Last Updated on August 13, 2025 by Owen McGab Enaohwo
Instead of writing your SOPs manually, tools like ChatGPT provide ways to document internal and external procedures more efficiently.
Every time you need to onboard new team members or update outdated procedures, you can type in a few prompts, and this AI-powered SOP generator will do the heavy lifting. While the ChatGPT SOP generator is excellent at generating ideas, quick drafts, and process overviews, it may not deliver fully structured, repeatable, and collaborative SOPs that teams can easily access and implement.
Your organization needs an AI-powered SOP generator that allows you to instantly create detailed and organized SOPs tailored to your exact workflow. In this article, we’ll explore how the ChatGPT SOP generator works, where it shines, and where it falls short.
Ready to skip the manual edits and generate SOPs the smart way? Try SweetProcess today and instantly create clear, structured, and professional SOPs in minutes. Sign up for a free trial here!
Table of Contents
How To Generate SOPs Automatically With ChatGPT
Why Use ChatGPT To Generate Standard Operating Procedures
Can ChatGPT Really Handle SOPs?
How To Generate SOPs Instantly With the SweetProcess SOP Generator
Other Features of the SweetProcess SOP Generator
How CloudTech24 Uses SweetProcess To Create and Manage Its SOPs in One Place
How To Generate SOPs Automatically With ChatGPT
Using ChatGPT to generate your standard operating procedures can save your team hours of manual documentation, especially when you need to structure your operations fast or work under tight deadlines. With the right prompt and a little fine-tuning, ChatGPT can provide a solid draft for your team to build on. Here’s how to do it step by step:
Define Your Process Clearly
Before opening ChatGPT, it’s essential to be clear about the task or workflow you want to document. Here are some questions to guide you:
- What’s the purpose of this SOP?
- Who will be using it?
- What are the exact steps involved from start to finish?
The answers to these questions will help you develop your purpose, main phases, key actions, decision points, and identify the tools or people involved. The more you understand the process, the more targeted and useful your ChatGPT output will be.
Open ChatGPT
Once you’ve mapped out your business process, open ChatGPT on your browser or app. With the free version, you can create basic SOPs, while ChatGPT Plus generates more detailed responses. By using the most advanced model available, you can create SOPs that meet a higher standard and can be shared company-wide.
Enter a Prompt
This step determines the type of output you get. Your prompt should be detailed, specific, and structured to reflect the SOP you need. A vague prompt like “Write an SOP for onboarding” will give you a generic output.
Instead, try something like: “Write a standard operating procedure for onboarding new remote software engineers at a mid-sized SaaS company. Include equipment setup, account access, documentation review, and first-week tasks.” The more context you provide, the closer ChatGPT will get to your ideal output on the first try.
Review and Customize the Output
While ChatGPT generates documents based on your input, it can make mistakes. Once you get the response, it’s essential to read through it and ensure that the flow of steps makes sense and aligns with how your team works. Watch for missing context, vague instructions, or any inaccuracies. You’ll likely need to reword certain parts, re-order steps, and insert internal terminology or tools your team uses.
Format and Save Your SOP
Once you’re satisfied with the content, it’s time to refine it. For instance, you can structure the SOP using a format your team is familiar with by adding headers for each step, using bullet points or numbered lists, and a consistent font and layout. Proper formatting helps team members follow instructions without confusion. Once formatted, save the SOP in your preferred system or your internal knowledge base so it’s easy to find, reference, and update.
Share and Update as Needed
As the industry and company changes, you’ll need to update the SOPs to reflect this shift. You can use the ChatGPT SOP generator to revise your documents instead of starting from scratch. Once this is done, you can share the finalized SOP with relevant teams and stakeholders, and encourage feedback, especially if this is the first version of a new process. Ensure that everyone understands their responsibilities and can follow the steps easily.
Why Use ChatGPT To Generate Standard Operating Procedures
Your business relies on SOPs to create consistency across all departments. However, creating these procedures manually can be slow and resource-intensive. Here’s why ChatGPT can help you automate the SOP generation process:
Speed: Instantly Generate SOP Drafts in Seconds, Saving Hours of Manual Writing
Need an SOP by the end of the day? ChatGPT can deliver a full draft in less time than it takes to write an email. Instead of spending hours typing out each step or struggling with formatting, you can prompt the AI tool with a single request and get a usable first draft within seconds.
For example, if your marketing team needs a “Blog Publishing Process” SOP, ChatGPT can instantly outline steps from content creation to SEO review and final publishing. This speed allows managers and team leads to keep projects moving without delays caused by documentation bottlenecks.
Benjamin Richards, a growth expert, strongly encourages business owners to rethink how they approach SOP creation if they want to save time and scale effectively. He outlines a simple three-step system that includes the use of ChatGPT to eliminate hours of manual SOP writing.
