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Turn call recordings and emails into SOPs with ChatGPT so a first hire can prepare client answers your way

who Katherine Pomerantz, founder of Money Storyteller, which provides tax and financial services to small companies, in Business Insider

The problem

For years she put off hiring because she couldn't turn her expertise and voice-driven client communication into step-by-step procedures a new hire could follow.

What happened

Last year she hired two people, an administrator in the US and a bookkeeper in the Philippines, and says they help her get twice as much done as she did alone: "We have more clients, and are meeting all deadlines well ahead." Self-reported.

Quoted in the source: Katherine Pomerantz, founder, Money Storyteller. Source: Business Insider: How AI is helping solo founders make their first hires (Kelly Burch) (2026-03-25) · Added 2026-10-18.

How to set it up yourself

1. What Money Storyteller does: ChatGPT turns call recordings, emails and brainstorms into SOPs, plus documents that explain her decision-making, which her administrator uses to prepare overviews of client questions. She makes the final call with the client.
2. Collect 10-20 examples of one recurring task (call transcripts, the emails you sent, your notes) and remove client names, account numbers and tax IDs. In ChatGPT, select New project in the sidebar, name it "How we work", upload them and paste the prompt below under ••• > Project settings.
3. Ask for one SOP at a time (for example "new-client document request"), then a "how I decide" note for each common client question with the factors you weigh. Correct anything wrong and upload the corrected version as the reference file.
4. Export the SOPs and decision notes to a shared doc for your assistant. Their rule: draft an overview for you from the notes, and never send advice to a client without your review.

Copy-paste prompt

You are documenting how {OWNER NAME} at {FIRM NAME} works so a new {ROLE, e.g. administrator} can follow it. From the uploaded transcripts, emails and notes about {TASK OR CLIENT QUESTION}, write: 1) a numbered SOP with who does what, the tools used and how long each step takes; 2) the questions {OWNER NAME} always asks the client; 3) a 'how I decide' section listing the factors and when she'd recommend {OPTION A} vs {OPTION B}; 4) what must always go to {OWNER NAME} for approval. Cite the source file for each rule and don't add rules that aren't in the files.

Tools used

Some tool links may be affiliate links. Disclosure

Checked prices: ChatGPT: from Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (verified 2026-10-17)

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