Creating process documentation is one of those tasks that every team knows is important but rarely enjoys doing. It's slow, repetitive, and often gets pushed aside. But when it's missing, things break. Onboarding slows down. Compliance risks go up. Knowledge walks out the door with your staff.
That’s where AI comes in. In 2025, there are plenty of tools claiming to make documentation easier. Some are great for small teams. Others are built for developers.
In this guide, we’ll walk through the top AI documentation tools available today. We’ll also give you our honest take on which ones are worth your time depending on your needs. Spoiler: Fluency is our pick for enterprise teams who care about speed, accuracy, and scale.
Why AI Documentation Tools Matter Now
Most teams still document their processes the old way. Manually. They take screenshots, write up instructions, format it all nicely, and then forget to update it for the next 12 months. It’s a broken system. Here's why AI tools are changing the game:
- Speed: What once took hours now takes minutes.
- Consistency: No more random formats or missing steps.
- Context: Some tools even explain why a step matters, not just what to click.
- Compliance: Up-to-date records help meet regulatory needs.
- Scale: As your business grows, so do your processes. Manual documentation can’t keep up.
That’s why this space has exploded in the past year. Now let’s look at who’s leading it.
Our Top Documentation Tools Picks for 2025
1. Fluency: Best for enterprise operations
We built Fluency because we were tired of watching teams waste time on documentation that no one trusted or used. Our platform changes that.
Here’s how it works:
- Hit "record" and do your task as usual.
- Fluency captures everything: the clicks, the screen, and the business context.
- In minutes, you get a polished, step-by-step SOP, complete with screenshots and explanations.
But we don’t stop there. Fluency also:
- Creates a searchable process vault to keep knowledge safe even if staff leave.
- Builds clickable process maps that link guides together.
- Auto-redacts sensitive data for compliance peace of mind.
- Works across all your tools without needing integrations.
We’ve cut documentation time from hours to minutes, and onboarding time by up to 80%. Teams like Aon, Swinburne, and Specsavers are already using it to scale operations faster.
If you work in operations, compliance, or any role where accuracy matters, Fluency is made for you.
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2. Scribe: Great for small teams and quick guides
Scribe is one of the most well-known tools in the space. Their Chrome extension makes it easy to record your actions and turn them into step-by-step guides with screenshots.
What we like:
- Super simple to use.
- Free plan is great for individuals.
Where it falls short:
- Limited to basic, linear guides.
- No deep context or mapping.
- Most of the good stuff is behind a paywall.
If you’re documenting something simple like "How to create an invoice in Xero," Scribe will get the job done. But if you’re trying to build a process library across departments, it’ll feel like patchwork.
3. Tango: Another solid option for visual guides
Tango is very similar to Scribe, with a stronger visual focus. It captures actions and automatically annotates screenshots.
Good for:
- Training guides with clear visuals.
Limitations:
- Step descriptions are still basic.
- You’ll need to do a lot of editing for complex tasks.
Tango is a great middle ground for teams that want pretty guides but don’t need much complexity.
4. IT Glue: Best for IT teams
IT Glue isn’t really an AI tool, but it’s a favourite among Managed Service Providers (MSPs). It helps document technical configurations, passwords, and assets.
Why it works:
- Robust password storage and access control.
- Structured for IT workflows.
Where it lacks:
- All documentation is manual.
- Not designed for general business processes.
If your world revolves around networks and servers, IT Glue is fantastic. If you need to document HR onboarding or sales ops, you’ll need something else.
5. Trainual: Great for onboarding and training
Trainual is more of a learning management system than a documentation tool, but it’s worth mentioning. You can build structured playbooks and training content using templates.
Pros:
- Excellent for new hire training.
- Template library helps you get started.
Cons:
- All documentation is manual.
- No AI capture or process mapping.
We often see teams pair Trainual with something like Fluency. Capture the process in Fluency, then plug it into Trainual for onboarding.
Honourable mentions for API and developer docs:
If you're in product or engineering, you might want to check out:
- Apidog: Best for live API documentation
- Mintlify: Great for generating docs from code
- Postman: Combines API testing and doc creation
- ReadMe: Easy-to-use interactive API docs
These tools are fantastic, but they’re built for dev workflows. Not your go-to for business ops.
Final thoughts
We’ve tried most of the process documentation tools on this list. They all have their strengths. But if you're an operations leader or part of a team that juggles dozens of processes across platforms, there’s nothing that comes close to Fluency.
It’s fast, it’s smart, and it scales. More importantly, it was built by people who understand how operations actually work. We didn’t just bolt AI onto a screen recorder. We rethought how process documentation should work from the ground up.
So whether you’re chasing better compliance, smoother onboarding, or just want to stop wasting time writing SOPs no one reads, we believe Fluency is the best tool for the job in 2025.
