SOP & policy Q&A
Answers “how do we do X?” from your process documents, handbooks and policies — with a link to the source.
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AI Agent · Internal opsAn AI internal assistant that knows your SOPs, inbox and meetings
Ask it anything about how your business runs, let it triage the shared inbox, and get clean meeting summaries with action items — all in your own workspace.
SOP Q&A
Inbox triage
Meeting summaries
Quick one — what’s our refund window for annual plans?
30 days from purchase for annual plans, per the Billing SOP (section 4). Source: Billing SOP → “Refunds & Cancellations.” Want me to draft a reply to the customer?
Yes — and who signs off on refunds over $500?
Anything above $500 needs manager approval — Finance SOP, section 2. I’ve noted that in the draft reply and flagged the finance lead as approver. Nothing sends until you approve it.
Perfect, thanks.
Draft is ready in your queue. I’ve also linked both SOPs so the approval trail is complete.
★★★★★ 4.9/5 rating
1,200+ reviews
8+ years
500+ clients
What the assistant does
Answers, triage and notes — for the people inside your business
It is team-facing, not customer-facing. Everything it knows comes from internal content you approve, and role-based access decides who can ask what.
Shared-inbox triage
Reads incoming mail, sorts it into action, waiting and just-information, and routes each item to the right person.
Draft replies for approval
Writes a first-draft reply in your tone from approved content — a person reviews and sends. Nothing goes out unattended.
Meeting notes & summaries
Turns a call or meeting into a short summary with decisions, owners and deadlines attached to each item.
Action-item extraction
Pulls every commitment out of a thread or transcript and drops it onto the right person’s task list.
Document search
Finds the policy, contract or brief you half-remember, across the folders and tools you already use.
New-hire buddy
Answers a new teammate’s onboarding questions instantly, so the ritual “ask the manager” doesn’t slow the first week.
Role-based access
Finance sees finance, sales sees sales. Sensitive areas like HR and compensation stay restricted by design.
Consistent process
Because everyone gets the same sourced answer, your SOPs are actually followed instead of remembered differently.
The problem it solves
The knowledge exists. Finding it is the job.
Most teams do not lack information — they lack fast access to it. The answer is in a document somewhere, a thread from last month, or someone’s head, and every question becomes a small interruption.
- “How do we handle this?” stops work while someone digs through folders.
- The same question gets asked three times because nobody trusts the last answer.
- New hires interrupt their manager all day just to learn the basics.
- One shared inbox becomes a pile nobody wants to own, and replies sit for hours.
- Meetings end with vague “we’ll sort it” and no clear owners or deadlines.
Illustrative example — an interrupted day
- 9:12 am Ops lead answers the same onboarding question, again.
- 10:40 am A teammate searches three folders for one policy.
- 1:30 pm The shared inbox has 41 unread items and no owner.
- 3:00 pm A meeting ends with no written owners or dates.
- 4:50 pm A follow-up email gets re-written from scratch, by hand.
How it works
From a new email to a clean summary — on the way through
The assistant works in the background of your existing tools, then hands a tidy result to a person for the final call.
1
Email arrives
Shared inbox or a thread.
2
Classify
Action, waiting, or info.
3
Label & route
To the right owner.
4
Draft reply
From approved content.
5
Human approves
Review, edit, send.
6
Logged
Decision and owner noted.
Meeting summaries, without the scramble
After a call, the assistant produces a short written summary your team can act on: what was decided, who owns each item, and when it is due. No one has to write minutes by hand, and nobody leaves a meeting guessing what was agreed.
It summarizes what was said — it does not make decisions, and it never emails anyone outside the company on its own.
Illustrative example — meeting summary
- Decided Move the client kickoff to the new onboarding sequence.
- Owner Ops lead — update the checklist by Thursday.
- Owner Account manager — confirm the kickoff slot with the client.
- Follow-up Draft note prepared for review, not sent.
- Next Summary filed with the meeting and shared with attendees.
