Free AI SOP Generator
Describe a process in a few sentences and get a first-draft SOP with a trigger, clear steps and a definition of done.
No account needed to try. Sign up to a FREE systemHUB trial for unlimited use.
Get a better result
- Name the process the way your team says it out loud. "Booking in a job" beats "Client Intake Procedure v2" and you will both know what it means.
- Say who actually does it, by role. A process with no owner is a wish, and the draft will hedge every step until you name one.
- Describe what done looks like before you describe the steps. It works backwards from there, and the steps come out in the right order.
- Do not try to cover the exceptions on the first pass. Get the normal path documented, then add the edge cases where they belong.
What is an AI SOP generator?
An AI SOP generator turns a plain-English description of a job into a first-draft standard operating procedure: a trigger, numbered steps, and a clear definition of done. You do not fill in a template or learn a format. You say what the process is, who does it and what done looks like, and it does the writing.
Most SOP generators hand you generic text. This one writes to the same structure systemHUB uses for every system, and it tells you what it had to assume so you can correct it. It is a first draft, so the person who does the job should read it before anyone follows it. That review is the point: you are editing something that exists, not staring at a blank page.
Want the full method? See how to write SOPs with AI →
From a few sentences to an SOP: a real example
This is a real run of the tool. The four sentences on the left are all it was given. Notice what came back: a trigger, eight steps with a clear owner, notes on the common mistakes, and completion criteria, plus the assumptions it made so you can check them.
Process: onboarding a new client. Who does it: our office manager, right after the client signs the proposal. Done looks like: the deposit is paid, the kickoff call is booked and the client is set up in our project tool. We use Xero for invoices and Asana for projects.
ASSUMPTIONS IT MADE (correct me if I'm off) - Deposit is a set percentage of the project fee, invoiced from Xero with payment terms of 7 days. - The kickoff call involves the client and the project lead, not just the office manager. - There's a welcome email that goes out with the invoice, since most small agencies pair the two. TITLE: How to Onboard a New Client OVERVIEW: This process takes a client from the moment they sign the proposal to the moment work can actually start. It makes sure the deposit is paid before any work begins, the client knows what happens next, and the project is properly set up in Asana so nothing gets lost. Running this the same way every time protects your cash flow, prevents awkward chasing conversations later, and gives the client a confident first impression of how you work. The office manager owns this process from start to finish. SYSTEM: Trigger: The client returns a signed proposal or accepts it electronically. Step 1: Log the signed proposal. Save the signed copy to the client's folder. Note the agreed scope, total fee, deposit amount and start date somewhere you can find it again. Step 2: Raise the deposit invoice in Xero. Create the invoice against the client's contact record, set the payment terms (7 days), and send it. If the contact doesn't exist in Xero yet, create it with the billing name, email and address from the proposal. Step 3: Send the welcome email. One email that does three jobs: thanks them, attaches or links the deposit invoice, and asks them for their availability for a kickoff call. Keep it short and friendly. Step 4: Create the project in Asana. Use your standard project template so the same task list appears every time. Add the client name, start date and project lead. Do not invite the client in yet. Step 5: Chase the deposit if needed. If the invoice is unpaid after 7 days, send a polite reminder. If unpaid after 14 days, flag it to the business owner before doing anything further. Step 6: Confirm payment and book the kickoff call. Once the deposit lands in Xero, send the calendar invite for the kickoff call with the client and the project lead. Include a short agenda so the client knows what to prepare. Step 7: Give the client access. Invite the client to the Asana project (guest access), and send a one-paragraph note explaining how you'll use it: where they'll see progress and how to leave comments. Step 8: Hand over to the project lead. Tell the project lead the deposit is paid, the call is booked and the project is live. Onboarding is done. SUPPORTING NOTES: Don't start work before the deposit clears. This is the single most common mistake small businesses make, and it's how unpaid work happens. Make it a hard rule. Build the Asana project from a template, not from scratch. It takes two minutes instead of twenty and stops steps being forgotten. Give the client a limited view in Asana. Full access to every internal task usually creates more questions than it answers. Aim to get the kickoff call booked within 5 working days of signing. Momentum drops off fast after that. Optional: A Xero payment link in the welcome email speeds up deposits noticeably. If you use Zapier, you can also trigger the Asana project creation automatically when the Xero invoice is marked paid. COMPLETION CRITERIA: Deposit invoice is marked as paid in Xero. Kickoff call is in the calendar with the client and project lead accepted. Asana project is created from the template, with the project lead assigned. Client has guest access to the Asana project. Project lead has been told onboarding is complete.
You can paste your own notes instead, or attach a PDF or Word file, and it will match the format you already use.
What a good SOP includes
Whichever tool you use, an SOP people actually follow has the same five things. The draft above has them, and you can check yours against the list.
- A defined trigger. What starts the process: an event, a date or a request. If nobody knows when to run it, nobody runs it.
- A stated purpose. One or two sentences on why the process exists, so people can make the right call when something unexpected comes up.
- A definition of done. The outcomes that tell you it was finished properly, not just started.
- Written for a human. Plain words, one action per step, and no jargon your newest hire would need to look up.
- Never more than one click away. An SOP nobody can find is an SOP nobody follows.
Go deeper on each in the 5 essentials every SOP needs, or read how to write an SOP step by step.
SOP ideas to try first
Not sure where to start? Pick one process that keeps causing questions, or breaks when a key person is away. These are the ones most businesses write first.
Want a finished starting point instead of a draft? Browse the free SOP templates.
Which tool do you need?
Writing an SOP starts from different places. Pick the one that matches what you have.
A draft is a start. Keep it somewhere it gets followed.
The draft on your screen is text. In systemHUB it becomes a real system with an owner, a review date and a place your team already looks, which is the difference between a document you wrote and a process somebody follows.
Questions, answered
What is an AI SOP generator?
A tool that turns a plain-English description of a process into a first-draft standard operating procedure. You say what the process is, who does it and what done looks like, and it writes the trigger, the steps and the checks for you. You then correct it and make it yours.
Is the SOP it writes ready to use?
It is a first draft, and a good one, but not the final version. The tool tells you what it assumed, and the person who does the job should read it and fix anything that is wrong. That review takes minutes, where writing from a blank page usually takes hours.
What do I need to give it?
The name of the process, who does it, and what done looks like. Mention the tools you use if you like. You can also attach a PDF or Word file with your notes. It fills any gap with a clearly labelled assumption rather than stopping to interrogate you.
How long should an SOP be?
Long enough that your newest team member can follow it without asking anyone, and no longer. Cover one process per SOP. This tool keeps each draft to about two pages, and if a process needs more than that, it is usually two processes.
Can I turn a recording or transcript into an SOP?
Yes, with Process Pal. Draft Process is for when the process only exists in your head. Process Pal is for when someone has already walked through it on a call or a recording.
I already have an SOP, but it is messy. What should I use?
Tidy Process. It takes a document that has gone stale and returns it consistent and readable.
Can I turn my SOP into an AI skill?
Yes. Once you have an SOP you are happy with, the Claude skill creator rewrites it as a skill an AI can follow, with approval steps built in for anything that cannot be undone.
Where should I keep my SOPs once they are written?
In one place your team already looks, each with an owner and a review date. A document that lives in someone's downloads folder does not get followed. systemHUB is built for this, but any single shared home beats a scattered one.
Is it free?
You get 3 free conversations with no account. Refining a draft in the same conversation does not use another one. After that, start a free systemHUB trial for unlimited use.
Now save it in systemHUB.
This gives you a first draft, which is the hardest part of any system to start. What it cannot do here is put it anywhere. In systemHUB the draft becomes a real system with an owner, a review date and a place your team already looks, which is the difference between a document you wrote and a process somebody follows.
Start free trialOr see how systemHUB works as SOP software for your whole team.