His process? Record yourself doing a task, paste the transcript into ChatGPT, and prompt the AI to turn it into a step-by-step SOP.
According to Benjamin, this method will help you speed up documentation and ensure that the SOP captures how the process is actually done, something traditional documentation often misses.
Clarity: Produces Structured, Easy-to-Follow Instructions Based on Your Input
What’s the use of an SOP if your team members can’t follow it? ChatGPT excels at turning vague or complex processes into clear, step-by-step instructions. For instance, you can prompt it to “write an SOP for handling customer complaints in an e-commerce store,” and it will deliver instructions broken down into logical sections, including intake, investigation, resolution, and follow-up.
According to Financial Advisor Libby Greiwe, “If you’ve been drowning in processes and documentation, AI might just be the solution you need!”
She goes on to demonstrate how financial advisors can transform their Zoom transcripts into structured SOPs using ChatGPT. Therefore, if you have raw data from meetings with stakeholders, you can translate this into easy-to-follow steps within minutes. This structure is especially useful for teams scaling fast because it ensures everyone is aligned.
Scalability: Quickly Create Multiple SOPs Across Teams, Tasks, or Departments
Over time, your business will evolve, particularly as it expands. Do you have the right tools to support a scaling business? With the AI document generator, you can create different types of procedures, whether you need them for sales, IT, or customer support departments. You can prompt the tool and generate multiple drafts in a single afternoon.
For example, a startup expanding into new markets can create localized SOPs for hiring, onboarding, or logistics in just a few prompts. This rapid scalability helps ensure consistency across departments without waiting weeks for formal documentation processes.
Cost-Effective: Reduces the Need for Dedicated Technical Writers or Consultants
Unlike most business tools, which come at a cost, this free AI-powered tool can save you money. You won’t have to hire a technical writer or consultant, especially if you run a small or mid-sized team. ChatGPT generates high-quality drafts that can be edited in-house; therefore, you don’t need to incur costs associated with outsourcing documentation.
If you have a lean operations team using ChatGPT to generate ten SOPs in a day, it takes a few hours of review and polishing. It’s an efficient way to build a knowledge base without burning through your budget.
Can ChatGPT Really Handle SOPs?
At first glance, ChatGPT seems like the ultimate productivity hack for creating SOPs. It’s fast, smart, and easy to use. But once you start using it for critical business documentation, you’ll start noticing some limitations. While it’s a helpful assistant for brainstorming or quickly drafting a rough outline, relying solely on ChatGPT for your SOPs can be risky. Here’s why:
Accuracy and Consistency Issues
ChatGPT doesn’t truly understand your business, your team’s workflows, or your company’s internal standards. It pulls from a pool of generalized information and can sometimes produce vague, incorrect, or even contradictory instructions. In an SOP, where every step matters, even a small misstep can lead to confusion, operational errors, or compliance issues.
Formatting Limitations
While it’s clear that ChatGPT can generate a decent draft within seconds, you’ll still need to manually clean it up, fixing inconsistencies, numbering, and formatting issues. Therefore, if you’re handling multiple SOPs across departments, that cleanup will take up valuable time. Additionally, although you can provide templates to help, ChatGPT often lacks the contextual memory or structure to maintain standardized formatting across documents unless you prompt it carefully every single time.
Collaboration Challenges
In most cases, you’ll be working on the SOPs with internal and external teams. ChatGPT is limited because it lacks built-in features for team collaboration, approvals, or real-time editing. You can’t assign steps to team members, track changes, or manage SOP versions directly in the platform. Once you get your draft, you have to copy and paste the content into another system for your colleagues to access.
This is where SweetAI, SweetProcess’s AI-powered SOP generator, comes in. SweetAI will help you write SOPs and build them with structure, clarity, and usability in mind. It understands how to break down workflows into actionable steps, apply consistent formatting, and instantly turn your inputs into team-ready documentation.
You can assign steps, collaborate with your team, or store your SOPs in one centralized system.
Don’t settle for half-finished SOPs! Start your free trial of SweetProcess today!
How To Generate SOPs Instantly With the SweetProcess SOP Generator
If you want to automate your SOP generation process, you need a tool like SweetProcess. This SOP management software allows your team to create, manage, and scale your documentation accurately within a single platform. The SweetAI feature eliminates errors, saves you time, and gives you access to customization options when you need to tailor the SOP to your business needs.
Here’s how to use the SweetProcess AI SOP generator to benefit your organization:
Step 1: Sign Up for a Free Trial
Before you start generating SOPs with SweetAI, you’ll need to sign up for an account. SweetProcess offers a free 14-day trial for all its new users, and the sign-up process is straightforward.
To get started, click on the “Try It Free” button on the main menu.
Fill out personal information, including your email, name, and company size.
From here, you can take a quick tour of the dashboard to understand how everything works before you start creating your SOPs.
