Way We Do Review: Overview, Features, Pricing & Alternatives in 2025

Messy SOPs drain your team’s productivity fast.

If you’re still juggling static documents and scattered workflows, you already know how frustrating it is when critical processes aren’t being followed.

At the end of the day, work gets missed and errors creep in, making it a real headache to keep quality and consistency across your team.

Way We Do tackles this by transforming your SOPs and daily workflows into actionable, connected checklists, flowcharts, and procedures—all in one platform that’s easy for everyone to use and track.

In this review, I’ll break down how Way We Do helps your team actually follow procedures so you spend less time chasing people for compliance and more time getting results.

You’ll get my full Way We Do review, including an in-depth look at their features, pricing, onboarding, and how they stack up against other leading process management options.

You’ll walk away knowing the features you need to finally solve your SOP headaches.

Let’s dive into the analysis.

Way We Do Overview

Way We Do is an Australian company, founded back in 2011. Their entire mission is focused on turning your static business procedures and policies into active, everyday workflows.

They primarily target businesses that are struggling with operational consistency and day-to-day compliance. What I find really sets them apart is their practical focus on making procedures an active part of work, not just reference documents.

Their platform continuously refines core features like their Activated Checklists. As you’ll see through this Way We Do review, this approach is what turns old SOPs into modern, interactive daily guides.

While competitors like Trainual focus heavily on training documentation, Way We Do’s unique strength is integrating instructions directly into daily tasks. It feels built for real-world compliance and quality control.

They work with service-based businesses and operational teams that must protect internal processes and ensure every employee can deliver consistent, high-quality work from day one.

I found their current strategy centers on protecting your company’s intellectual property. They help you ensure critical operational knowledge stays with the business itself, not just individual employees—which is so crucial for scaling.

Let’s dive into their core features.

Way We Do Features

Tired of inconsistent business processes and lost documentation?

Way We Do features are designed to transform your operations into repeatable, well-documented systems. Here are the five main Way We Do features that streamline how your team works.

1. Activated Checklists/Workflows

Struggling with inconsistent task execution?

Unclear instructions can lead to errors and varying quality in daily operations. This often frustrates teams striving for consistent output.

Activated Checklists guide your team step-by-step through tasks, ensuring consistency and quality every time. From my testing, the instant access to instructions within the workflow truly makes a difference. This feature ensures everyone follows the correct procedure.

This means you can finally achieve reliable results and maintain high standards across all your projects.

2. Instant Flowcharts

Complex processes confusing your team?

Without clear visual aids, understanding intricate workflows can be a major headache. This leads to misunderstandings and operational delays.

Way We Do helps you create instant flowcharts that visualize your processes, making them easy to understand. What I love about this approach is how it simplifies complex steps into clear visual maps. This feature provides an immediate overview of your entire workflow.

So you could quickly onboard new team members to any process and reduce costly errors.

3. Employee Onboarding

New hires struggling to get up to speed?

A disorganized onboarding process can leave new employees feeling lost and unproductive. This impacts their confidence and integration into the team.

Way We Do centralizes all policies, procedures, and training materials, simplifying onboarding from day one. This is where Way We Do shines; new hires can quickly grasp their roles and responsibilities. This feature equips them with everything they need to succeed.

The result is your team gets productive faster, reducing the time and effort spent on training.

4. Procedure Acceptance

Worried about policy compliance and acknowledgment?

Ensuring every team member has read and understood updated policies can be a constant battle. This poses risks for compliance and accountability.

This feature requires users to sign off on updated policies and procedures, creating a clear record of acknowledgment. Here’s the thing – it provides vital documentation for compliance and quality management. This ensures everyone is on the same page.

This means you can rest easy knowing your team is informed and compliant with essential guidelines.

5. Recurring Tasks & Dashboard

Can’t keep track of routine operational tasks?

Managing recurring tasks manually can lead to missed deadlines and inconsistent follow-up. This creates gaps in your daily operations.

Way We Do allows easy assignment and scheduling of recurring tasks, with a personalized dashboard for monitoring. From my testing, the clear tracking of completed work and notifications for reviews is incredibly helpful. This feature ensures routine activities are never overlooked.

This means you get a consistent overview of daily activities and your team stays on top of every recurring responsibility.

