Many teams new to Subtrak ask the same question:
What's the difference between a Process and an SOP?
The short answer is simple:
An SOP explains how to complete a single task.
A process is a collection of SOPs that work together to achieve a larger goal.
Subtrak organizes documentation using this structure:
Playbook → Processes → SOPs
Once you understand this hierarchy, it becomes much easier to document how your company operates.
What Is an SOP?
An SOP (Standard Operating Procedure) explains how to complete a specific task.
It provides clear instructions so that the task can be performed consistently by anyone in the company responsible for that role.
In Subtrak, an SOP typically includes:
An overview of the task
The role responsible for completing the task
Step-by-step instructions for completing it
Attachments such as PDFs, spreadsheets, or reference documents
Screenshots or images for visual guidance
Links to training videos or external resources
SOPs are designed to make tasks repeatable and easy to understand, especially for new team members.
Examples of construction SOPs might include:
Create the job in your project management software
Schedule the pre-construction meeting
Submit permit documentation
Send a proposal to a client
Set up job cost codes
Each SOP focuses on one clearly defined task.
What Is a Process?
A process is a collection of SOPs that must happen together in order to complete a larger objective.
Processes organize multiple tasks into a logical sequence so teams understand how work moves through the company.
Processes often involve:
Multiple tasks
Multiple roles
Steps completed over time
For example, a sales process might include SOPs such as:
Respond to a new inbound lead
Schedule a discovery call
Perform a site visit
Prepare an estimate
Send the proposal
Follow up with the client
Each of these steps is an SOP. Together, they form the sales process.
Processes help teams see the bigger picture and understand how their individual tasks contribute to achieving a larger outcome.
Key Differences Between Processes and SOPs
The easiest way to understand the difference is to think about scope.
SOP
Describes how to complete one task
Usually completed in a single sitting
Assigned to a specific role
Contains detailed instructions
Process
Organizes multiple SOPs
Represents a larger business activity
May involve multiple roles
Often unfolds across multiple days or stages
An SOP answers the question:
“How do I perform this task?”
A process answers the question:
“What steps need to happen to complete this larger objective?”
Do SOPs Always Need to Be Inside a Process?
No. An SOP can exist on its own.
Some tasks do not belong to a larger process but still benefit from clear documentation. For example:
Submitting an expense report
Resetting a software password
Ordering office supplies
These tasks can still be documented as SOPs without being part of a larger process.
However, many SOPs naturally fit into broader processes, which helps teams understand how work flows through the organization.
How Processes and SOPs Are Organized in Subtrak
Subtrak allows you to structure your documentation in a flexible way.
You can build your documentation in two different ways.
Option 1: Start with a Process
You can create a process first and then build SOPs inside that process.
This approach works well when you already know the larger activity you want to document, such as:
Estimating process
Project startup
Sales process
💡 As you add SOPs to the process, they automatically appear in your SOP library.
Option 2: Start with SOPs
You can also begin by creating individual SOPs and then add them to a process later.
This approach works well when you want to document tasks as they come up, then organize them into processes over time.
Both approaches work equally well in Subtrak.
Organizing SOPs and Processes in Subtrak
To help keep your playbook organized, both SOPs and processes in Subtrak can be assigned to:
Departments
Project types
Responsible roles
This makes it easier for teams to filter documentation and quickly find the information relevant to their work.
When Should You Create a Process?
Create a process when you want to document a larger activity that involves multiple steps or roles.
Good examples include:
Sales process
Estimating process
Project startup
Change order management
Project closeout
Processes help teams understand how work moves from start to finish.
When Should You Create an SOP?
Create an SOP when you want to explain how to complete a specific task.
A good rule of thumb is:
If the task can typically be completed in one sitting, it is probably an SOP.
Examples include:
Create the job in the project management system
Schedule a site visit
Submit permit documentation
Generate a customer invoice
SOPs ensure these tasks are performed consistently and correctly.
Next Step: Document Your First Process
Now that you understand the difference between processes and SOPs, the next step is learning how to start documenting them.
Read the next guide: