Get the process out of the owner's head.

This is how we'd get a small business's processes written down. It's a playbook, not a report on a client.

Every question ends up at the owner

In a lot of small businesses, the owner is the manual. How to price a job. Which supplier to call when a part is late. Nobody wrote any of it down. So every question comes back to one person, and that person can't take a week off.

49.7 hours

a week is what Canadian business owners work on average, per a BDC survey of 609 owners in November 2024

61%

say delegating to trusted employees would give them more flexibility, the top answer in the same BDC survey

40 hours

a year is the median a small business spends training one new hire with no work experience, per CFIB

In that BDC survey, 42% of owners said they often or always feel overwhelmed by their workload. CFIB found 91% of small businesses train on the job, informally. That's normal. But informal training means someone stands beside the new hire and explains it again. Usually that someone is the owner, and the explanation changes a little every time.

Why a training app won't fix it

There are plenty of apps for writing procedures and running onboarding. They hand you an empty template and wait. The template was never the hard part. The hard part is getting the steps out of a busy owner's head, in the right order, with the small details that make the job come out right. Nobody has a free evening for that, so the template stays empty and the new hire keeps asking.

Record it once, let AI write it up

Owners already explain the work every day. So catch it. Film yourself doing a job on your phone and talk through it. Forward the emails where you walked someone through a problem. Pull up your last ten quotes or work orders. AI can turn that pile into a step-by-step checklist with what to do, in what order, what to check before moving on and who to ask when something looks wrong.

You read it, fix what it got wrong and approve it. That takes minutes. Writing it from scratch takes the evening you never had.

What we'd build

• One place to drop a phone recording, a voice note or a forwarded email about how a job gets done.
• AI drafts a checklist from each one and from your past jobs, with the steps in order and what to check at each one.
• You approve every checklist before your team sees it, and update it when the work changes.
• Each checklist opens from the job itself, so a new hire sees the right one when they start a quote or an install.
• When someone gets stuck or skips a step, the system notes it, so the checklist gets better instead of the owner getting another call.

Want to see this mapped to your business? Book a free call

It all lives in a database in your name, next to your jobs and customers. If you ever stop working with us, the checklists stay with you. That's why we push owners to own the software and data their process lives in.

What changes for the new hire

A new hire opens the job and follows the steps. They tick boxes instead of hunting for the owner. Questions still come up, but they're new ones, and each answer goes into the checklist so the next person doesn't have to ask.

Some of those 40 hours will always be one person showing another. A lot of it is the same explanation on repeat, and a checklist can take over that part. The hours you get back are better spent bringing in work. We make that case in grow income before cutting costs.

Start small

Pick the one job you explain most often. Next time you do it, record yourself and talk through every step. Have AI turn it into a checklist, fix it, and hand it to whoever does that job next. Then pick the second one.

Tired of being the only one who knows how?

Bring the one job you explain most often to a free 30-minute call. We'll show you how it becomes a checklist your team can follow.