Why Most Saudi Process Manuals Sit in a Drawer
Most businesses we encounter have ''process manuals'' — usually a binder somebody bought from a consultant, copied from a template, or assembled to pass an audit. Nobody reads them. Nobody updates them. New hires get trained verbally by whoever's available. Controls drift. And when the auditor or regulator asks for evidence, the binder comes out — looking authoritative but bearing no resemblance to how the business actually runs. We build the opposite: lean, accurate, used.
Finance & Accounting Policies
Chart of accounts policy, month-end close procedure, AR/AP policies, revenue recognition, expense reimbursement, fixed assets, leases (IFRS 16) — all in plain language.
Procurement & Vendor Management
Approval matrices, vendor onboarding, RFP/RFQ procedures, contract approval workflows, vendor master maintenance, conflict-of-interest declarations.
Payroll & HR
Hiring, onboarding, GOSI registration, payroll cycle, leave policy, end-of-service calculation, Saudization compliance — aligned with Saudi labor law.
IT & Information Security
Acceptable use policy, access control, data backup, incident response, password policy, vendor data handling — practical enough to follow, formal enough for audit.
Treasury & Cash Management
Bank account governance, payment authorization, signing limits, petty cash, cash forecasting cadence, FX exposure handling.
ZATCA & Compliance Procedures
VAT filing procedure, Zakat declaration workflow, ZATCA e-invoicing monitoring, withholding tax process, related-party transaction documentation.
What ''Documented'' Actually Means When Done Right
A useful process manual is short, specific, and current. It describes how something is actually done — not how it should theoretically be done according to a generic template. It names the people responsible, the systems involved, the approvals required, the records to retain. It's reviewed at least annually and updated whenever a system or regulation changes. And it lives somewhere accessible — not in a locked filing cabinet.
Done right, documentation pays for itself in three ways: faster onboarding (new hires productive in weeks, not months), fewer audit findings (controls evidenced because they're written down), and more resilient operations (knowledge doesn't walk out the door when a key person leaves). Done poorly, it's just expensive paper.
When You Need Real Documentation
- You're preparing for SOCPA audit and policies have been requested in writing.
- You're approaching IPO, fundraise, or strategic sale — diligence will ask for governance evidence.
- You're scaling past 50 employees and informal processes are starting to break.
- You're moving from owner-run to professionally-managed and need to systematize what's in the founder's head.
- You've had a fraud, dispute, or compliance failure — the cause is almost always undocumented or unenforced process.
How We Build It
Step 1: Scope & Stakeholder Mapping
We agree the scope — which functions, which depth — and identify who knows the current process. Usually 5–15 people across the business.
Step 2: Current-State Capture
Through interviews and walkthroughs, we document what actually happens — not what people think happens. The gaps that surface are often the most valuable output.
Step 3: Drafting & Review
We draft policies in plain language, in Arabic and English, with clear ownership, approvals, and evidence requirements. Stakeholders review and refine.
Step 4: Implementation Support
Documentation is only useful if used. We help with rollout — training sessions, quick reference guides, embedding the policies into systems and workflows.
Frequently Asked Questions
Don't policy manual templates already exist?
Yes — and they're nearly useless. Generic templates don't reflect Saudi regulations, your specific systems, or your actual workflows. We build documentation that's tailored, accurate, and adopted — not photocopied.
How long does a documentation engagement take?
A typical finance-and-procurement scope takes 6–10 weeks. Full enterprise documentation (finance, procurement, HR, IT, compliance) takes 3–4 months. Faster is possible for narrower scopes.
Will this satisfy our external auditor?
Yes. Documented policies and procedures are increasingly an audit expectation, especially around revenue recognition, related parties, and IT general controls. Our policies are designed to evidence the controls auditors test.
Do you provide documentation in Arabic?
Bilingual is standard. For Arabic-only operations, we deliver in Arabic. For mixed teams, side-by-side bilingual documents.
Can you train our team on the policies?
Yes — training is included by default. We deliver kickoff sessions, write quick reference materials, and run a refresher 60 days after rollout to address what's actually being used.
Will the documentation stay current?
That depends on you, but we include an annual refresh as an option. Whenever a system, regulation, or process changes materially, the policy needs to update — that's the discipline.
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