These Way We Do features work together to create a complete operational system that helps you document, standardize, and enforce your company’s unique way of doing things.

Way We Do Pricing

Worried about hidden software costs?

Way We Do pricing requires a custom quote for most plans, meaning you’ll need to contact sales directly to get detailed cost information tailored to your specific needs.

1. Pricing Model & Cost Factors

Custom quotes are standard here.

Way We Do’s pricing model is primarily custom for its higher-tier plans (Growth, Mission Critical, Enterprise), with an “Entry” plan also available. What I found regarding pricing is that it allows for tailored solutions rather than fixed packages, based on your team size and feature requirements.

From my cost analysis, this means your total cost aligns directly with your organization’s specific operational scale and needs.

2. Value Assessment & ROI

Is the investment worthwhile?

Way We Do aims to deliver significant ROI by streamlining operations and ensuring consistency, which can lead to reduced errors and increased efficiency. From my cost analysis, this delivers tangible value through improved productivity, helping you recoup your investment quickly.

Budget-wise, this approach supports long-term operational excellence, making it a strategic spend rather than just a recurring expense.

3. Budget Planning & Implementation

Plan for your total cost.

While specific pricing for higher tiers requires contacting sales, Way We Do’s focus on customizable solutions means implementation costs can vary. Budget-wise, you’ll want to factor in potential setup time and any training your team might need to fully leverage the platform’s features.

So for your business, expect to engage with their sales team to understand the complete cost of ownership.

My Take: Way We Do’s custom pricing for higher tiers emphasizes tailored solutions, making it ideal for organizations that need a highly personalized approach to SOP and workflow management.

The overall Way We Do pricing reflects value customized to your unique operational requirements.

Way We Do Reviews

What do real customers actually think?

To help you understand Way We Do from a user’s perspective, I’ve analyzed numerous Way We Do reviews, focusing on common themes and overall sentiment to give you balanced insights.

1. Overall User Satisfaction

Users largely feel positive.

From my review analysis, Way We Do generally garners high satisfaction, particularly among businesses looking to systemize operations. What I found in user feedback is how its effectiveness in improving team organization is frequently highlighted, alongside quick document migration capabilities.

This suggests you can expect a significant boost in internal efficiency and clarity.

2. Common Praise Points

The intuitive design wins users over.

Users consistently praise its intuitive layout and ease of use, especially for quickly migrating and formatting documents. Review-wise, the platform’s ability to simplify complex procedures stands out, making it accessible even for non-technical team members.

This means your team can easily adopt it, revolutionizing how you manage procedures.

3. Frequent Complaints

Initial adoption can be tricky.

While generally positive, frequent complaints revolve around a learning curve, with some users finding it challenging to properly adopt without initial difficulties. What stands out in customer feedback is how robust process creation can feel less emphasized, despite strong policy features.

These challenges seem manageable with proper onboarding, not major deal-breakers.

The overall Way We Do reviews show strong user satisfaction for operational systemization, balanced with minor adoption hurdles.

Best Way We Do Alternatives

Choosing the right process management tool?

The best Way We Do alternatives include several strong options, each better suited for different business situations and priorities.

1. SweetProcess

Prioritizing intuitive process creation and external sharing?

SweetProcess excels if your team needs a highly user-friendly interface for creating SOPs and policies, particularly when you need to share processes externally. From my competitive analysis, SweetProcess prioritizes ease of use and guest access, making collaboration simple, while Way We Do focuses more on active internal workflows.

Choose SweetProcess if intuitive process creation and external collaboration are your top priorities.

2. Process Street

Need robust workflow automation and deep integrations?

Process Street is a strong alternative when your primary focus is automating complex workflows and integrating with a broad tech stack for operational efficiency. What I found comparing options is that Process Street offers more extensive workflow automation, but its pricing and customer support might be less appealing for some users.

Consider this alternative when complex workflow automation and integrations outweigh Way We Do’s activated checklists.

3. Trainual

Focusing on comprehensive employee onboarding and training?

Trainual is ideal if your main goal is streamlining employee onboarding and training with strong content tracking and a superior mobile experience. Alternative-wise, Trainual’s strength lies in its learning delivery, whereas Way We Do focuses more broadly on embedding procedures into daily tasks.

