Tool profile
Whale: cost, fit and limits
Whale is a process documentation and training platform made by Whale BV that lets teams write SOPs with AI, generate quizzes and query their processes through an assistant called Coral in Slack, Microsoft Teams, a browser extension and a mobile app.
What to know first
Whale prices by creators and AI credits. The Free plan is $0 forever with 20 one-time AI credits. Scale is $299 a month billed yearly with three creators and 50 credits per creator each month, and Advance is $599 with five creators and 100 credits. Enterprise is custom. The vendor lists a Belgian legal entity, offers US or EU hosting and says asking Coral spends no credits. No API was named on the pages opened.
Whale at a glance
| Maker | Whale BV, Belgium |
|---|---|
| Free plan | Yes |
| Entry price | $0 forever |
| API access | No |
| Category | Best AI Process Documentation Software in 2026, rank 2 of 12 |
| Website | usewhale.io |
Who Whale is best for
European companies with residency rules
Whale lets a customer choose US or EU hosting, with the EU option located in Belgium, which gives a European legal team something concrete to review.
Teams that live in Slack or Teams
Coral answers process questions where staff already chat, and the vendor says asking it spends no credits, so heavy question volume does not drain the monthly allowance.
Companies adding quizzes to onboarding
Quizzes are generated with the Train feature and cost AI credits, so a training lead can turn a new SOP into a test in the same workspace.
Whale plans and pricing
| Plan | Price | What it includes |
|---|---|---|
| Free | $0 forever | 20 AI credits, one time only. Access permissions and workspace branding are not included, so it works as a short trial of SOP and quiz generation. |
| Scale | $299 per month, billed yearly | Three creators included, 50 AI credits per creator each month. Extra creators cost $29 per month billed yearly, or $39 billed monthly. |
| Advance | $599 per month, billed yearly | Five creators included, 100 AI credits per creator each month. Extra creators cost $39 per month billed yearly, or $49 billed monthly. |
| Enterprise | Custom, billed yearly | Quote reached through a Book a Demo step, for organizations that need custom terms beyond the Scale and Advance creator and credit limits. |
Checked November 2026.
What Whale does
- Coral assistant
- Answers team questions in Slack, Teams, on mobile and in the browser, drawing on captured processes and flagging outdated steps. The vendor says asking it uses no AI credits.
- AI SOP creation
- SOPs are written with AI help, and credits are spent each time an SOP or quiz is generated, so the monthly credit pool sets the pace of new documentation.
- Train and quizzes
- The Train feature generates quizzes for staff training from process content, linking documentation to a check that people have read and understood the steps, with credits spent per quiz.
- Chrome extension
- A browser extension brings the AI agent into web apps, so an employee can ask a question while working in another tool rather than switching tabs or searching a separate library.
- Permissions
- Paid plans add access permissions per user or group at Board, Library and Playbook level, which lets a company hide HR or finance procedures from other teams.
- Branding
- Workspace and Coral branding are available on paid plans, useful when the library is shown to clients or franchisees under the customer's own look and not the vendor's.
How Whale handles your data
The pricing page lists a choice of US or EU hosting, and the EU option is in Belgium. The vendor's FAQ states SOC 2 certification and GDPR compliance, and says the product is HIPAA ready. The homepage footer gives the legal entity as Whale BV with a Belgian company number. Whether customer content trains AI models, how long data is retained and which AI providers process prompts were not stated on the pages opened, so those questions need a written answer before sensitive procedures go in.
Where Whale falls short in practice
- One-time free credits. The Free plan gives 20 AI credits once, not each month. After they are spent, further SOP or quiz generation requires moving to Scale at $299 a month billed yearly.
- Creator pricing. Scale includes three creators and Advance five. Extra creators cost between $29 and $49 a month depending on plan and billing, so a growing documentation team should model the total, not the base price.
- No API named. The pages opened do not mention a public API, so teams planning to push content in bulk or sync with other systems must ask whether one exists, or rely on Zapier.
Works with
Alternatives to Whale
Whale: common questions
Does Whale offer EU hosting?
Yes. The pricing page lists a choice of US or EU hosting, and the EU option is in Belgium. Whale BV is also the legal entity named on the homepage. The pages opened did not say whether hosting choice is available on every plan, so confirm that for the plan you intend to buy.
Do questions to Coral use AI credits?
The vendor says asking Coral uses no credits. Credits are spent when SOPs or quizzes are generated. Scale includes 50 credits per creator each month and Advance 100, so a team that asks many questions but writes few new SOPs may not feel the credit limit.
How many people can write SOPs on the Scale plan?
Scale includes three creators at $299 a month billed yearly. Extra creators are $29 a month billed yearly or $39 billed monthly. Readers are not described as paid seats on the pages opened, so ask how the vendor counts people who only view or ask Coral.
Is there a free version of Whale?
Yes, a $0 forever plan, but it includes only 20 AI credits, one time. It also lacks access permissions and workspace branding. It is enough to generate a few SOPs or quizzes to judge quality, not to run a documentation program.
Does Whale train AI on my processes?
The pages opened did not say. The FAQ states SOC 2 and GDPR compliance, and the pricing page names EU hosting, but a statement on model training was not captured. Ask for the data processing terms and the AI subprocessor list before uploading confidential procedures.