Step 2: Generate the SOP With SweetAI
Manual SOP creation is often slow, inconsistent, and mentally draining. In addition to providing free SOP templates, SweetProcess offers the SweetAI feature, which enables users to transition from concept to structured, comprehensive SOP in seconds, therefore freeing up time for higher-value work.
Once you have a title for your procedure, you can use AI to instantly generate a detailed SOP draft.
Select the “Write with SweetAI” option.
SweetAI will then analyze your title and generate a structured SOP, including an introduction, objective, defined steps, and placeholder sections that you can further expand.
You now have a draft that’s 80% done, created in under a minute.
Step 3: Review and Edit Your SOP
While AI is powerful, your business has unique workflows, terminology, and compliance needs. A quick review ensures accuracy, clarity, and that nothing is missed. Now that SweetAI has created your SOP, it’s time to refine the draft so it reflects these internal practices and the brand voice.
You can click on the pencil icon to edit the language, add missing details, or swap out placeholder content.
Additionally, you can scroll down to the “Add Step” button to insert new actions that SweetAI may have missed. There’s the option to edit the SOP steps with SweetAI to improve your content much faster.
Additionally, you can also add rich media, such as images, links, or embedded videos, to make your procedure more comprehensive.
Each step allows you to add details where you can elaborate on instructions and clarify expectations.
Step 4: Customize Your SOP
This is where you shape the structure of your SOP to fit your business. For instance, you can turn steps into decisions and rearrange the order. This step ensures your documentation reflects reality.
To customize your steps, scroll to the specific item and click on the three dots. Use the “Convert to a decision” option to turn a regular step into a yes/no branch.
Additionally, you can also click the “Convert to an ending” option when you want to rearrange the step to be the conclusion of the process.
This level of flexibility turns a generic SOP into a dynamic process map that your team can rely on.
Step 5: Approve and Share SOPs With Your Team Members
Collaboration is key to SOP adoption. You need to obtain executive buy-in, sign-off, and provide clear assignments to the team so that the SOP can be implemented effectively. Once you finish drafting the procedure, you can assign it to your team, collect feedback, and ensure everyone is aligned before it’s rolled out.
Here’s how:
- Click “Approve” to finalize the document and move it into active status.
From here, you can assign the SOP to specific team members or departments.
You can use the comment feature to collect suggestions or clarifications.
Step 6: Download and Print the SOP Flowchart
Not everyone absorbs information the same way. A flowchart helps visual learners see the full process in a clean, easy-to-follow format. This visual workflow is perfect for training sessions and offline access.
When you open the finalized SOP, you’ll see the diagram on the right side.
Click the “Print” button to download the flowchart.
This way, you can embed it into onboarding manuals, team wikis, or employee handbooks.
Other Features of the SweetProcess SOP Generator
Your business requires SOP software that streamlines operations. SweetAI is ideal for both small businesses and multinationals, whether you need to refine processes, train new hires, or scale operations. These additional features make SweetProcess a powerful solution for maintaining clear and collaborative documentation.
Let’s explore the other tools built into the SweetProcess SOP generator that make it stand out:
Collaborate Seamlessly With Team Members
SOPs aren’t meant to be written in isolation. With the right standard operating procedure software, such as SweetProcess, your team can simultaneously edit and refine procedures. For instance, if employees from different departments are working on the same project, they can suggest edits, leave comments, and give feedback within the platform.
You can tag any team member to draw their attention to a specific part of a procedure.
This seamless collaboration ensures your procedures reflect what’s happening on the ground and keeps everyone aligned. You also don’t have to keep sending documents back and forth or managing conflicting versions since all revisions are transparent.
Assign SOPs as Tasks to Employees
Once your SOP is ready, you can assign it to individual employees or entire teams. At the same time, you can also set deadlines, track progress, and ensure accountability, especially since you have actionable steps to follow.
For example, during employee onboarding, you can assign a “New Hire Checklist” SOP to every new employee so they can walk through the steps, mark them as completed, and report back, all within SweetProcess.
As you edit your procedure, click the “Related Tasks” button on the left-side menu.
Select “Assign Task” to select the team members.
Version Control
In a collaborative setting, there will be several document versions. To avoid confusion, SweetProcess automatically logs every edit, with a history of versions, dates, and editors. This way, you can revert to a previous version or compare changes when needed.
This feature is crucial for teams in regulated industries or those that frequently update processes to align with evolving best practices.
Format SOPs
As you draft your SOPs, you need to make them easy to read and follow. With SweetProcess, you can add rich text formatting options, allowing you to use paragraph styling, bullet points, numbered lists, and even text color to draw attention to key actions or warnings.
Highlighting important steps or separating sections makes instructions clearer, minimizing misinterpretation and training time.
