AI Drafts Your SOPs
Standard Operating Procedures are the infrastructure of a scalable business. Without them, quality depends on who is doing the work. With them, quality is consistent, training is faster, and delegation is safe. AI writes your SOPs in the time it used to take to think about writing them.
By Functional Area
| Area | Core SOPs to Document | Automation Opportunity |
|---|---|---|
| Sales | Lead qualification, discovery call process, proposal creation, follow-up cadence | Lead routing, follow-up sequences, proposal generation |
| Customer Success | Onboarding process, QBR preparation, health score review, escalation handling | Health monitoring, check-in sequences, escalation triggers |
| Finance | Invoice creation, payment chasing, expense processing, payroll run | Invoice automation, payment reminders, payroll workflows |
| Marketing | Content creation, social posting, email campaign setup, lead magnet fulfilment | Content scheduling, social automation, email sequences |
| Operations | Project kickoff, delivery milestones, quality review, project close | Status updates, milestone alerts, client communications |
| HR | Job posting, interview process, offer creation, onboarding, offboarding | Job distribution, calendar scheduling, onboarding workflows |
| IT/Technical | Server deployment, incident response, backup verification, access provisioning | Monitoring alerts, backup automation, access provisioning |
Ready to Use
📌 Write a Standard Operating Procedure for [process name] at [company name / team]. Process purpose: [one sentence on what this process achieves]. Trigger: [what initiates this process]. Input required: [what information or materials are needed to begin]. Responsible role: [who owns this process]. Supporting roles: [other people involved and their role in the process]. Systems used: [tools, software, or platforms involved]. Write the SOP with: (1) Purpose — why this process exists, (2) Scope — what it covers and what it does not, (3) Roles and responsibilities — who does what, (4) Step-by-step procedure — numbered, each step one action, each step specifying who does it and in which system, (5) Decision points — for any if-then steps, document both paths, (6) Error handling — what to do when things go wrong, (7) Output — what the completed process produces, (8) Quality check — how to verify the process was completed correctly. Use plain language. Assume the reader is competent but unfamiliar with this specific process.
Storing, Accessing, and Maintaining
Choose your SOP platform
Notion is the most popular SOP platform for SMEs: flexible structure, good search, easy to share, and accessible to non-technical teams. For businesses that need process maps alongside the written SOP, Confluence or Loom (for video SOPs) provide additional capability. For businesses that want SOPs integrated with their application, a Bubble.io internal wiki provides the deepest integration with operational data. The platform matters less than the discipline of using it consistently.
Structure the library for findability
Organise SOPs by functional area and process type, not by who wrote them or when. Create a master index: every SOP listed with its name, the department it belongs to, the person responsible for keeping it current, and the last review date. Tag SOPs with relevant keywords so they surface in searches. A SOP that cannot be found is no more useful than one that does not exist.
Build the review and update workflow
Every SOP has an owner and a review cadence (quarterly for frequently-used processes, annually for rarely-used ones). A Make.com scheduler sends the owner a review reminder before the due date: your SOP for [process name] is due for review. Please confirm it is current or update it and log the changes. Updates tracked with a change log at the bottom of each SOP: date, change description, and who made the change. SOPs that are never reviewed become inaccurate; inaccurate SOPs are worse than no SOPs.
Connect SOPs to automation
Every SOP is an automation specification. After documenting a process, pass it to Claude: Identify which steps in this SOP are candidates for automation. For each candidate: describe what automation would do, what tool would be used (Make.com, GoHighLevel, Bubble.io), and what the expected time saving would be. The SOP becomes the input to the automation design rather than a separate exercise. Documentation and automation reinforce each other — the documented process is automatable; the automated process stays documented.
How detailed does an SOP need to be?
The right level of detail is the level that enables a qualified person new to the role to execute the process correctly without asking for help. Too high-level is not actionable; too granular is exhausting to follow and maintain. The test: give the SOP to someone new to the role and observe whether they can follow it accurately. Any step where they need to ask a question or make a judgment call not covered in the SOP is an incompleteness — add the missing guidance. Any step where they are confused by excessive detail is an opportunity to simplify.
Should SOPs include screenshots and videos?
For software-heavy processes, screenshots or short video clips of each step dramatically improve clarity and reduce errors. Loom is the fastest tool for creating SOP video clips — record your screen while narrating what you are doing, and the video SOP is complete in the time it takes to do the process once. AI-written SOPs can include screenshot placeholder notes: [Screenshot: show the GoHighLevel pipeline view with the filter applied to show only Tier A leads]. A combined written + visual SOP is the gold standard for processes involving complex software navigation.
Want Your Business SOPs Written and Automated?
SA Solutions conducts SOP writing sessions, builds the documentation library, and creates the automation workflows that turn documented processes into running systems.