For your specific needs, choose Trainual if onboarding and training content delivery are your key drivers.

4. Scribe

Want quick, automated visual step-by-step guides?

Scribe works best when you need an incredibly simple and fast way to create visual, step-by-step guides automatically through recording user actions. From my analysis, Scribe’s AI-powered documentation creation is unmatched for quick guide generation, unlike Way We Do’s manual procedure building.

Choose Scribe if simplicity and automated visual documentation creation are your core requirements.

The best Way We Do alternatives depend on your specific operational focus and budget, not just feature lists.

Way We Do Setup

How complex is your Way We Do implementation?

This Way We Do review will guide you through the practicalities of deployment, helping you set realistic expectations for the Way We Do setup and adoption process.

1. Setup Complexity & Timeline

Don’t expect instant systemization.

Implementing Way We Do involves methodically structuring your organization’s policies, procedures, and workflows within the platform. While the interface is intuitive, fully leveraging its capabilities requires dedicated effort.

From my implementation analysis, expect weeks to months depending on your documentation volume and internal readiness.

You’ll need to allocate focused time for content migration and policy mapping rather than treating it as a side project.

2. Technical Requirements & Integration

Minimal technical hurdles here.

As a cloud-based SaaS, your main requirements are stable internet access and a modern web browser. What I found about deployment is that Way We Do integrates via connectors, simplifying data flow with tools like Microsoft Learn without needing heavy IT involvement for core functionality.

Plan for seamless web access and consider any specific integrations you’ll need to automate workflows with existing software.

3. Training & Change Management

User adoption needs a strategic push.

While easy to use for migration, some users report a “long learning curve” for full adoption and proper usage. From my analysis, successful change management is crucial for deeper integration into daily operations, preventing a superficial implementation where features are underutilized.

Invest in comprehensive training and internal champions to help your team move beyond basic document storage to active procedure execution.

4. Support & Success Factors

Support shapes your journey.

Way We Do offers online education and professional consulting. What I found about deployment is that consistent support enhances your implementation experience, helping you navigate initial complexities and optimize ongoing usage, though some competitors rate higher for responsiveness.

For your implementation to succeed, proactively utilize their support resources and clearly define your operational systemization goals upfront.

Overall, the Way We Do setup requires committed effort for deep integration, but its intuitive design supports effective systemization for businesses of all sizes.

Bottom Line

Is Way We Do the right choice for you?

This Way We Do review shows a powerful solution for operationalizing processes, ideal for businesses prioritizing consistency and compliance across their teams and locations.

1. Who This Works Best For

Businesses committed to systematizing their operations.

Way We Do is ideal for operations managers, HR, and QA teams in small to enterprise-level companies, especially those in compliance-heavy industries or multi-location franchises. From my user analysis, businesses needing to reduce reliance on individual knowledge and ensure consistent procedures benefit immensely from this solution.

You’ll succeed if you’re looking to transform static documents into active, actionable checklists and standardize your daily workflows.

2. Overall Strengths

Transforming knowledge into actionable procedures.

The software succeeds by converting static policies and procedures into dynamic, “Activated Checklists” that integrate directly into daily operations. From my comprehensive analysis, this focus on actionable procedures enhances consistency and ensures tasks are performed uniformly across your organization, improving overall efficiency.

These strengths mean you can operationalize your knowledge effectively, ensuring high quality and compliance across all business functions.

3. Key Limitations

Adoption and mobile functionality require consideration.

While powerful, some users experience an initial learning curve, making adoption challenging without proper commitment, and the mobile application offers less functionality. Based on this review, the process creation features could be more robust for those needing advanced workflow automation beyond SOP management.

I find these limitations manageable if your primary need is policy and procedure management, but they warrant careful evaluation for complex workflows.

4. Final Recommendation

Way We Do is highly recommended for specific needs.

You should choose this software if your business prioritizes standardizing operations, ensuring compliance, and retaining critical knowledge through active procedures. From my analysis, this solution shines for businesses needing rigorous quality management and consistent operational execution across multiple locations.

My confidence level is high for organizations needing strong process formalization, but less so for those seeking only simple checklists.

This Way We Do review shows strong value for systematizing your business, providing clear guidance for your software decision.