Integrations
Connects to the tools you use
Set up connections through ERP.AI and Proto workflows, with every change logged.
- Checklist & SOP Management
- Evidence source
- Document store
- People and accounts
Checklist & SOP Management · Available now
Example screen with sample data
Keep each procedure revision tied to its execution and review.
Checklist & SOP Management connects a versioned SOP definition to its controlled procedure step, execution date, owner, step owner and organization. A definition moves through Draft, Reviewed, Published, Executing and Completed.
- No per-user fees
- Manual work is free
- Configure it in Proto
OverviewDefinitions by status×
Checklist & SOP Management · SOP definitions
New sop definition
Definitions by status
SOP definitions in one list
SOP definitions in view
6Draft
2Reviewed
1Published
1Draft2
Morning equipment startupSPD-46919
380
02 NovWeekly fire door inspectionSPD-60972
780
17 OctAdd
Reviewed1
Receiving temperature checkSPD-60521
610
25 OctAdd
Published1
Daily sanitation closeoutSPD-37846
290
13 OctAdd
Executing1
Chemical storage inspectionSPD-14934
410
13 OctAdd
Completed1
Visitor access reviewSPD-48363
840
02 NovAdd
Morning equipment startupSOP definitions · SPD-46919
DraftRevision380
Execution date02 Nov
OwnerEva Moreno
Review revisionSPD-46919 · Morning equipment startup
The Independent Reviewer records the revision decision and reason.
Waiting for Independent Reviewer
ApproveReturn
- Tables, ready to use
- 14
- Saved views
- 14
- Roles with set permissions
- 6
- Reports and dashboards
- 8
Features
See the procedure, execution and findings together
Every feature works on the same records. Pick one to see the screen your team works in.
SOP Definitions
Own each procedure revision and its execution status.
- Definition identity
- Version control
- Operating state
- SOP definitions
- Organizations
- People
- Procedure steps
- State history
OverviewDue executions×
Checklist & SOP Management · SOP Definitions
New
Due executions
SOP definitions
| Number | Name | Execution date | Status | Required step count | Completed step count | |
|---|---|---|---|---|---|---|
| SPD-86165 | Morning equipment startup | 19 Oct | Draft | 37 | 0 | |
| SPD-34525 | Receiving temperature check | 21 Oct | Reviewed | 6 | 30 | |
| SPD-84051 | Daily sanitation closeout | 18 Oct | Published | 1 | 30 | |
| SPD-70291 | Chemical storage inspection | 20 Oct | Executing | 14 | 31 | |
| SPD-53135 | Visitor access review | 21 Oct | Completed | 36 | 36 |
6 of 6 records
Morning equipment startupSOP definitions · SPD-86165
DraftExecution date19 Oct
Required step count37
Completed step count0
Procedure Library
Maintain controlled steps and reviewed source mappings.
- Controlled step
- Definition link
- Source mapping
- Procedure steps
- Source mappings
- Organizations
- SOP definitions
OverviewControlled steps×
Checklist & SOP Management · Procedure Library
New
Controlled steps
Procedure steps
| Name | Code | Organization | Effective from | Effective to | Active | |
|---|---|---|---|---|---|---|
| Verify equipment isolation | STEP-START-01 | Elmstone Laboratory | 13 Oct | 15 Oct | ||
| Record receiving temperature | STEP-RECV-02 | Cedar Vale Processing | 19 Oct | 22 Oct | ||
| Inspect food contact surfaces | STEP-SAN-03 | Riverbend Care Group | 20 Oct | 27 Oct | ||
| Check chemical cabinet labels | STEP-CHEM-04 | Willowbrook Operations | 13 Oct | 22 Oct | ||
| Confirm visitor badge return | STEP-FIRE-05 | Riverbend Care Group | 15 Oct | 23 Oct |
6 of 6 records
Verify equipment isolationProcedure steps · PS-70817
CodeSTEP-START-01
OrganizationElmstone Laboratory
Effective from13 Oct
Effective to15 Oct
Active✓
Review and Publication
Record independent decisions before a version is published.
