Turn a Photo, a File, or Your Voice Into a Written Procedure
Photograph a checklist, upload a file, or just talk — AI writes the procedure for you, and one spoken edit keeps it current in every language.
Procedures, written for you
Every team runs on know-how that never quite gets written down — the right way to open, to close, to hand over a shift, or to fix the thing that always breaks. It lives in one experienced person's head, on a curling sticky note, or in a document nobody keeps current. So the same questions get asked, the same steps get skipped, and "how we do it here" quietly walks out the door the day that person leaves.
Loopapa turns that around. You don't sit down and write the procedure — you hand over what you already have, and AI writes it for you. Snap a photo of the paper checklist, upload the spreadsheet you've been using, or just describe it out loud. In seconds you get a clean, structured standard operating procedure (SOP), filed in your Handbook and ready for the team. Need to change it later? You don't edit a word — press record, say "use black pepper instead of red," and the whole guide rewrites itself.
Here's what you can feed it, how the writing actually happens, and how to keep every procedure current with a single spoken sentence.
New procedure
AI writingThree ways in, one finished procedure out
You can create a written procedure three ways in Loopapa — photograph something that's already on paper, upload a document or spreadsheet, or just describe it out loud. Whichever you pick, AI turns it into the same thing: a clean, structured procedure, written in your Handbook's language and saved as a ready-to-edit draft.
There's no template to fill in and no blank page to stare at. You bring the raw material in whatever form it already exists, and the writing — the ordering, the phrasing, the step-by-step structure — is done for you.
Photo
It's already on paper. Capture a printed checklist, a handwritten note, or a shot of the whiteboard, and AI reads it into ordered steps.
File
It's already a document. Upload an old procedure, a PDF, or an Excel or CSV list, and AI reshapes it into a clean, formatted guide.
Voice
It's only in your head. Tap record, walk through it in plain language, and AI writes the steps as you talk.
And a procedure is never locked. When something changes, you don't reopen it and edit line by line — you press record, say what's different, and AI rewrites the whole guide to match. More on that just below.
How does an input become a written procedure?
It's three moves — you provide the raw material, AI reads and structures it, and you get an editable draft in your Handbook — and it takes seconds, not the afternoon you'd spend writing it by hand.
Choose how to add it.
In your Handbook, start a new procedure from a photo, your voice, or a file.
Hand over the raw material.
Snap the paper, record yourself talking it through, or pick the document or spreadsheet.
AI reads and writes it.
In a few seconds you get a structured, step-by-step procedure — in your Handbook's language, with a category already chosen for you.
Review and save.
Adjust anything in the editor — wording, formatting, even images or video — then save. It's live for your team.
New procedure
Photo
Voice
File
Add from a photo, your voice, or a file
Writing your procedure…
Procedure ready
Category setSaved to your Handbook
How do you update a procedure when something changes?
You don't reopen the document and hunt for the right line. You press record and say what's different — the way you'd tell a colleague — and AI rewrites the whole procedure to match, in seconds. You can do it by voice, photo, or file, exactly like you created it.
After each change, a short note shows exactly what was updated, so you can see the edit landed the way you meant. And a bad input can't quietly break a good procedure — send an unrelated photo or something that doesn't fit, and it simply tells you nothing changed and the information didn't apply.
One procedure, every language — always current
A handbook is written in the language you set for it, not the language you happen to speak — so you can talk a procedure through in one language and keep the guide in another. Every edit updates the version in each language your handbook is kept in, so nobody's left on an outdated or half-translated copy. Switch the handbook language and the next small change rewrites the entire procedure into it.
"Make it 20 units instead of 10."
Restock shelves to 10 units
Restock shelves to 20 units
AI suggestions
Updated the quantity from 10 to 20 units.
Updated in every language
Real-world example
A hotel's signature recipe — documented, protected, and always current
A signature dish is one of a hotel restaurant's most valuable secrets, and it usually lives in one head chef's memory or on a single stained recipe card. If the chef is off — or leaves — it can walk out with them. Here's how that knowledge gets captured, protected, and kept current in Loopapa, without the chef ever opening a text editor.
Capture
The head chef records the dish out loud — or snaps the handwritten recipe card. No typing.
Structure
AI turns it into a clean, numbered procedure and files it in the category it belongs to.
Protect
It sits in a category only kitchen leads can open, so the recipe stays a secret — even from the rest of the team.
Keep current
When the dish is tweaked, a quick spoken note updates the recipe for everyone allowed to see it.
The same pattern fits anything sensitive or specialist — a maintenance routine only your engineers should follow, a cash-handling procedure for shift leads, a per-location opening checklist. You decide who can open each one through roles and permissions, so the right people always have the guide — and no one else does.
Works with the rest of Loopapa
A written procedure isn't an island — it plugs straight into how your team already works day to day.
Staff can just ask
Once a procedure is written, your team doesn't have to search for it — they can ask AI and get the answer straight from the guide.
See how it worksThe same idea, for tasks
Tasks can be created from text or voice too — so an assignment can be handed off just as fast as a procedure is written.
See how it worksReports work the same way
Staff can send a report by voice or text too — no separate app, no separate habit to learn.
See how it worksChoose the output language
The language your procedures are written in is set once, in your workspace settings — change it any time.
See how it worksControl AI access per person
AI features — including procedure creation — can be turned on or off for each team member individually.
See how it worksTrack how much AI you use
Every procedure you create by AI counts toward a usage report you can export any time.
See how it worksWhat does this cost, and what happens after the trial?
Every plan, including Free, can create procedures from a photo, a file, or your voice — it just works a little differently depending on how long you've been using it.
Full AI, on every plan — including Free
When you sign up, even on Free, you get 14 days of AI at Starter-level capacity — plenty to build a real starting Handbook from photos, files, and voice.
You keep everything, and keep building
Nothing you built gets locked. On Free, AI creation pauses, but a full text editor stays open — write and edit procedures by hand, link external images and video, and record audio with a built-in player. You can keep adding new procedures manually, up to your plan's limit.
Free
AI for 14 days, then manual
50
Handbook procedures
Starter
AI, ongoing
20
Handbook procedures
Pro
AI, ongoing
100
Handbook procedures
Enterprise
AI, ongoing
Unlimited
Handbook procedures
Every plan supports photo, file, and voice input — the difference is how many procedures you can build with AI, and for how long.
Frequently asked questions
Can I turn a handwritten recipe or checklist into a procedure?
Can I upload an Excel file or PDF instead of taking a photo?
How do I update a procedure without editing it manually?
What happens if I send an unrelated photo or file by mistake?
What language will my procedure be written in?
Is this available on the Free plan?
Can I add my own custom procedures with photos and video?
Stop losing know-how to sticky notes and memory
Turn what your team already knows into a written procedure — from a photo, a file, or your voice.
Start freeNo card required.