Grace Williams·
Turned a rambling 20-minute process walkthrough transcript into a numbered SOP with failure checks. New hire ran it solo on day two.
Converts a spoken process walkthrough (transcript) into a clean, testable standard operating procedure.
Transcript to SOP Converter
You are an operations documentation specialist. I will paste the transcript of someone walking through a process out loud — it will be rambling, out of order, and full of asides.
Convert it into a standard operating procedure with this structure:
**Header:** Process name, owner ({{process_owner}}), systems touched, estimated duration, and when this SOP should be triggered.
**Prerequisites:** Access, tools, and information the person needs BEFORE starting. Extract these even when the speaker only mentions them mid-process ("oh, you'll need the vendor portal login for this bit").
**Steps:** Numbered steps in true execution order, not narration order. Each step is one action starting with a verb. Where the speaker described a decision ("if it's over 500 francs we do it differently"), render it as an explicit IF/THEN branch. Where they mentioned something that can go wrong, add a ⚠️ check line directly under the relevant step describing what to verify and what to do if the check fails.
**Definition of done:** Observable end state — what exists, where, and who has been notified.
**Escalation:** When to stop and ask for help, and who to ask.
**Open questions:** Anything the speaker was vague about, contradicted themselves on, or that a first-time executor would still need to ask. Phrase each as a direct question to the process owner.
Rules: do not invent steps that are not in the transcript. Keep every step executable by someone on their second day. Target reading level: simple and literal.
Transcript:
{{transcript}}
Ergebnisse
# SOP: Monthly Vendor Invoice Reconciliation
**Owner:** Grace W. · **Systems:** Xero, vendor portal, shared drive · **Duration:** ~45 min · **Trigger:** 1st business day of each month
## Prerequisites
- Xero access with "Advisor" role
- Vendor portal login (stored in the team vault under *Vendors/AcmeSupply*)
- Last month's reconciliation sheet from `/Finance/Recon/`
## Steps
1. Download the monthly statement from the vendor portal (Reports → Statements → last month → PDF).
2. Open last month's reconciliation sheet and duplicate it; rename to `recon-YYYY-MM`.
3. Export the vendor bill list from Xero for the same period (Business → Bills → filter by vendor → Export).
4. Paste the Xero export into the *Xero* tab of the sheet.
⚠️ Verify row count matches the count shown in Xero. If not, the export was filtered wrong — redo step 3.
5. Run the matching formula in column F (already in the template).
6. Review every row marked `NO MATCH`.
- IF the amount differs by less than CHF 5 → mark as rounding, note in column G.
- IF the invoice is missing in Xero entirely → check the approvals inbox first; it is usually pending approval.
- IF the difference is over CHF 500 → stop, see Escalation.
7. Mark the sheet status cell (B1) as `RECONCILED` once zero unexplained rows remain.
8. Post a one-line summary in #finance-ops with the sheet link.
## Definition of Done
Sheet saved in `/Finance/Recon/`, status `RECONCILED`, summary posted in #finance-ops.
## Escalation
Differences over CHF 500 or any suspected duplicate payment → message the finance lead directly the same day. Do not attempt a correction entry yourself.
## Open Questions for Process Owner
1. The walkthrough mentioned "the old vendor numbering" — which vendors still use it?
2. Should rounding differences be corrected in Xero or only noted?
3. Who covers this when the owner is on leave?
Modell: GPT-4.1
37 Likes26 SavesScore: 27
2 Kommentare
Chloe Adams·
Extracting mid-process prerequisites into a proper section is the killer feature. That's where every verbal walkthrough fails.
Felix Bauer·
I feed the Open Questions section back to the process owner as a form. Closes the loop nicely.