10 Best Policy Management Software & Tools In 2025

Looking for a policy management tool to centralize policy creation and distribution, automate approvals, and provide auditable evidence to prove compliance?

A good policy management software can help you easily create, update, and distribute policies while maintaining compliance through auditable records.

I’ll cover the 10 best policy management tools that can help you centralize creation, distribution, versioning, and attestations of policies so you can ensure up-to-date, auditable compliance.

TL;DR

SmartSuite offers the best policy management software with its all-in-one lifecycle management, no-code automation for compliance workflows, and pre-built templates that simplify policy creation and tracking.
Enterprise-grade tools like Diligent and MetricStream are ideal for large organizations that need board-level visibility, AI-powered insights, and deep regulatory alignment.
On the other hand, platforms like StandardFusion and Onspring can help SMBs and mid-market companies streamline compliance with affordable, user-friendly solutions and customizable reporting.

Before we start, I wanted to go over some of the factors to consider when you’re evaluating policy management solutions:

What are the factors to consider when buying policy management tools?

The main factors to consider when buying policy management software include its support for the full policy lifecycle, compliance and auditability features, usability and adoption tools, and integration, security and scalability.

Let’s dive deeper into each one of them: ⬇️

#1: What policy lifecycle scope do you need to manage?

The first question you need to ask yourself is what scope of the policy lifecycle do you actually need to manage?

Make sure the tool supports authoring, review, approval, publishing, versioning and retirement: gaps here create policy headaches and let controls drift out of date.

➡️ Look for role-based workflows, templating, and automated version history so you can prove who changed what and when, plus scheduled reviews to force upkeep.

#2: How much compliance evidence and traceability will policyors demand?

Next up, you want to ask yourself how much compliance evidence and traceability will policyors or regulators demand?

💡 You want the platform to map policies to regulations, internal controls and to produce exportable evidence without manual assembly.

If I were you, I’d check for immutable audit trails, automated attestations, and configurable dashboards that surface KPIs like acknowledgement rates, overdue reviews, and remediation status.

#3: How easy is it to adopt and collaborate with your team

Will people actually find, understand, and follow these policies once published?

Your team should prioritize a clean, searchable interface, mobile access, and plain-language summaries so policies are discoverable at the point of need. Collaboration features (comments, tracked edits, role-based views) let subject-matter experts iterate without blocking approvals.

#4: How must this platform fit into your tech stack and security posture?

Last but not least, you should figure out if your target platform fits into your existing tech stack and security posture.

➡️ Confirm SSO/SCIM support, APIs or native connectors to HR, LMS, ticketing and your GRC/IRM tools so distribution and attestations can be automated.

Look to validate enterprise security controls (RBAC, encryption in transit and at rest, data residency), vendor backup/incident practices, and ensure the solution can scale across the business units, languages and jurisdictions you need.

What are the best policy management platforms on the market?

The best policy management platforms on the market include SmartSuite with its all-in-one policy management capabilities, intuitive interface and affordable pricing structure, as well as Diligent and MetricStream.

Here’s a comprehensive breakdown:

#1: SmartSuite: Best for banks and credit unions looking to centralize and automate the entire policy lifecycle with no-code workflows and pre-built compliance templates.

#2: Diligent: Best for organizations needing an enterprise-grade GRC platform that provides board-level oversight and AI insights.

#3: MetricStream: Best for large enterprises seeking a scalable, AI-powered GRC platform that ties policies directly into risk and compliance frameworks.

#4: IBM OpenPages: Best for global enterprises looking for AI-enhanced policy and risk management deeply integrated with IBM’s data and analytics ecosystem.

#5: LogicGate: Best for companies wanting a no-code, flexible GRC platform to customize policy workflows and scale governance processes.

#6: SAI360: Best for highly regulated industries that need integrated compliance training, policy management, and ethics oversight in one system.

#7: Onspring: Best for organizations wanting an intuitive, no-code GRC solution with strong reporting, real-time dashboards, and easy customization.

#8: StandardFusion: Best for mid-market companies needing cost-effective compliance and policy management aligned with common standards.

#9: AuditBoard: Best for audit and compliance teams looking to integrate policies seamlessly with risk, audit, and controls management.

#10: ServiceNow: Best for enterprises already using ServiceNow that want to unify policy management with IT, HR, and enterprise workflows.

#1: SmartSuite

SmartSuite offers the best policy management solution on the market for banks and credit unions with our modern, no-code project management platform.

Our GRC software takes what is typically a rigid, manual, and compliance-heavy process and makes it more streamlined, flexible, and automated.

💡 We have recently partnered with the Cyber Risk Institute to deliver a CRI profile for U.S. Banks' compliance needs.

Let’s go over the functionality that makes SmartSuite the best choice for compliance teams looking for a policy management solution: 👇

All-In-One Policy Management Software

We understand that one of the biggest challenges in policy management is fragmentation: different teams store policies in different systems.

SmartSuite solves this by providing a single platform where all policies can be authored, reviewed, published, and accessed.

