CheckFlow gives IT and HR teams a way to turn documented procedures into checklists that people actually run: enforced step order, recurring schedules, conditional logic, assignments with due dates and a log of every completed run. Pricing is per user and always published openly — from $10 per user per month.
The best piece of software we use in our department
Waybook is a knowledge base. It is good at holding a handbook people can read and confirm they have read. Teams look for an alternative when they need the procedure to be done, not just read: on a schedule, in order, by a named person, with proof it happened.
CheckFlow is built for that job, at $10 per user per month. Here are the top reasons teams make the switch.
In Waybook a team member reads the SOP and confirms they have read it. In CheckFlow they work through it step by step, in enforced order, filling in the fields, attaching the files and getting the approvals the process needs. Every run is logged with who did what and when.
Learn MoreWaybook has no recurring execution. CheckFlow starts a checklist automatically every Monday, every month end or every quarter, assigns it, chases it and records it, so the weekly backup check and the monthly access review happen without anyone remembering to start them.
Learn MoreA leaver who is a contractor skips the equipment return and goes to the contractor termination steps. A new starter on Mac gets different setup tasks from one on Windows. CheckFlow routes each run on the answers captured. Waybook shows everyone the same page.
Learn MoreCheckFlow assigns each step to a person or role, sets due dates, chases with reminders and escalates when something is overdue. Waybook’s due dates are for reading and learning assignments, not for the individual steps of a process, because reading a page has no owner in the way completing a step does.
Learn MoreContractors, clients and new hires before their start date can complete tasks in CheckFlow without a paid seat, on every plan. Waybook’s external sharing is limited by plan.
Learn MoreWaybook’s cheapest plan, Core, starts at a 20-seat bundle for $99 a month billed annually, so a five-person team pays $19.80 a head. On CheckFlow five users pay $45–50. The price grows only as the team does.
See PricingZapier with thousands of apps, a REST API v3 with JSON webhooks, data sets and a team-wide analytics dashboard are all in the Business plan, so a process can start from your HRIS or ticketing tool and report back when it finishes. Waybook has no API.
Learn MoreThese are the reasons teams give us when they move from Waybook. Each one is covered in more depth in our CheckFlow vs Waybook comparison.
Waybook can tell you that someone read the offboarding SOP. It cannot tell you that the laptop was returned, the accounts were disabled in the right order, or who approved the final payroll change. Read confirmation is the wrong evidence for an operational process.
Waybook has no scheduling. The weekly server check, the monthly access review and the quarterly audit all depend on someone remembering to open the page. Teams usually find the gap when an audit asks for proof that a recurring control actually ran.
There is no branching in a Waybook document, and no step inside it can be handed to a named person with its own due date. A process that differs by employee type, location or device has to be written as several documents, and nobody is on the hook for a step being done by a date.
Waybook no longer sells a small-team plan. Its entry point is Core, a 20-seat bundle at $99 a month on annual billing or $119 month to month. A team of 5 or 8 pays for capacity it does not use, and SSO, custom domain and the audit log need the Pro plan at $198 a month.
As of October 2026, Waybook sells seats in a block of 20 with a charge for each member beyond it. Core is $99 a month on annual billing ($119 monthly) plus $5 per extra member ($6 monthly). Pro, which adds SSO, approvals and the audit log, is $198 ($238 monthly) plus $10 per extra member ($12 monthly). Enterprise is priced on request. CheckFlow’s Business plan is $10 per user per month, or $9 billed annually. The table compares CheckFlow with Waybook’s Core plan.
Use the calculator below the table to see the plan Waybook would put you on and how CheckFlow compares for your team size.