Human in control
What stays human
The assistant speeds up the routine so your team can spend its attention on the things that need judgement. These stay with people.
- Anything sent outside the company — always reviewed and sent by a person.
- Approvals, sign-offs and anything that commits the business.
- HR, legal and compensation topics, which are kept out of scope.
- Final wording and tone on anything sensitive or client-facing.
- The internal knowledge base itself: what the assistant is allowed to answer from.
When a question is not covered by your internal content, the assistant says so and points to a person — it does not fill the gap with an invented answer.
Illustrative example — a guarded answer
- 11:05 Teammate asks about a salary adjustment.
- 11:05 Topic is out of scope by design.
- 11:05 Assistant does not answer — directs to HR.
- 11:06 Question is logged without exposing details.
- 11:06 A person takes it from there, privately.
Where it sits
How it fits the full system
The internal assistant sits behind the customer journey. It does not talk to your customers — it makes the team that runs the journey faster and more consistent.
1
Traffic
Ads, search and social.
2
Capture
Forms, calls and messages.
3
AI Response
Fast first reply.
4
Qualification
Fit and urgency.
5
CRM
Clean record and history.
6
Follow-Up
Sequences until reply.
7
Appointment
Booked and reminded.
8
Sales
Your rep closes.
9
Support
Retention after the sale.
10
Internal ops
The team runs smoothly.
Sibling services
- AI Customer Support Agent — the outward-facing version, answering your customers.
- CRM Automation — keeps the records the assistant reads from clean and current.
- Customer Onboarding Automation — automates the client side of onboarding your team delivers.
Where it works best
- Marketing Agencies — process questions across many client accounts.
- Accounting — policy, deadline and document questions at scale.
- Consultants — research and proposal material found in seconds.
Related workflows
- CRM cleanup — tidy the records and lists the assistant searches.
- Onboarding kickoff — give new teammates an assistant from day one.
Integrations
Fits your team’s existing workspace
The assistant works inside the tools your team already opens every day. Common connections include Google Workspace and Microsoft 365 for mail, files and calendars, chat tools like Slack or Notion that are compatible via API or webhook, OpenAI or Anthropic for the language layer, and an automation layer such as n8n, Zapier or Make to keep documents and tasks in sync — natively where a connection exists, and via API or webhook where it does not.
If a tool you rely on is not supported, we will tell you honestly before you commit, and often an automation bridge can close the gap without changing how your team works.
Google Workspace
Microsoft 365
Slack-compatible
Notion-compatible
OpenAI / Anthropic
n8n / Zapier / Make
FAQ
AI internal assistant questions
Is our internal content private?
Yes. The assistant is scoped to your workspace, its access is limited to the documents and systems you connect, and role-based permissions decide who can see what. We agree the data rules with you before launch.
Where does the assistant’s content live?
In your workspace. We build the internal knowledge base from documents you supply or connect, and you keep control of what is indexed and who can query it.
Can the assistant send emails on its own?
No. It drafts replies for a person to approve. Anything going outside the company is reviewed and sent by a human, and HR, legal and compensation topics are never handled automatically.
How do you keep the answers accurate?
It answers only from your approved internal knowledge base, cites the source document, and says when something is not covered instead of guessing. You decide what is in scope, and you can see exactly what it was told.
What team size is this for?
It helps most once a handful of people are repeating the same questions or sharing one inbox — often around five to fifty people. Smaller and larger teams can still benefit; we scope it after the audit.
How long does setup take?
It depends on how many documents you want indexed and which tools you connect. After the audit we confirm realistic dates, and the rollout is staged rather than a single switch. Questions? Email hello@getpraktivo.com.
Get started
See what your team could stop asking a person
Share a few details and we will map the SOP questions, inbox traffic and meetings the assistant can take off your team’s plate first.
The fastest way in: answer six short questions and we will map your lead journey, find the biggest leak and show the fastest automation win — before we ever get on a call.
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