This centralization ensures everyone works from the same version, which is critical in regulated industries like banking and credit unions.

Here are the policy management use cases you’ll get with SmartSuite:

Policy creation & authoring: Build standardized policy documents using customizable templates for scope, intent, and applicability.

You can assign authors, track drafting progress, and ensure every new policy starts with a consistent format aligned to regulatory standards.

Review, approval & version control: Route policies through structured approval workflows with automated notifications.

➡️ In-record attachments and version history keep revisions organized, eliminate scattered files, and make it easy to demonstrate who reviewed each update.

Policy publishing & access management: Centralize policies in one secure repository that serves as the single source of truth.
Automated reminders & renewals: Automate recurring reviews, ownership attestations, and renewal cycles.

Integrate with your existing systems: SmartSuite’s flexible connectors and API support help consolidate governance data from the systems you already use.

Your team will be able to:

Pull regulatory updates or control libraries directly into policy records.
Push new policy acknowledgments into HR or training systems for employee compliance tracking.
Sync change management or incident data so policies reflect live organizational risks.

Reporting & dashboards: Monitor your policy environment with dashboards that track ownership, review status, upcoming renewals, and compliance alignment.

PSTOS Compliance Tracker: Designed for regulatory compliance and built on SmartSuite.

This solution focuses on data security as the core of compliance frameworks with services such as compliance readiness, virtual CISO, and IT security implementation.

Learn more about it from this webinar that we did on the topic:

No-code automation to enforce policy process & reduce human error

SmartSuite’s no-code automation builder gives compliance teams a visual, drag-and-drop way to codify policy workflows so policies are created, reviewed, and updated reliably; not left to memory, email chains, or scattered spreadsheets.

You’ll be able to respond to regulatory events, enforce approvals, and move policies through their lifecycle automatically without writing code.

Here are a few use cases:

Auto-create and assign policy reviews: When a regulation changes or a review cycle date approaches, automatically create a Policy Review record and assign the policy owner, reviewers, and deadlines.
Auto-populate policy templates: When a new policy is drafted, generate a standardized template pre-filled with required sections such as scope, applicability, and compliance references.
Auto-assign approvals & acknowledgements: When a policy enters the approval stage, automatically route it to the appropriate approvers and then send acknowledgement tasks to employees once it’s published.
Evidence gating before publication: Prevent a policy from being marked “Final” unless all required approvals are complete, supporting documents are attached, and the version history is recorded.

Pre-Built Policy Management Template

We at SmartSuite have prepared an audit planning template that you can get started with right away.

You will get access to:

A Policy Dashboard, where you can see all of your approved policies in a card view.

All Policies, where you can see the policy ID, name, domain, effective date, owner, status, purpose, scope, and statement.

Policy Acceptance, which goes over the policy title, assignee, due date, status, and year.

Laws & Requirements, which goes over the title, version, criticality, status, and type.

Alternatively, you can check out and customize our 14 other risk management templates for various use cases, such as contract management, policy management, and incident management.

Pricing

SmartSuite offers a free plan with access to 250+ automation actions, team collaboration, multi-dashboard views, and more.

There are four paid plans with a 14-day free trial (no CC required):

Team: Starts at $12/user per month, including Gantt charts, timeline views, 5000 automation runs, and native time tracking.
Professional: Starts at $30/user per month and adds two-factor authentication, Gmail & Outlook integrations, and unlimited editors.
Enterprise: Starts at $45/user/month and includes access to audit logs, data loss prevention, and 50,000 monthly API calls.
Signature: A customized plan tailored to your organization’s needs and team size with no predefined limits.

Pros & Cons

✅ A generous free plan that includes access to advanced features of the tool for up to 5 solutions.

✅ 15 out-of-the-box GRC templates for various use cases.

✅ Dynamic dashboards and reports that are easy to build and navigate, unlike some alternatives that require you to hire consultants to do it.

✅ All-in-one document and file management.

✅ A modern solution with an intuitive user interface.

❌ Fewer native integrations when compared to other platforms in this list.

#2: Diligent

Best for: Organizations looking for an enterprise-grade GRC platform that unifies governance, risk, compliance, ESG, audit, and board management.

Similar to: Onspring, ArcherIRM.

Diligent is strong in governance, risk, and compliance (GRC), offering executive-level visibility into policy lifecycles.

Its platform is particularly suited for organizations needing board-level oversight and regulatory alignment.

Features

You’ll get access to a centralized policy repository with version control, ensuring easy tracking and updates.
Continuous monitoring & automated analytics: Configure ongoing data tests and automate business process monitoring (e.g. internal control testing) to detect anomalies and maintain compliance in real-time.
Robotic automation via Robots/ACL: It’s possible to use scripted tasks in Python or ACL to automate data aggregation, testing, and remediation notifications.

Standout Feature: Diligent AI

Diligent’s purpose-built AI assistant helps you boost productivity, anticipate risk, and stay compliant by generating summaries, mapping out regulatory requirements, and automatically benchmarking ESG and risk in real-time against peers.