| CheckFlow Business Plan | Waybook Core plan (annual) | |
|---|---|---|
Disclaimer: All information, prices, and data were last verified on 8th October 2026. Waybook pricing and features are taken from its published pricing and documentation. To report any incorrect or outdated information, please contact us. | $10USD PER USER PER MONTH | $99USD PER MONTH · 20 MEMBERS INCLUDED |
| Pricing | ||
| Per-user pricing | Yes | Flat fee for the first 20 seats, then $5 a member on Core (annual) |
| Free unlimited guest users | Yes | Limited by plan |
| Free trial | 14 days, no card | 7 days |
| Pricing published on the website | Yes | Yes |
| Workflow | ||
| Enforced step order | Yes | Reading paths only |
| Recurring checklist scheduling | Yes | No |
| Conditional logic | Yes | No |
| Task assignments and due dates | Yes | Due dates on reading and learning assignments only |
| File uploads in tasks | Yes | No |
| Approval steps that hold the process until signed off | Yes | Document approvals on Pro plan; no approval step inside a process run |
| Nested and linked checklists | Yes | No |
| Knowledge base pages | Yes | Yes |
| Quizzes and read confirmation | No | Yes |
| Visibility | ||
| Real-time data grid with filters and saved views | Yes | Not documented |
| Team-wide analytics dashboard | Yes | Limited |
| Audit log | Yes | Pro plan; logs reads and acknowledgements |
| Custom branding | Yes | Yes |
| Integrations | ||
| Zapier integration | Yes | Limited |
| REST API and webhooks | Yes | No |
| Data sets (reference tables with auto-fill) | Yes | Not documented |
| MCP server for AI agents | Yes | Pro plan (Waybook MCP) |
| Security | ||
| SSO (SAML) | Available on the CheckFlow Enterprise Plan at $18 USD Per User Per Month | Pro plan, $198 a month billed annually |
| Two-factor authentication | Yes | Yes |
| Template, checklist and task permissions | Yes | Manager permissions on Pro plan |
| Data | ||
| Dedicated database | Available on the CheckFlow Enterprise Plan at $18 USD Per User Per Month | No |
| Direct read-only access to your database | Available on the CheckFlow Enterprise Plan at $18 USD Per User Per Month | No |
✓ included · ~ partial, limited or not documented by the vendor (hover for detail) · CheckFlow Enterprise plan
Waybook charges per plan with a member allowance. Move the slider to see the plan Waybook would put you on and how CheckFlow compares. Where Waybook is cheaper, the calculator says so.
If Waybook is not the right fit, it is worth knowing what else is on the shortlist. Trainual is the better pick if your real need is training new hires with quizzes and completion tracking. SweetProcess suits a team of ten or more that wants linear procedure documentation at a low per-head price. For IT and HR teams that need the procedure run, on a schedule, in order and with proof, CheckFlow is the direct replacement.
Everything you need to know before switching from Waybook.
Waybook is a knowledge base and documentation platform. Your team reads SOPs, policies and guides and confirms they have read them. CheckFlow is a process execution platform. Your team runs SOPs as structured checklists with enforced order, conditional logic, assignments, due dates, approvals and a log of every run.
For small teams, yes. CheckFlow’s Business plan is $10 per user per month, or $9 billed annually. Waybook’s lowest plan, Core, costs the same for 3 members as for 20: $99 a month billed annually or $119 billed monthly. Three users pay $27–30 on CheckFlow against $99–119. Five users pay $45–50.
On annual billing the two prices meet at 11 users; on monthly billing CheckFlow is still cheaper at 11 and the switch comes at 12. From 12 members up, Core is cheaper, including past 20 seats, where Waybook adds $5–6 a member against CheckFlow’s $9–10 a user, and the calculator above says so. Waybook Pro, the plan with SSO and the audit log, costs more than CheckFlow at any size. Larger teams choose CheckFlow because they need the process run, not just stored.
Yes, but a simpler one. CheckFlow includes knowledge base pages for reference material alongside your templates. Waybook’s knowledge base is deeper, with structured topics, search, handbook chapters and read confirmation. Teams that need both often keep Waybook for the handbook and run the processes in CheckFlow.
Yes. They do different jobs, and some teams use Waybook as the company wiki and CheckFlow to execute the processes documented there. If you only want to pay for one tool and your need is operational, CheckFlow is the one to keep.
Most teams are running their first process on the same day. Each Waybook document that describes a procedure becomes a CheckFlow template, with each instruction as a task and each piece of information the procedure collects as a control. Rebuilding one in the drag-and-drop designer typically takes well under an hour. Start with the two or three procedures that run most often, add the schedule and the assignments, test with a small group, then move the rest. Support by chat and email is included at no extra cost.
Our CheckFlow vs Waybook comparison goes through documentation versus execution, recurring processes, conditional logic, guests, pricing and where each tool is the better choice, including the cases where Waybook wins.
Yes. You can start a 14-day free trial with no credit card required. The trial gives you full access to every Business plan feature so you can test your real processes rather than a stripped-down demo. If CheckFlow is not right for you, cancel at any time. We also offer a fair refund policy on paid subscriptions.
Still weighing up your options? See how CheckFlow stacks up against the other tools on your shortlist.
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