Turn rough notes into a step-by-step SOP

Attach rough notes or a screen recording transcript. Get a standard operating procedure with numbered steps, owners, checks and troubleshooting.

How to use it

1. Give the raw material Paste notes or attach a transcript of someone doing the task while talking it through. Screenshots help.
2. Say who will use it A new starter needs more detail than an experienced colleague covering a shift.
3. Walk through it once Have someone follow the SOP exactly as written. Every place they get stuck is a missing step.
4. Fill the gaps The SOP ends with questions your notes did not answer. Answer them in the chat for a final version.

The prompt

Turn the material below into a standard operating procedure (SOP) that someone new could follow without asking questions.

Name of the process: [PROCESS_NAME]

Who will follow it: [WHO_USES_IT]

Rough notes, or use the attached files (notes, transcript, screenshots): [PROCESS_NOTES]

Tools or systems involved: [TOOLS_LIST]

Format the SOP as:

- Title, purpose (one sentence), scope (where it starts and ends), owner, and how often it runs.
- What you need before you start (access, files, equipment).
- Numbered steps, each starting with a verb, one action per step, with the role responsible when it is not the reader. Put screen names and buttons in bold.
- Checks: how to know each stage worked.
- When things go wrong: the likely problems and what to do or who to call.
- A short version: the steps as a checklist that fits on one page.

Use only what is in the notes. Where a step is missing, unclear or depends on judgement, write it as an open question at the end instead of guessing. Australian English.

Example result

SOP: Processing a customer refund

Purpose: Refund customers correctly and on time once their return has arrived. Scope: From a refund request with a returned item to the customer being told their refund is processed. Owner: Customer Service Lead · Runs: daily, as returns arrive

Before you start

• Access to Shopify (Orders), the Returns sheet in Google Sheets, Slack channel #refunds, and the Gmail template "Refund processed".

Steps

1. Find the order in Shopify: Orders → search the order number or customer email.
2. Confirm the item is back. Open the Returns sheet and find the order number. The warehouse marks returned items there. If it is not marked, stop — the refund waits until it is.
3. Check the amount. If the refund is over $200, post the order number and amount in #refunds and wait for Dana to approve before going on.
4. Refund to the original payment method in Shopify: open the order → Refund → select the items → Refund $….
   • If the customer paid with Afterpay, the refund goes back through Afterpay automatically; you don't need to do anything else in Afterpay.
5. Email the customer using the Gmail template "Refund processed". Fill in their name, order number and amount.
6. Log it. In the Returns sheet, write the refund date in column F for that order.

Checks

• The order in Shopify shows Refunded or Partially refunded.
• The Returns sheet has a date in column F.
• The customer email shows in Sent.

When things go wrong

One-page checklist

☐ Order found · ☐ Return marked in sheet · ☐ Over $200 → Dana approved · ☐ Refunded in Shopify · ☐ Email sent · ☐ Column F filled

Open questions for the process owner

1. Damaged items: your notes say "store credit only??" — what is the rule, who decides, and how is store credit issued? (Australian Consumer Law may require a refund if the item was faulty when sold, so check this policy.)
2. How long should a customer wait between the return arriving and the refund?
3. Who covers approvals when Dana is away?