Standard procedures written down,
reviewed, not just drafted
A lot of real process knowledge lives only in the head of whoever has done the task longest, and writing it into a proper SOP keeps getting pushed down the list. We build an agent that turns a recorded walkthrough, a call or rough notes into a clear, numbered procedure in your format, which a person then reviews before it becomes official.
The process today
The person who knows a process best is usually the person with the least time to write it down. They have done the task a hundred times, know every exception and workaround, and can walk a new hire through it in ten minutes standing at a desk, but turning that into a written SOP competes with their actual job every single day and reliably loses. The knowledge exists; it just exists in one person’s head instead of in a document anyone else can follow.
When an SOP does get written, it is often written once, from memory, months after the process last changed, which means it describes an idealized version of the task rather than how it is actually done today. A new hire following the written version hits a step that no longer matches reality, has to ask someone anyway, and the SOP quietly becomes a document nobody fully trusts, even though it is still the only one that exists.
The result is a kind of organizational fragility: if the one person who holds a given process leaves, goes on leave, or is simply unavailable for a week, the task either stops or gets done wrong by someone improvising. Everyone agrees this is a risk. Writing the SOP still keeps losing to whatever is more urgent that day.
What the agent does
The agent turns a recorded screen walkthrough, a call, or even rough written notes into a clear, numbered procedure formatted to your team’s own template, so the output looks like your other SOPs rather than a generic document someone has to reformat before using it. It adds step numbering, pulls in screenshots from a screen recording where they make a step clearer, and builds checklists for steps that are really a list of sub-checks rather than one action.
Because the real process changes over time, the agent keeps a version history as updates come in, so a procedure that changed last quarter is traceable rather than silently overwritten, and it flags when a newly drafted SOP conflicts with an existing one covering the same or an overlapping task, which is a common source of two slightly different “official” versions floating around. Finished SOPs go into a searchable library in Notion, Google Docs or Confluence, linked into your broader knowledge base so a procedure actually gets found when someone needs it.
What stays with humans
Every SOP is marked as a draft until the person who actually does the work reviews it, corrects anything the recording or notes got wrong or left out, and approves it as official. The agent drafts from what it was given; it does not independently verify that a step is the right way to do something, only that it matches what was recorded or described. Deciding when a process has changed enough to need a new version, and resolving a conflict between two overlapping SOPs, both stay with the team that owns the process.
Guards
No SOP is treated as live or authoritative until a human review marks it so, which is the review workflow built into every draft. Version history means a change to a procedure is visible and attributable rather than a silent overwrite, and a conflict with an existing SOP is surfaced rather than creating a second, contradictory source of truth. Recordings and notes used to draft an SOP are processed through your own storage, and on request we delete them from any intermediate processing step once the draft is written.
Price and timeline
| Option | Price | What it covers | Timeline |
|---|---|---|---|
| Single automation | from $500 | One process, one template, draft from a recording or notes to a reviewable SOP | 3 to 8 days |
| Department package | from $2,500 | SOP generation plus an internal knowledge base and meeting notes capture across a team | 2 to 4 weeks |
Running cost is usually $10 to $35 a month in model usage depending on how many processes get documented, with a budget cap set before launch.
Related
An SOP library works best when it is actually searchable, which is what internal knowledge base Q&A automation adds on top: a way for anyone to ask a question and get pointed at the right procedure instead of browsing a folder. Pair it with meeting notes and action item automation to catch process changes as they are discussed, not just when someone schedules a dedicated recording session, and with compliance checklist automation when a procedure also has to satisfy a regulatory requirement. For an example of documentation work done under real pressure, see the factory ERP recovery case study, where interface strings and process knowledge had to be rebuilt and translated for a team using the system daily, and the content agent case study for how we structure standards that a team actually follows. More on the broader approach is on the AI agents service page and the automation-everything overview.
Have a process that only one person really knows? Get in touch and we will turn the next walkthrough into a first draft.
Tired of doing this by hand? We can take the whole routine off your team, not just this step: Routine takeover, from $400 →
FAQ
How much does SOP generation cost?
from $500 for one process and one template; a full SOP library across departments is quoted as a department package from $2,500.
How long does it take?
3 to 8 days from a recorded walkthrough to a reviewable first draft.
What tools does it use?
Zoom or screen recordings for the walkthrough, and Notion, Google Docs or Confluence for the SOP library.
What if the draft SOP is wrong or incomplete?
A draft SOP is marked as a draft until a person who actually does the work reviews and approves it; nothing becomes an official procedure without that review.
Is the source recording kept?
Recordings and notes used to draft an SOP are processed through your own storage and deleted from any intermediate processing step once the draft is written, if you ask us to.