Works best for businesses with 25–200 employees
Your $60K/year operations consultant.
For $89+ /month.
Stembase diagnoses where money and time leak from your operations, hands you an SOP you can use today, and a 90-day roadmap to fix it. No consultant. No meetings. No jargon.
No credit card. We'll email you to schedule a 30min call for the concierge beta experience.
Built for Canadian SMBs
See Stembase in 60 seconds
60 seconds · sound on for the full effect
The Problem
Your processes live in your head. That's the problem.
Most Canadian small businesses run on undocumented knowledge. Processes live in the founder's head, in group chats, in “ask Sarah” conversations. Every new hire extends onboarding. Every key departure threatens operations.
I know something's broken
I just can't name it clearly. Problems show up downstream from where they actually start, and I don't know where to begin.
It's all in people's heads
42% of institutional knowledge is unique to the individual. When a key person leaves, their colleagues can't perform 42% of that role's tasks.
I can't afford a consultant
A $60K/year ops consultant is out of reach for a 30-person business. Generic AI tools give generic answers. I need a structured fix.
Stembase was built to solve exactly this.
How it work
How a 30-minute conversation fixes a problem you've had for years.
No fluff, no scheduling, no calling Sarah. Just a guided AI walkthrough that actually understands your business.
01
Phase 1
Intelligent Adaptive Intake
A guided AI conversation collects your business context, process details, pain points, and workflow steps. The AI adapts — power users get gap-fill questions, beginners get one Socratic question at a time.
- → Pain point excavation (finds the real problem, not the symptom)
- → Priority score — which problem to fix first
- → Document upload (whiteboard photo, old SOP, checklist — we read it)
- → Mode selection: fix a broken process OR build a new one
- → Plain-language questions with concrete examples
02
Phase 2
AI Diagnosis & Root Cause Analysis
A DMAIC-structured analysis (Define, Measure, Analyze, Improve, Control) with a Process Health Score across six dimensions. Root causes categorised as People / Tool / Information / Accountability — never just “you need better communication”.
- → Process Health Score with department-by-department breakdown
- → Root cause categorisation, not symptom labelling
- → Single-point-of-failure identification
- → Cross-functional impact mapping
- → Industry-specific benchmarks (construction, F&B, services, real estate)
03
Phase 3
Immediately Usable SOP
Not a generic template. An actual SOP with named steps, owners, time estimates, and decision points — formatted to match your process. Plus an automatic Training Document for new hires generated from the same SOP.
- → Numbered steps, decision tables, or visual checklists — adapts to the process
- → Named automation suggestions with setup steps (Make.com, Zapier, Claude API)
- → Training document generation in one click
- → Quantified savings statement (Employees × Hours × Rate × 52 — math shown)
- → Version history and shareable read-only links
Subcontractor Insurance Tracking · v1.0
Your 90-Day Roadmap
Set up insurance tracker · assign Admin owner · run first 30-day alert cycle · document exception path
Connect tracker to email · auto-flag expiring certs · build Make.com workflow · phase out manual spreadsheet
Train PMs on the new flow · monthly compliance audit · add to onboarding SOP · Day-85 refresh check-in
04
Phase 4
Executable 30/60/90-Day Roadmap
Days 1–30 resolve the most painful bottleneck. Days 31–60 connect tools and remove manual data entry. Days 61–90 staff training and recurring audit setup. Built-in progress tracking — you don't need another PM tool.
- → Adjustable milestone length based on complexity
- → Built-in progress tracking
- → Quarterly Refresh check-in at Day 85
- → Pulls real numbers into the ROI Calculator (3-year projection)
- → Returns at Day 90 to re-evaluate and refine
15–20
questions
in your guided diagnostic intake
30–45
minutes
to complete diagnosis & first SOP*
100%
AI-powered
zero meetings, zero scheduling
$89
/ month
vs $60,000+/year for a consultant
*SOP = Standard Operating Procedure. A short, plain-English playbook your team follows so the same job gets done the same way every time — even when you’re not in the room.
Everything in One Place
What else Stembase does for you.
New SOP from scratch
Build a brand-new SOP without a broken process to start from. Same guided AI flow.
Free SOP templates
Pre-built templates by department. Click “Import to Stembase” and the AI customises them to your business.
Training documents
Every SOP can spawn a training doc tailored for first-time users. What to do, what good looks like, what to do when things break.
Dashboard
Processes by category and status. 90-day roadmap progress with milestone completion. Quarterly refresh prompts at Day 85.