Add and Edit Multimedia
Some steps are best explained visually. You can embed screenshots, instructional videos, tables, and diagrams directly into each SOP step. This makes it easier for users to follow complex procedures or understand how to use a tool without asking for additional clarification.
For example, a training SOP might include a short video walkthrough or a table comparing tool options, all inside the document.
As you edit, you’ll see the icons to add different types of media into your SOP.
Link to Other Procedures, Processes, and Policies
Business processes are often interconnected. Fortunately, SweetProcess allows you to link one SOP to existing policies and related procedures, so users can navigate through documentation without needing to use multiple platforms.
To link the procedure to a policy, click on the “Policies” icon on the sidebar.
Select the policy you need from the list or create a new one.
Alternatively, you can link the procedure to processes by following the same steps, but this time around selecting the “Processes” option.
Linking your documentation prevents gaps and promotes consistency in the company operations.
Download and Print SOPs and Flowcharts
If you need a physical copy of your SOP or want to include it in a printed manual, SweetProcess allows you to download and print it. You can export complete SOPs and their visual flowcharts as PDFs or print-ready formats using built-in download buttons.
This feature is useful for offline training, compliance audits, or as a visual guide on a wall or desk. Flowcharts also come in handy for illustrating multi-step or decision-based processes at a glance.
How CloudTech24 Uses SweetProcess To Create and Manage Its SOPs in One Place
While it’s evident that ChatGPT can help kickstart SOP documentation for your organization, it falls short in providing proper structure and collaboration. However, SweetAI fills those gaps with a tool purpose-built for creating, customizing, managing, and scaling SOPs across entire organizations.
CloudTech24 is one of the companies that has transitioned from scattered documentation to seamless operations, thanks to SweetProcess. This managed IT services provider was facing mounting inefficiencies as its team grew to about 25 employees. Despite using a technical documentation tool tied to their service desk, their SOPs were siloed, inaccessible to non-IT staff, and most of the company.
As a result, their onboarding system was inconsistent and time-consuming. Additionally, the leadership lacked visibility into task completion. Andrew Dale, the technical director, decided to implement SweetProcess, which brought in benefits such as:
- Consolidated Procedures: The company SOPs, from expense claims to HR workflows, are now stored in a centralized platform.
- Enhanced Visibility and Monitoring: SweetProcess’s reporting and task alerts integrate with tools, like Microsoft Teams, which automatically notify managers when procedures are completed, enabling audit trails and quality checks.
- Faster Onboarding, Fewer Errors: New hires follow standardized onboarding checklists and flowcharts.
- Operational Consistency: Drafting SOPs using SweetAI instilled consistency across all teams, saving employees hours of manual writing and editing.
CloudTech24’s success story is just one example of how SweetProcess empowers growing teams to streamline operations. It offers instant AI-generated drafts, full customization, built-in collaboration, and reliable version control. If your team is ready to move beyond basic text generation and adopt a smarter and scalable solution, SweetProcess is built for the job.
Ready to experience it for yourself? Start your free trial of SweetProcess today. No credit card is required!
FAQs About SOP Generator
What is a ChatGPT SOP Generator?
A ChatGPT SOP generator utilizes an AI language model, specifically ChatGPT, to draft company procedures. When users input simple prompts describing the process to document, ChatGPT responds with a draft text that outlines steps, objectives, and expected outcomes. While it’s helpful for initial drafts, it’s not tailored specifically for SOP creation and lacks built-in tools for collaboration and formatting.
How Does the ChatGPT SOP Generator Work?
To generate SOPs using ChatGPT, you need to enter a clear, detailed prompt. For example: “Write an SOP for onboarding a new remote software engineer.” ChatGPT will then produce a basic draft in seconds. Since ChatGPT occasionally makes mistakes, you can manually revise, edit, and format the output to ensure it aligns with your brand.
What Makes SweetAI a Better SOP Generator?
SweetAI, built into SweetProcess, is designed specifically for creating, managing, and scaling SOPs. Unlike ChatGPT, SweetAI generates structured SOPs directly within a collaborative, process-focused platform. You can instantly edit steps, assign procedures to team members, convert actions into decision points or endings, and generate visual flowcharts. SweetAI also supports version control, multimedia embedding, and policy linking—all features critical to running smooth, repeatable business operations. It’s an end-to-end SOP solution that reduces manual work and boosts consistency across your organization.
Is the SweetProcess SOP Generator Suitable for all Industries and Business Types?
Yes. SweetProcess is used by companies in a wide range of industries, including IT services, healthcare, finance, legal, education, manufacturing, and e-commerce. Whether you’re a startup building your first onboarding process or an enterprise refining compliance workflows, SweetProcess scales to fit your documentation needs. Its flexibility and intuitive interface make it ideal for businesses of any size looking to standardize processes, train teams, and improve operational efficiency.
Still have questions? The best way to understand the power of SweetAI is to try it yourself. Sign up for a 14-day free trial here!