- Revision decision
- Published result
- State trace
- Review decisions
- SOP definitions
- Evidence documents
- Operation runs
- Operation steps
- State history
OverviewReview queue×
Checklist & SOP Management · Review and Publication
New
Review queue
Action waits for the independent reviewer
| Source | Source revision | Reviewer | Decision | Evidence reference | |
|---|---|---|---|---|---|
| Weekly fire door inspection | 50 | Tariq Bello | Pending | EVD-2026-301 | |
| Morning equipment startup | 190 | Asha Nair | Pending | EVD-2026-302 | |
| Cold room alarm response | 460 | Oliver Tan | Pending | EVD-2026-303 | |
| Daily sanitation closeout | 280 | Eva Moreno | Pending | EVD-2026-304 | |
| Weekly fire door inspection | 740 | Leila Mensah | Pending | EVD-2026-305 |
6 of 6 records
EVD-2026-301Review decisions · RD-28808
PendingSourceWeekly fire door inspection
Source revision50
ReviewerTariq Bello
Checklist Execution
Trace performed steps to the published definition.
- Published source
- Performed step
- Execution trace
- SOP definitions
- Checklist executions
- Execution attempts
- Operation runs
- Operation steps
- State history
OverviewMy definitions×
Checklist & SOP Management · Checklist Execution
New
My definitions
SOP definitions
| Number | Name | Revision | Status | Execution date | |
|---|---|---|---|---|---|
| SPD-76199 | Morning equipment startup | 30 | Draft | 24 Oct | |
| SPD-72029 | Receiving temperature check | 550 | Reviewed | 27 Oct | |
| SPD-96863 | Daily sanitation closeout | 270 | Published | 03 Nov | |
| SPD-70578 | Chemical storage inspection | 50 | Executing | 24 Oct | |
| SPD-71217 | Visitor access review | 700 | Completed | 12 Oct |
6 of 6 records
Morning equipment startupSOP definitions · SPD-76199
DraftRevision30
Execution date24 Oct
Evidence and Follow-up
Verify supporting records and assign corrective work.
- Document check
- Finding
- Assigned action
- Evidence documents
- Follow-up actions
- Checklist executions
- Review decisions
- SOP definitions
OverviewRejected steps×
Checklist & SOP Management · Evidence and Follow-up
New
Rejected steps
Checklist executions
| Parent | Sequence | Description | Outcome | Evidence reference | Waiver reason | |
|---|---|---|---|---|---|---|
| Receiving temperature check | 80 | Morning startup completed with evidence | Rejected | EVD-2026-301 | Area closed for scheduled maintenance | |
| Chemical storage inspection | 60 | Receiving check flagged warm delivery | Rejected | EVD-2026-302 | No deliveries received during shift | |
| Weekly fire door inspection | 60 | Closeout review awaiting supervisor | Rejected | EVD-2026-303 | Equipment retired before inspection | |
| Receiving temperature check | 40 | Chemical cabinet inspection passed | Rejected | EVD-2026-304 | Duplicate step covered by current audit | |
| Weekly fire door inspection | 40 | Fire door test found slow closure | Rejected | EVD-2026-305 | Site inaccessible due to power work |
6 of 6 records
Morning startup completed with evidenceChecklist executions · CE-37349
RejectedParentReceiving temperature check
Sequence80
Evidence referenceEVD-2026-301
Waiver reasonArea closed for scheduled maintenance
Run History
Inspect attempts, durable runs and state changes.
- Durable run
- Detailed trace
- State change
- Operation runs
- Operation steps
- Execution attempts
- State history
- SOP definitions
OverviewRun exceptions×
Checklist & SOP Management · Run History
New
Run exceptions
Operation runs
Failed3
RUN-2026-1101Chemical storage inspection
50
13 OctATT-2026-2101Cold room alarm response
180
31 OctRUN-2026-1103Weekly fire door inspection
760
26 OctAdd
Reconciliation required3
RUN-2026-1102Monthly inventory count
110
25 OctATT-2026-2102Morning equipment startup
260
15 OctATT-2026-2103Weekly fire door inspection
840
13 OctAdd
Process
Follow a revision through execution
Procedure revision to verified execution ships ready to use. 2 steps need a named approval before the work moves on: Review revision (Independent Reviewer) and Review evidence (Independent Reviewer).
Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.
-
Define revision
Set the controlled step, owner, date and revision.
Morning equipment startupSPD-46919 · Procedure OwnerDefine revisionBy Procedure Owner -
Review revision
An independent reviewer decides the exact revision.
Morning equipment startupSPD-46919 · Independent ReviewerReview revisionBy Independent ReviewerApprovalThe Independent Reviewer records the revision decision and reason. -
Publish version
Record the publication run and frozen revision.
Morning equipment startupSPD-46919 · Procedure OwnerPublish versionBy Procedure Owner -
Execute checklist
Capture each performed step and its outcome.
Morning equipment startupSPD-46919 · Checklist OperatorExecute checklistBy Checklist Operator -
Review evidence
A named reviewer checks the supporting records.
Morning equipment startupSPD-46919 · Independent ReviewerReview evidenceBy Independent ReviewerApprovalThe Independent Reviewer verifies supporting evidence before accepting the result. -
Close or correct
Resolve findings or return the revision for another decision.
Morning equipment startupSPD-46919 · Operations LeadClose or correctBy Operations Lead
Inside a record
Keep source evidence tied to its origin
Open any sop definition to see its checklist executions, the roles that work on it, its process stages and its approvals on one page.
- 1Record details
Revision, Execution date and Owner.
- 2Checklist executions
Each line is linked to this sop definition.
- 3Who works on it
Each role sees what its permissions allow.
- 4Process stages
Every status change, in order.
- 5Approvals
Review revision and Review evidence, with who decides.
Definitions by statusMorning equipment startup×
Checklist & SOP Management · SOP definitions
Log activity
Morning equipment startup
Draft
1
Record details
Revision380
Execution date02 Nov
OwnerEva Moreno
2
Checklist executions
Morning equipment startup
| Parent | Sequence | Description |
|---|---|---|
| Morning equipment startup | 50 | Morning startup completed with evidence |
| Weekly fire door inspection | 40 | Receiving check flagged warm delivery |
| Cold room alarm response | 60 | Closeout review awaiting supervisor |
- Checklist executions
- 6
- Total sequence
- 260
5
Approvals
- Review revisionIndependent ReviewerApproved
- Review evidenceIndependent ReviewerWaiting
Approvals
Give each revision an independent decision
OverviewApprovals×
Checklist & SOP Management · Overview
Approvals
Signed in as Independent Reviewer
Waiting for you
4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
- RD-28808EVD-2026-301Pending2dActions
- RD-71047EVD-2026-302Pending2dActions
- RD-59692EVD-2026-303Pending5dActions
- RD-93030EVD-2026-304Pending6dActions
Who approves what
| Decision | Approver | |
|---|---|---|
| Review revisionAn independent reviewer decides the exact revision. | Independent Reviewer | |
| Review evidenceA named reviewer checks the supporting records. | Independent Reviewer | |
| Approve review decisions | Independent Reviewer |
3 approval rules · set per role in Proto
Roles
A workspace for each role
Everyone opens Checklist & SOP Management to the work that is theirs. Pick a role to see what it starts with.
Admin
Configures organization access, people and procedure setup, and reviews run failures.
- Manage Organizations, People, procedure steps, source mappings, Users
- View SOP definitions, operation runs, operation steps, state history
Procedure Owner
Maintains the definition and prepares a revision for review and publication.
This is the first screen this role sees.
OverviewDefinitions by status×
Definitions by status
SOP definitions · Procedure Owner
Draft2
Morning equipment startupSPD-46919
380
02 NovWeekly fire door inspectionSPD-60972
780
17 OctAdd
Reviewed1
Receiving temperature checkSPD-60521
610
25 OctAdd
Published1
Daily sanitation closeoutSPD-37846
290
13 OctAdd
Executing1
Chemical storage inspectionSPD-14934
410
13 OctAdd
Completed1
Visitor access reviewSPD-48363
840
02 NovAdd
Independent Reviewer
Records a decision on a named revision and verifies execution evidence.
