Kubota teams struggled to scale training and operations with slow, manual documentation methods that quickly became outdated.
From sprawling lawns to rugged job sites, Kubota’s signature bright orange tractors and construction equipment are a familiar sight wherever work is getting done. For over 50 years, Kubota Tractor Corporation has been a leader in the U.S. equipment market, known for dependable quality and standout customer support. That reputation isn’t by chance — it’s powered by more than 3,000 dedicated employees working behind the scenes.
However, teams across Kubota, from Learning & Development to Warehousing to Sales Ops, were all running into the same problem: documenting processes was overwhelming, but they needed to do this to scale operations.
Whether they were training teammates, onboarding new hires, or rolling out new tools, employees didn’t have an efficient way to show how things actually needed to get done. The usual method of taking a bunch of screenshots, writing out every step, and formatting the whole thing was painfully slow — it was like trying to plow a field with a fork. And just when they finally finished a guide, something would change, and they'd have to re-do it again.
Every hour spent on documentation was an hour not spent running a training, supporting colleagues, or moving a strategic project forward. This tradeoff made it difficult to keep up, and documentation often fell behind.
Kubota needed to excavate their old documentation methods and find a faster way to capture and share knowledge. When the L&D team discovered Scribe, they were “mind blown.”
Teams now have instant access to how-to guides—thanks to a fast, intuitive tool that helps everyone work smarter, faster, and more consistently.
Scribe made it way easier for Kubota teams to document and share how things get done — without it being a huge time suck.
Instead of spending hours taking screenshots, writing instructions, and formatting documents, teams just hit “Capture” and completed the process as usual, capturing their work while simply doing their work. Scribe automatically grabs each step, adds screenshots, and builds a beautiful, easy-to-follow guide. It’s fast, simple, and doesn’t pull people away from their actual job.
Teams can now spin up guides in no time, and the end result is a big upgrade for learners. Instead of clunky Google Sheet templates, they get clear, professional-looking guides that are actually easy to follow. The feedback has been the same across the board: Scribe step-by-step guides are way easier to follow than the old SOP and work instruction templates.
For the Learning & Development team, it’s been a total game changer. Their “Train the Trainer” programs used to rely fully on in-person sessions. Once the training was over, there wasn’t much for people to look back on, which made it tough to reinforce what they’d learned. Now, the team pairs every training with Scribe guides, so trainers and participants always have a helpful resource to reference later. They’ve even embedded those guides directly into tools like Articulate and Storyline, making them easy to find and follow.
For the Sales Ops and Distribution teams, Scribe has become the go-to for documenting and sharing processes — especially for onboarding and training new hires. Instead of handing off scattered training videos or spending hours in live sessions, they now create beautiful step-by-step guides instantly. It’s easier for new hires to follow, and way faster to put together.
By equipping Kubota teams with an intuitive, fast documentation tool, every employee now has instant access to accurate, up-to-date process guides — so they can work smarter, faster, and more consistently.
Time savings
decrease in time spent documenting workflows
Scribe enabled Kubota to scale knowledge, reduce manual work, and ensure teams can follow every process the right way.
Scribe has made a big difference across Kubota by giving teams an easy, efficient way to document and scale knowledge across the organization.
For the Learning & Development team, the impact was immediate. When they used Scribe to help redo a batch of outdated SOPs, they cut their time from 8 hours down to just 2 hours — a 75% decrease in time spent. Now that Scribe is part of their daily toolkit, each team member is saving at least 30 minutes every day, which really adds up over time. It’s helped them make sure more key workflows exist outside their heads, all while keeping up with everything else on their plate.
In Kubota’s warehouses, onboarding and offboarding can be a heavy lift (literally and figuratively). But with Scribe, the team brought on 3 new managers quickly and smoothly — little hand-holding required. New hires follow step-by-step guides to work through processes on their own. The guides are clear and visual, so steps don’t get missed and managers don’t have to repeat themselves. It’s made onboarding faster, easier, and way more consistent.
For the Sales Ops team, Scribe has saved over 20 hours of work — even though documentation isn’t part of their daily routine. Scribe has been such a game-changer because documentation had been too painful to capture before, so it wasn’t happening. Now, they can quickly document processes as they come up, without finding time outside their typical work responsibilities to do so.
By making it so simple to capture workflows, more processes across Kubota are actually getting documented, including those once-in-a-while tasks that are easy to forget but really important when they come up. That means less guesswork, fewer pings and meetings, and a lot more standardization across the team.
Across the board, Scribe has helped Kubota build a more streamlined, scalable approach to documentation, empowering every employee to master any process correctly the first time.
