Write an SOP from a messy process: AI agent prompt

Worked example

A fictional business, so you can see what to paste in and what a good answer looks like. The example answer was written with AI help and its numbers and dates were checked; your AI's answer will be worded differently, so check it the same way.

Sample input (what you paste in)

"When a wholesale order comes in by email I check stock in the spreadsheet, if we have it I make the invoice in Wave, email it, and once paid I pack it. If something's out I email them before invoicing. Orders over $1,000 need a deposit." (Ridgeline Candle Co.)

Example output (illustrative)

SOP: Processing a wholesale order
Purpose: get accurate invoices out the same day and only ship paid orders.
Tools: shared inbox, stock spreadsheet, Wave.
Steps:
1. Open the order email and list each item and quantity.
2. Check each item in the stock spreadsheet.
3. If anything is short, email the customer with what's available and wait for their reply. Don't invoice yet.
4. Create the invoice in Wave. If the total is over $1,000, invoice a deposit first (amount: [owner to set]).
5. Email the invoice and log the order as "awaiting payment".
6. When payment shows in Wave, pack the order and mark it "ready to ship".
Checks: invoice matches the order; deposit requested when over $1,000.
If something goes wrong: if payment hasn't arrived after 7 days, send a reminder; if stock is wrong, tell the owner the same day.

Check before you use it: Check the steps match what you really do; the AI filled the deposit amount and reminder timing as blanks or guesses for you to confirm.