Quick answer: StepGrab is a native macOS app that turns a single recorded task into an annotated step-by-step guide entirely on your device, with no account and no monthly subscription. ScreenSteps is a cloud-hosted knowledge base platform built for teams, aimed at call centers, credit unions, and other organizations that need to publish and maintain SOPs for many employees, priced from $6,000 a year as of July 2026.
ScreenSteps is a mature, well-regarded knowledge base platform that credit unions, contact centers, and healthcare teams rely on to keep SOPs current across many employees. It handles things StepGrab was never built for: multi-author workflows, content certification, decision trees, and a searchable web knowledge base. The core difference is who it is for and where the work happens.
This page compares what each tool actually does, so you can pick based on whether you're documenting for yourself or for an organization.
The table below summarizes publicly available information as of July 2026. Because third-party products change often, please confirm the current details on ScreenSteps's website (linked at the bottom).
| StepGrab | ScreenSteps | |
|---|---|---|
| What it is | Native macOS menu bar app | Cloud-hosted knowledge base platform |
| Platform | macOS only | Desktop editor for Mac and Windows; published content lives in a web knowledge base |
| Account required | No account, no sign-up | Yes, an organization account and subscription |
| Data processing | 100% offline, on-device; step text is written by Apple's on-device model | Cloud-hosted; articles and procedures live on ScreenSteps' servers |
| Export formats | PDF, animated GIF, MP4 | PDF export of articles, chapters, and manuals; primary output is a hosted web article |
| Pricing model | Free tier, then Pro at $9.99/year or $49.99 one-time (Lifetime) | From $6,000/year (Operations Standard tier), billed annually, as of July 2026 |
| Built for | One person documenting a single task quickly | Teams publishing and maintaining SOPs across many employees |
| Extra capabilities | Captures any Mac app, including menus, submenus, and system dialogs | Decision trees, checklists, content certification, courses, Sidekick browser extension, SSO |
Pricing and feature details for ScreenSteps are summarized from publicly available information as of July 2026 and may have changed since. Always verify on the official site before deciding.
Yes. ScreenSteps' desktop editor runs on both Mac and Windows, and published content is delivered through a web-based knowledge base viewable from any browser. StepGrab, by contrast, is macOS only, with no Windows or web version.
As of July 2026, ScreenSteps offers a 15-day free trial but no permanent free tier; its plans start at $6,000 a year for the Operations Standard tier. StepGrab's free tier covers 5 guides of 10 steps each with GIF export for individual use, with Pro available for $9.99/year or a $49.99 one-time Lifetime purchase.
ScreenSteps is a cloud-hosted platform: your procedures and articles live on ScreenSteps' servers, and an account is required to create and publish them. StepGrab runs entirely offline on your Mac, including the AI that writes step descriptions, and nothing is uploaded anywhere.
Yes. Published articles, chapters, or manuals can be exported to PDF, though embedded video and workflow-type articles are excluded from those exports. StepGrab exports every guide as PDF, animated GIF, or MP4.
StepGrab is a single-user Mac app for turning one recorded task into a guide in minutes, with no account needed. ScreenSteps is a team knowledge base platform for organizations that need to publish, certify, and maintain SOPs across many employees, with features like decision trees and courses that StepGrab doesn't have.
ScreenSteps is priced and positioned for teams rather than individuals; its published tiers start at $6,000 a year and single-user licenses aren't part of the standard plans. If you just need to document your own workflow, a single-user tool like StepGrab may fit better.
See how StepGrab compares with Loom · Folge · Guidde · iorad · Snagit · Scribe & Tango.