Your firm's processes, written down — without you writing them.

A fictional-firm sample pack is available so you can judge the format before you buy. Real client SOPs are never shared or reused. This sample follows the exact structure of every finished SOP on this page; its steps illustrate the format for one workflow area (client onboarding) and are not any real firm's process — a real SOP is built only from the process its client described, and SOPDone never invents a step the client didn't describe.

SOP: Client onboarding

Purpose — why this process exists: to bring a new client on board the same way every time, so nothing is missed between agreement and first delivery.

Trigger — when it runs: when a new client agreement is confirmed.

Owner role — who is responsible: the team member assigned as onboarding owner for that client.

Step-by-step procedure

1. Confirm the new client's details from the intake information supplied by the firm.
2. Record the agreed scope, start date, and main contact in the firm's client record.
3. Send the welcome message and the list of items needed from the client.
4. Log each item as it arrives; chase once for anything still outstanding.
5. Confirm the file is complete, then hand over to the delivery owner with a short handover note.
6. File the completed onboarding checklist with the client record.

Roles / responsibilities — onboarding owner runs the steps above; delivery owner confirms receipt at handover.

Exceptions + escalation — if required items do not arrive, the onboarding owner flags the gap to the firm owner instead of guessing; if the scope does not match the agreement, work pauses until the firm owner confirms.

One-page checklist version (same SOP, usable at the desk)

• ☐ Details confirmed from intake information
• ☐ Scope, start date, and main contact recorded
• ☐ Welcome message + items-needed list sent
• ☐ Outstanding items chased once
• ☐ File confirmed complete and handed over
• ☐ Checklist filed with the client record

Delivered as editable DOCX + PDF, in the firm's branding if supplied — as with every SOP on this page.

The full sample pack, shown in full — SAMPLE, fictional firm “Harbor Bookkeeping”

Workflow: client onboarding (sample — 2 of 5 SOPs shown in full in the sample pack; a real Starter Pack contains 5). This is a sample SOP pack for a fictional firm, created to show the SOPDone format. It is not a real client’s documentation, and no process below describes a real business.

SOP 1 — Send the welcome email and portal invitation

• Purpose: Get a new client into the firm’s systems on day one, without back-and-forth.
• Trigger: The day a client signs an engagement letter.
• Owner: Office manager (role only, fictional).
• Tools: CRM, document portal, email (tool names only — no logins in any SOP).

Steps:

1. Confirm the signed engagement letter is filed in the CRM.
2. Send the welcome email template, including the document-portal invitation link.
3. Create the client file in the CRM with the agreed service list.
4. Log the send date in the CRM onboarding checklist.

Done looks like: Welcome email sent, portal invitation accepted or pending with a logged date, client file created.

Exceptions: If the client does not accept the portal invitation within 3 days, call them (do not just re-email). If the email bounces, verify the address with the client contact before resending.

Checklist version: ☐ Engagement letter filed ☐ Welcome email sent ☐ Portal invitation sent ☐ Client file created ☐ Send date logged

SOP 2 — Collect opening documents

• Purpose: Gather everything needed to start work, in one request, so nothing is chased twice.
• Trigger: Welcome email sent (SOP 1 complete).
• Owner: Bookkeeper (role only, fictional).
• Tools: Document portal, email, prior-year return file.

Steps:

1. Send the opening-documents request list via the portal (bank statements, prior-year returns, payroll details, as applicable to the fictional client).
2. Log requested items and dates in the CRM checklist.
3. On receipt, check each document opens and matches the requested period; file it in the client folder.
4. If an item is missing after 5 business days, send one reminder, then escalate to the office manager.

Done looks like: All requested items received and filed, or missing items logged with an escalation note.

Exceptions: If a document is for the wrong period, ask the client for the correct period — do not guess or proceed on the wrong file. Never request a client’s password.

Checklist version: ☐ Request list sent ☐ Items logged ☐ Documents checked + filed ☐ Missing items reminded/escalated

What a full Starter Pack contains

5 SOPs on one workflow, each in this format (purpose, trigger, owner, steps, exceptions, checklist version), delivered as editable DOCX + PDF, in the client’s branding if supplied.

What this sample is NOT: This sample does not certify anything. A real SOPDone pack documents only the process the client described, and never invents a step the client did not supply. If the client’s materials are ambiguous, SOPDone flags the gap and asks.

The intake questions shown alongside this sample

These are the 6 questions every process needs answered — in the voice note, recording or notes — from the homework brief that every buyer receives. The sample above was built by answering them for a fictional firm:

1. Process name — for example, “Month-end close for a new bookkeeping client.”
2. Trigger — When does this run? (For example, “On the 1st of every month” / “Whenever a new client signs.”)
3. Owner — Whose job is this? (Role, not a person’s name, if you prefer — for example, “Bookkeeper” / “Office manager.”)
4. Tools used — Which software, logins-by-name-only (never send passwords), templates, or checklists?
5. Steps, in order — What happens first, second, third? Include the small steps you do without thinking — a new hire won’t know them.
6. Done + exceptions — What does “finished” look like? What goes wrong most often, and what should the person do then (or who do they escalate to)?

Intake method reminder, from the same brief: pick one method per process — a 5–15 minute voice note, a screen recording walking through the task, or rough notes or an existing messy document. Do not send passwords, client names, or client financial data.