The Ops Experts Club Podcast
Episode 108: The SOP That Could Save Your Business Thousands
Date: April 9, 2026
Hosts: The Collab Team (Aaron, Terryn, Savannah)
Guest: Stephanie Blodget (Finance Operations Expert, The Collab Team)
Overview
This episode centers on a critical yet often overlooked tool for business efficiency and scalability: the Standard Operating Procedure (SOP) in financial operations, specifically around accounts payable, payment platforms, and dispute resolution. The hosts, alongside guest finance ops specialist Stephanie Blodget, unpack the pain points plaguing growing businesses when SOPs are missing, and share actionable insights on building rock-solid finance workflows. Their real-world stories and advice target visionaries and business owners scaling 7–8 figure businesses—highlighting just how much time, money, and sanity can be reclaimed with strong, clear SOPs.
Key Discussion Points and Insights
1. The Finance Pain Points in Growing Businesses
Timestamps: [01:00]–[04:15]
- Many clients bring The Collab Team in for issues with tech or customer support, only for the root problem to be exposed as a total "dumpster fire" on the finance/back-end operations side.
- A lack of SOPs means constant confusion on payments—vendors and contractors constantly ask about status, which should be a red flag for leadership.
- Quote (Taren):
“I can tell there’s no finance process if I start getting asked every single day...what’s the status of their payment, where do they send their payment, how do they get paid, what are they getting paid?” [02:40]
- Quote (Taren):
- Without SOPs, communication volume and frustration skyrocket. Payments get delayed, people are anxious, and email inboxes become unmanageable.
2. Establishing a Pay Schedule: The First Step
Timestamps: [04:14]–[06:00]
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Stephanie's core starting point: Diagnose whether there’s a pay schedule, and if it’s been properly communicated.
- Establishing when people are being paid (biweekly, semi-monthly, etc.) makes budgeting and cash flow predictable for both business and staff/contractors.
- Reduces stress and confusion for all, and supports operational cash planning.
-
Quote (Stephanie):
“Biggest red flag...everybody wondering when they're going to be paid. That tells me right then and there that you don't have a pay schedule...or you haven't communicated it.” [04:14] -
Expectation setting—even if people don’t love the schedule at first—greatly improves trust and confidence in leadership.
3. Choosing and Using the Right Payment Platform
Timestamps: [07:38]–[11:22]
-
Multiple payment platforms result in unnecessary spending and chaos.
- Centralizing all payments into one platform (e.g., Bill.com, Beanworks, Justworks, Rippling) creates organization, reduces costs, and streamlines the SOP.
- Having a singular platform also makes delegation and documentation easier, so if a finance staffer is out, others can step in smoothly.
-
Software selection grows with company size and complexity. Start simple (even Google Sheets) and graduate to robust solutions as your needs (approvals, reporting, 1099s) grow.
- Quote (Taren):
“We usually say, hey, let’s graduate a little bit…let’s press into some software. And then we probably have different layers...based upon expense and complexity.” [08:46]
- Quote (Taren):
-
Bill.com is highlighted as an entry-level platform that enables shared email processing, dual approvals, and scalable features.
4. Building and Documenting Effective SOPs
Timestamps: [11:23]–[14:51]
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The team reiterates: everything starts by documenting what you're doing now, then iterating for efficiency.
-
Effective SOPs clarify not only “how” but “who”—so you know the true workload, cost-benefit, and hiring needs.
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Having SOPs means freedom: staff can take vacations, others can step in, and the business is not held hostage by one expert.
- Notable Moment:
Story of Rachel, a Colab staffer, who was able to go on spring break last minute because her processes were S.O.P.'d and Stephanie could easily step in ([15:33]).
- Notable Moment:
-
Quote (Aaron):
“If you don't have an SOP lined out, nobody ever gets to go on vacation, ever.” [15:33]
5. Policy vs. SOP: Communicating Expectations to Contractors
Timestamps: [14:51]–[15:33]
-
The show distinguishes between internal SOPs (team-facing) and policies (contractor-facing).
- Example: Implementing a payment policy like net 15 in contracts—contractors agree they must wait 15 days post-invoice before following up.
- Sets clear expectations and gives the company operational breathing room.
-
Quote (Taren):
“Once you've got all your stuff together and you've created a nice policy, you can put it in your contracts that people are signing. And I just love putting in at least a net 15…” [14:51]
6. SOPs for Handling Disputes and Chargebacks
Timestamps: [17:06]–[19:39]
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Dispute/chargeback management should also have its own SOP.
- Many businesses lose avoidable chargebacks due to poor documentation or untimely/incomplete responses.
- Key is not just submitting “screenshots,” but a full explanatory letter and all proper evidence.
- Even small losses (e.g., $50 here, $100 there) add up and can hurt your processor reputation/risk score.
- Solid processes minimize financial losses and protect company margins.
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Quote (Stephanie):
“When I say [responding] correctly, I mean they need to actually put something more than just a screenshot. You actually do need to have a process...a letter makes a huge difference…that doesn’t tell a story.” [17:53]
7. Creating Scalable, Replaceable Finance Systems
Timestamps: [12:25]–[18:00]
- As companies scale, the mess only grows unless processes are locked-in early.
- A clear, scalable SOP allows you to determine what should be automated, what should be delegated, who you really need to hire (or not hire).
- The Collab Team's value: setting up SOPs for clients, helping them transition from “fractional”/consulting support to permanent hires, and ensuring a smooth handoff.
Notable Quotes & Memorable Moments
-
“It all starts with an SOP…Let’s commit to a schedule. Frame out how you’re doing it now and then make it more efficient.”
—Aaron, [10:18] -
“Sometimes it’s not quite their platform that’s the problem. Sometimes it is the process…You just kind of have to say, well, this is how you get paid if you want to be paid by us.”
—Stephanie, [11:23] -
“Are we thinking with the end in mind? ... If [finance is] left messy, it will only compound and make things exponentially more messy as you grow. So let’s get in front of it.”
—Aaron, [12:25]
Timestamps for Major Segments
- [02:40] – Identifying when finance process is missing
- [04:14] – Step 1: Create/communicate pay schedule
- [07:38] – Choosing and upgrading payment platforms
- [10:18] – The power of SOPs over ad hoc processes
- [14:51] – Writing policy into contractor agreements (Net 15)
- [15:33] – Example of SOPs enabling staff flexibility (Rachel’s vacation)
- [17:53] – How to handle disputes/chargebacks with a strong process
Key Takeaways
- A consistent, communicated pay schedule and payment platform save significant time, money, and hassle.
- Document what you’re doing as a baseline, then build from there—SOPs unlock clarity, efficiency, and transferability.
- SOPs and policies empower your team, reduce stress, and allow for seamless transitions and scale.
- Efficient dispute handling requires more than effort—it also needs a process, complete documentation, and a clear explanatory story for every chargeback.
- Don’t wait for chaos to scale with you—set up tight, scalable financial systems and SOPs before growth comes.
Final Thoughts
The Collab Team, led by experts like Stephanie, shows that the simplest financial SOPs—when, how, and through what platform people are paid—are the lifeblood of scalable, peaceful business operations. Whether you’re just getting your head around processes or ready to invest in tech and talent, starting with a strong SOP—a single schedule, a single platform, a clear dispute policy—can literally save your business thousands.
For more resources and SOP templates, visit sop.opsexpertsacademy.com.