This is the first screen this role sees.
OverviewPublication board×
Publication board
SOP definitions · Independent Reviewer
Draft2
Morning equipment startupSPD-98850
840
Chemical storage inspectionSPD-25702
240
Add
Reviewed2
Receiving temperature checkSPD-98946
180
Visitor access reviewSPD-92191
90
Add
Published2
Daily sanitation closeoutSPD-19032
320
Weekly fire door inspectionSPD-74925
210
Add
Checklist Operator
Performs assigned checklist steps and records outcomes and evidence references.
This is the first screen this role sees.
OverviewExecution board×
Execution board
SOP definitions · Checklist Operator
Published2
Morning equipment startupSPD-32940
880
Chemical storage inspectionSPD-16046
900
Add
Executing2
Receiving temperature checkSPD-48415
40
Visitor access reviewSPD-13408
20
Add
Completed2
Daily sanitation closeoutSPD-20337
780
Weekly fire door inspectionSPD-71802
580
Add
Follow-up Owner
Works assigned findings to a dated resolution.
This is the first screen this role sees.
OverviewOpen follow-ups×
Open follow-ups
Follow-up actions · Follow-up Owner
Open3
Replace damaged receiving probeDaily sanitation closeout
28 Oct
Update chemical shelf labelsWeekly fire door inspection
03 Nov
Recheck cold room alarm sensorMorning equipment startup
30 Oct
Add
In progress3
Retrain evening sanitation crewReceiving temperature check
20 Oct
Repair north fire door latchWeekly fire door inspection
24 Oct
Reconcile inventory count varianceMonthly inventory count
20 Oct
Add
Operations Lead
Reviews work in progress, incomplete runs and correction decisions.
This is the first screen this role sees.
OverviewDefinitions by status×
Definitions by status
SOP definitions · Operations Lead
Draft2
Morning equipment startupSPD-46919
380
02 NovWeekly fire door inspectionSPD-60972
780
17 OctAdd
Reviewed1
Receiving temperature checkSPD-60521
610
25 OctAdd
Published1
Daily sanitation closeoutSPD-37846
290
13 OctAdd
Executing1
Chemical storage inspectionSPD-14934
410
13 OctAdd
Completed1
Visitor access reviewSPD-48363
840
02 NovAdd
Reports
Read outcomes alongside their evidence
Review definition state, checklist outcomes, evidence and unresolved follow-up.
Overview×
Checklist & SOP Management · Overview
Checklist & SOP Management dashboard
This quarter
Operation runs in view
6Failed
3Reconciliation required
3SOP definitions by status
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 38 | ||
| Reviewed | 16 | 42% | |
| Published | 5 | 31% | |
| Executing | 2 | 40% |
Revision by status
Sample totals per stage
- 01Definition state by organization
Group SOP definitions by Organization and Status to see work awaiting review, publication or execution.
- 02Revision decision history
Show review decisions by Source and source revision with Decision, decided at and Reviewer.
- 03Checklist outcome detail
Show checklist executions by Parent and version number with Sequence, Outcome and observed on.
- 04Execution completion
Compare completed step count with required step count by SOP definitions Number and Revision.
- 05Evidence verification
List evidence documents by Source with Verified, verified by and document date.
- 06Follow-up aging
Group follow-up actions by assigned to, Status and due date to find unresolved work.
- 07Run and retry exceptions
Pair operation runs and execution attempts by Source and operation key to inspect Failed and Unknown attempts.
- 08State transition history
Show state history by Source with from status, to status, source revision, Actor and occurred at.
Who it's for
Fit recurring operating procedures
See how Checklist & SOP Management fits your kind of team.
Controls
Trace every revision and operation
Each stage of procedure revision to verified execution names the role that acts and the status it records, so a change is never anonymous.