ROI Impact Calculator
Plug in employees, wages, hours lost, and error frequency. Get current cost, projected savings, and payback — with the math shown.
Idea Lab
Suggest and vote on new features from inside the dashboard. We're in concierge beta. You shape what we build next.
Vote on what we build next →
The Difference
What changes when you stop guessing.
Without Stembase
- ✗ Chaos — you know it's bad, you can't name it
- ✗ Money leaking, you don't know where
- ✗ Wasted time on manual, repetitive work
- ✗ Bottlenecks hide downstream from where they start
- ✗ Knowledge lives in one person's head
- ✗ A new hire = months of “ask Sarah”
- ✗ A key departure = operations crisis
With Stembase
- ✓ Structured AI conversation diagnoses the real problem
- ✓ Quantified savings — math shown, not a black-box number
- ✓ Named automation suggestions with setup steps
- ✓ Root cause categorised: People / Tool / Information / Accountability
- ✓ Centralised SOPs — shareable, versioned, searchable
- ✓ Training documents auto-generated from every SOP
- ✓ Knowledge survives departures — nothing lives in just one head
$60,000+/year for a consultant. $89+/month for Stembase.
Try the concierge beta free →Now in Concierge Beta
You're one of the first.
Help shape what this becomes.
Stembase is in early concierge beta. We're building it alongside real Canadian small businesses, and your feedback directly shapes what we build next. No pretending to be the future of work — just an honest tool that helps you fix your operations.
Vote on what we build next →Free for Everyone
Start with our SOP templates. Tailored to your business in 5 minutes.
Browse templates by department or by industry. Click “Import to Stembase” and our AI tailors any template to your real business in a 7-step conversation.
New Hire Onboarding (First 30 Days)
Day-by-day onboarding plan with handoff owners and check-in milestones.
Import to Stembase →Subcontractor Insurance Tracking
For BC construction. Cert collection, expiry alerts, site-access decision tree.
Import to Stembase →Customer Complaint Resolution
Escalation path, response SLAs, root-cause logging for repeat issues.
Import to Stembase →Monthly Bookkeeping Close
10-step close checklist with reconciliation, accruals, and review sign-off.
Import to Stembase →Vendor Onboarding & W-9
Standardised vendor intake — tax forms, insurance, terms, payment setup.
Import to Stembase →Daily Opening Checklist (F&B)
Pre-open station checks, temperature logs, opening cash count, staff brief.
Import to Stembase →Questions, answered honestly.
No sales-y dodging. If we don’t have an answer yet, we’ll say so.
How is Stembase different from just asking ChatGPT? +
ChatGPT is a blank canvas — you have to know what to ask, in what order, and how to structure the answer into something usable. Stembase asks you the right 15–20 questions in the right order, then turns your answers into a real SOP, a workflow diagram, and a 90-day roadmap. It’s the methodology around the AI, not the AI itself, that you’re paying for.
Who is Stembase actually for? +
Owners of Canadian small and mid-sized businesses with roughly 25–200 employees and $500K+ in annual revenue. The sweet spot is companies that have outgrown sticky notes and shared spreadsheets but aren’t big enough to hire a full-time COO or pay a $60K consultant. Most useful for operations, accounting, HR, and customer-service workflows.
How long does the diagnostic actually take? +
30–45 minutes for the first pass on one workflow. You can pause and come back — your answers are saved. Most owners do their first diagnostic over a coffee, in one sitting. Adding more workflows after that takes 15–20 minutes each because the system already knows your business context.
Do I need to book a meeting or talk to a salesperson? +
No. The whole point is zero meetings. You sign up, answer the diagnostic, and get your SOP and roadmap. If you want human help during concierge beta you can book a 15-minute office hours slot, but it’s optional, not required.
What does it cost? +
$89+/month after launch, with the first 30 days free for concierge beta users. No annual contract, no setup charge. Cancel any time. We compare to a $60K/year operations consultant because that’s the closest like-for-like alternative most of our owners have considered.
Where does my business data live? Is it private? +
Your diagnostic answers, SOPs, and roadmaps live in your private workspace. Data is hosted in Canada. You can export everything to PDF or Word at any time and take it with you if you leave.
Can my team use it too, or just me? +
During concierge beta, your subscription includes up to 2 team members. Team plans for larger orgs come after launch.
Stop guessing what’s broken. Start fixing it.
Join the concierge beta today. Your first diagnostic takes 30 minutes — and your 90-day roadmap is waiting on the other side.
No credit card. No payment yet. We’ll only email you to arrange a 30min call for the concierge beta experience.