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Standard operating procedure (SOP) template

A repeatable process written as numbered steps with an owner, inputs and what done looks like.

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SOP: month-end invoicing

Owner: Tobias Lang. Backup: Aylin Demir. Last reviewed Monday 28 September. Review every six months.

Purpose

Every client with billable hours gets a correct invoice by the 3rd working day of the month.

When

Last working day of the month, starting at 14:00.

You need

Admin access to the time tracking tool

Accounting login with the "Invoices" role

The client list with payment terms (linked in the team wiki)

Steps

Lock last month's timesheets in the time tracking tool (Settings, Lock period)

Export hours per client as CSV

Check for entries without a client. Ask the person who logged them, don't guess

In accounting, create invoices from the CSV import, one per client

Compare each invoice total against the retainer amount on the client list. Flag any difference over €50

Send flagged invoices to the account lead for a yes before sending

Send all invoices. Payment terms come from the client record

Post "Invoicing done" in the finance channel with the count and total

Done when

Every active client has an invoice dated the last day of the month

No unassigned time entries remain

Total posted in the finance channel

If something goes wrong

The CSV import fails

Usually a client name with a comma. Rename it in the time tool and export again.

A client disputes an invoice

Don't edit a sent invoice. Issue a credit note and a new invoice.

This is the page you get. Every block and row is editable.

What it is

A standard operating procedure (SOP) describes a repeating task so anyone trained can do it the same way. It names an owner and a backup, says when the task runs and what you need, lists numbered steps, defines what done looks like and covers what to do when something goes wrong. Review it on a schedule or it drifts from reality.

When to use it

Tasks that happen weekly or monthly and only one person knows how
Handing work to a new hire or a backup
Processes where mistakes cost money

How to use it

01
Write it while doing it
Do the task once and write each step as you go. Numbered steps, one action each.
02
Add the edge cases
Put common problems in toggles under If something goes wrong.
03
Test with someone else
Share the page with your backup and have them follow it. Fix every step they ask about.
04
Restore if needed
Page history keeps earlier versions, so you can see what changed and restore an older one.

Or have the AI draft your version

"Write an SOP for opening a small café in the morning, with an owner, timing, equipment needed, numbered steps, a done checklist and fixes for the coffee machine failing."

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How to set up your local dev environment
Takes about 30 minutes. Ask in #dev-help if a step takes longer than 10.
Before you start
A Mac or Linux machine with admin rights
Access to the GitHub organisation (ask Ana)
Docker Desktop installed
Steps
1.
Clone the repository
git clone git@github.com:example/app.git cd app
2.
Copy the example environment file and fill in the two keys from the team vault
cp .env.example .env
3.
Start the database and cache
docker compose up -d
4.
Install packages and load the sample data
bun install bun run db:seed
5.
Start the app and open http://localhost:3000
bun dev
6.
Sign in with demo@example.com and password demo
Check it worked
The dashboard shows the three sample projects
Creating a task saves without an error
Common problems
Port 5432 is already in use
Another Postgres is running. Stop it, or change the port in docker-compose.yml and in .env.
db:seed fails with "relation does not exist"
Run bun run db:migrate first, then seed again.
Docs
How-to guide
One task explained start to finish, with prerequisites, numbered steps and fixes for common errors.
📘
Team handbook
Owner: Aylin Demir. Last updated Sunday 4 October. Questions go in a comment on the section.
Time off
28 days of paid holiday a year, plus public holidays in your state
Add it to the vacation planner at least two weeks ahead for anything over three days
Sick? Message your lead before 10:00. From day four we need a doctor's note
Working from home
Work from wherever you like within the EU, up to 8 weeks a year outside Germany
Core hours 10:00 to 15:00 Berlin time
Expenses
Under €50: buy it and submit the receipt in the accounting app within 30 days
€50 to €500: ask your lead first, a thumbs-up in chat is enough
Over €500: Tobias approves
Equipment
Laptop of your choice up to €2,200, replaced every three years
€400 home office budget in your first year, €150 a year after
Learning
€1,000 a year for courses, books and conferences
Two learning days a year, no approval needed
Who to ask
Payroll and contracts
Aylin
Laptop broken
Ana, or the on-call phone if it's urgent
Anything you don't want to ask your lead
Henrik, or the anonymous form in the team wiki
Team
Team handbook
Policies people look up most: time off, expenses, equipment, remote work and who to ask.
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🧾Standard operating procedure (SOP) template

Purpose

When

You need

Steps

Done when

If something goes wrong

What it is

When to use it

How to use it

Write it while doing it

Add the edge cases

Test with someone else

Restore if needed

Or have the AI draft your version

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🛠️How-to guide

📘Team handbook

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Standard operating procedure (SOP) template

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