OverviewProcedure revision to verified execution×
Checklist & SOP Management · Process
Procedure revision to verified execution
Each stage, the role that acts and the status it records
Process stages
10Approval steps
2Roles involved
5Tables touched
9Publish version
Procedure OwnerStatusReviewed → Published
RecordsOperation steps, Operation runs, State history
Execute checklist
Checklist OperatorStatusPublished → Executing
RecordsChecklist executions, State history
Resolve follow-up
Follow-up OwnerStatusOpen → in progress → Completed
- StartReview decisionsReview revisionIndependent Reviewer, Procedure Owner
- StepOperation stepsPublish versionReviewed → Published
- StepChecklist executionsExecute checklistPublished → Executing
- ApprovalChecklist executionsReview evidenceIndependent Reviewer
- StepFollow-up OwnerResolve follow-upOpen → in progress → Completed
AI agent
Prepare the next decision with Proto
Ask Proto to prepare revision, execution and follow-up information for review.
It can
- Procedure Owner: List definitions due for execution with their revision and owner.
- Independent Reviewer: Gather pending decisions and the evidence attached to each source revision.
- Checklist Operator: Show rejected observations and the evidence reference on each one.
- Operations Lead: Summarize failed runs with their operation key, attempt and reason.
Stays with a person
- A person makes the independent revision decision and verifies evidence.
- The authorized owner decides whether to publish or correct a definition after reviewing the specific version and run history.
- Proto may prepare the records for these decisions, but the named people remain responsible for them.
Show the published definitions due for execution and their assigned step owners.
List rejected checklist outcomes with their evidence references and open follow-up actions.
Explain the latest failed run for this definition using its attempts and numbered steps.
A person makes the independent revision decision and verifies evidence.
Data model
Your data, in tables you can change
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 14 tables14tables
- SOP Definitions5
- Procedure Library4
- Review and Publication6
- Checklist Execution6
- Evidence and Follow-up5
- Run History5
Implementation
Roll out one team at a time
Start with one team and one process, then add the rest once the basics are running.
Agree ownership
Name the organization, procedure owner, independent reviewer, checklist operator and follow-up owner for the first procedure.
Prepare records
Set the controlled step, effective dates, definition number, revision and execution date. Map any incoming evidence fields to their intended destination.
Rehearse review and publication
Have the reviewer decide the exact revision, then inspect the publication run and status history.
Perform a checklist
Record accepted and rejected step outcomes with observed dates and evidence references. Raise an assigned action for a finding.
Reconcile correction
Inspect the earlier result, record the correction, and return the definition for another independent decision. Check the original history remains available.
Pricing
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
- No per-user or per-seat fees
- Viewing, editing, approving and exporting records in the app is free
- Pay only for machine work: API calls, imports, workflows and AI agents
- Prepaid credits from $5. Purchased credits never expire
Machine work rate card Included per $1 of credit
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
How do I get started?
Click Get started, then use Proto to configure Checklist & SOP Management for your business. Begin with one controlled procedure, one independent reviewer and an execution with accepted and rejected outcomes.
How is a procedure version identified?
The definition keeps its revision and version. Review decisions identify the source revision, and execution records retain the published version used for the work.
Can a reviewer return a revision?
Yes. The review decision can be Approved, Returned or Rejected, with a reason and decision date. The owner can prepare a corrected revision for another decision.
What happens when a checklist step is rejected?
The rejected outcome stays with the execution record. Assign a follow-up action with a responsible person and due date, then record its resolution.
Can evidence be verified by a named person?
Yes. An evidence document links to its definition and records whether it was verified and who verified it.
How do we examine a failed operation?
Inspect the durable run, numbered steps and retry attempts. The operation key and failure reason help the operations lead identify the attempted revision and result.
Can an executed revision be corrected?
The correction path retains the earlier revision and its run history. The definition returns for another independent review before the corrected version proceeds.
Can the same procedure serve different organizations?
Each procedure step and definition belongs to an organization. Set up the step, owner and access scope for each organization that uses the procedure.
Where do source documents live?
Agree the document store and source references for your team. Evidence documents and operation receipts retain their references to the original material.
Set up Checklist & SOP Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.