Whale

Teams that want AI SOP capture, training and knowledge search

I would look at Whale when I want AI SOP capture, training and a knowledge base. You capture a process with a step recorder, a screen recording or Alice. You assign reads, training flows and quizzes. Checklists tick steps and can take a photo. Alice answers from the knowledge base. I could not find DMs or group chats in their help. Free Forever is $0. Scale is $249 a month billed yearly.

Pros

SOP capture with Step Recorder, screen recording or Alice
Training flows, quizzes and a knowledge base
Checklists with photo proof
Public Free and Scale prices

Cons

You pay creators, plus AI credits
I could not find DMs or group chats
I could not find an AI fetch, decision or action step inside a live checklist run
Full API access is Enterprise

Price: Free Forever. Scale $249 a month billed yearly. Advance $499 a month billed yearly. 14-day Advance trial.

Pilla vs Whale

4. Tallyfy

Teams that want SOP templates, guests and approvals

I would look at Tallyfy when I want the templates, a client finishing their step from a link, and approvals in one process tool. You build a template, launch it, and assign each step to a person, a guest or a connected AI. Clients complete their bit from a link. I could not find a native phone app in the stores. I could not find DMs or group chat rooms. Full is $300 a year or $30 a month. Light is $100 a year or $10 a month.

Pros

Templates a client can finish from a link, plus approvals
BYO AI and an MCP server
Unlimited guests
Public Full and Light prices

Cons

You pay per seat
I could not find a native phone app in the stores
I could not find DMs or group chat rooms
I could not find a photo, video, audio, signature, rating or GPS field

Price: Full $300/year or $30/month. Light $100/year or $10/month. 14-day trial.

Pilla vs Tallyfy

5. SweetProcess

Teams that want SOP docs, tasks, quizzes and a knowledge base

I would look at SweetProcess when I want SOP docs, quizzes and a knowledge base in one product. You write procedures as step lists, keep policies next to them, and assign them as repeating tasks. SweetAI can draft the first version. Quizzes and a typed sign-off prove a read. I could not find DMs or group chat rooms. I could not find an MCP server. Standard is $99 a month for up to 10 users.

Pros

SOP docs, assigned tasks, quizzes and a knowledge base
Text, images and video on each step
Public Standard price
14-day trial, no card

Cons

You pay per user
I could not find DMs or group chat rooms
I could not find an MCP server
I could not find an AI step inside a live task run

Price: $99 a month for up to 10 users. Extra users $5 a month. 14-day trial, no card.

Pilla vs SweetProcess

Which should you pick?

If I needed SOP manuals, policy acceptance and activated workflows from one vendor, I would keep Way We Do. That suite is a fair reason to stay. If I wanted the work drawn on a canvas and AI acting inside the run, with DMs and floor evidence, I would use Pilla, and I would keep the policy library and acceptance snapshots somewhere else. If the job is SOP workflows, policy docs and audit-ready runs, I would look at Process Street. If the job is AI SOP capture, training and a knowledge base, I would look at Whale.

Frequently asked questions

What is the best Way We Do alternative?

I would pick Pilla if I wanted the floor to follow a process, with the work checked as it comes in. I would keep Way We Do if I needed SOP manuals, policy acceptance and activated workflows from one product. I would look at Process Street for SOP workflows, policy docs and audit-ready runs, Whale for AI SOP capture, training and a knowledge base, Tallyfy for templates a client can finish from a link, plus approvals, and SweetProcess for SOP docs, quizzes and a knowledge base.

Does Way We Do have AI inside Activated Checklists?

Native Way We Do AI drafts outlines, paragraphs, lists and expansions while you write. Checking a run is required steps, quizzes and supervisor sign-off. Marketing says you can connect ChatGPT or Zapier AI through Zapier, Power Automate or the API. I could not find an AI fetch, decision or action step inside a live checklist run.

How much do these Way We Do alternatives cost?

Way We Do publishes Entry at $99 a month for 10 team members, with extra people in allotments of 10. Growth, Mission Critical and Enterprise are a quote from 50 people. New accounts get a 14-day trial. Entry has a 30-day money-back guarantee. Pilla is Pay as you go at £199 a month with 1,500 processed workflows, then 15p each. Enterprise is from £25k a year. People are unlimited. Process Street quotes you. Whale publishes Free Forever and Scale. Tallyfy publishes Full and Light per seat. SweetProcess publishes Standard from $99 a month for 10 users.

Does switching from Way We Do replace SOP manuals and policy acceptance?

No. I did not build Pilla as document control, policy acceptance or an ISO operations manual. If you need that suite, keep it on Way We Do or another product. Process Street, Whale and SweetProcess also sell SOP libraries. Tallyfy sells knowledge-only SOP templates.

How did you pick this shortlist?

I stayed with SOP and process tools and used the same twelve questions I use on every vs page. I left out office task apps, Zapier-style automation, and rota products. The deep tables live on the vs pages linked from each name.

Where did these facts come from?

Way We Do and peer claims on this page come from their own public docs. Pilla claims come from the current product.

Pilla is AI work management for deskless teams. Talk to us or visit Way We Do.

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