Supporting service · Intelligence
Business Logic Registry
Your operating rules, versioned and testable. The rules that run your business, written down once: owned, tested, and read the same way by your people and your agents.
Is this for you?
- Businesses whose critical rules live in people, spreadsheets, and email
- Teams preparing a workflow for agents
- Owners who want every rule change reviewed before it takes effect
The situation
The rules that run your business live with the people who apply them.
Pricing exceptions, approval limits, eligibility checks: most businesses run on rules that were never written in one place. Experienced staff know them well and apply them with judgment.
That works while the same people do the same work. It becomes a question when someone new joins, an auditor asks why a decision was made, or an agent is asked to help.
An agent can apply only the rules it can read. Before any agent recommends or acts, each rule needs to be written down, owned, tested, and approved.
Our approach
One format, one owner, and tests for every rule.
We find each rule where it lives: in conversations, spreadsheets, policies, contracts, and system settings. Each is recorded once, in the same fifteen fields, with the person accountable for it.
Every rule carries representative cases, exceptions included, that run whenever the rule changes. A change that breaks an agreed case is visible before it takes effect.
Each rule also states the authority an agent holds: observe, recommend, or execute. The owner sets that level and names the approval a person gives before an agent acts.
Use cases by industry
Where this service fits.
Typical applications across industries. They show where the service applies, not past client work or results.
- Insurance agency
Carrier appetite and submission referral rules
The registry records which risks each carrier accepts, the referral thresholds, and the documents each submission needs. Agents read those rules to check a submission for completeness and recommend a carrier, and the tests run whenever a carrier changes its appetite. An account manager approves each recommendation before any submission or quote request leaves the agency.
- Credit union
Fee waiver and loan exception rules
Fee waivers, rate exceptions, and loan referral limits are written once, with the lending manager as owner and the governing policy as source. Each rule carries cases drawn from past member decisions, unusual ones included. Agents may recommend a waiver within the stated limit, and a named loan officer approves it before the member’s account changes.
- Staffing agency
Pay, bill, and overtime rules by client contract
Each client contract sets its own bill rates, overtime terms, and placement requirements, and the registry records them as owned, tested rules. Agents read those rules to check submitted timesheets and invoices, and to flag entries that fall outside a contract’s terms. The payroll lead reviews every flag and approves each correction before payroll runs.
- Property management
Late fee, deposit, and maintenance spending limits
The registry holds the rules for late fees, deposit deductions, and the spending limit on maintenance requests, with each owner agreement recorded as source. Agents prepare work orders and draft move-out deposit statements against those rules, citing the rule behind each line. A property manager approves any charge to a resident and any work order above the owner’s limit.
- Accounting firm
Engagement acceptance and reviewer assignment rules
The firm’s rules for accepting engagements, assigning reviewers, and escalating unusual entries become versioned rules, with partners as owners. Each rule carries test cases, including the judgment calls senior staff make today on scope and risk. Agents may recommend a reviewer or flag an entry for escalation, and the engagement partner approves every recommendation before work is assigned.
- Nonprofit
Program eligibility and restricted fund rules
Eligibility criteria for each program and the restrictions on each grant are recorded, with the program director or finance lead as owner. Tests check that each expense maps to an allowed fund, including exceptions a grantor has agreed in writing. Agents may suggest a fund coding for review, and the finance lead approves each coding before it posts.
- Field services
Warranty coverage and service pricing rules
Warranty terms, service call pricing, and the conditions for after-hours rates are written as rules, each with an owner and representative cases. Agents read them to draft quotes from technician notes and to check whether a job appears to fall under warranty. A service manager approves each quote and every warranty decision before it reaches the customer.
- Wealth management
Client restrictions and rebalancing tolerances
Each household’s investment restrictions, rebalancing tolerances, and account instructions are recorded as rules, with the advisor as owner. Tests cover the exceptions advisors handle by judgment today, such as a held position, a gifting plan, or a cash reserve. Agents may observe drift and recommend a trade list, and the advisor approves every trade before it is placed.
What you receive
The registry
Each rule with its owner, rationale, inputs, output, thresholds, exceptions, and source.
Tests for every rule
Representative cases, exceptions included, that run whenever a rule changes.
Agent authority
For each rule, whether an agent may observe, recommend, or execute, and the approval it needs.
Version history
Every change traced: what changed, who approved it, and when it took effect.
What each rule records
Fifteen fields, so anyone can see what a rule does, why it exists, and who answers for it.
| Field | What it holds |
|---|---|
| Rule ID | A stable identifier |
| Name | The rule in plain words |
| Owner | The accountable business owner |
| Rationale | Why the rule exists |
| Inputs | The data the rule needs |
| Output | The decision or action it produces |
| Thresholds | Its limits |
| Exceptions | Known exception paths |
| Source | Policy, contract, person, regulation, or system |
| Effective date | When it applies |
| Tests | Representative cases |
| Systems affected | Where the rule executes |
| Agent authority | Observe, recommend, or execute |
| Approval | The human gate it requires |
| Version history | Every change, traced |
How it works
- Find the rulesInterview the people who apply them, and review the documents and systems where they live.
- Write them downRecord each rule in the registry format, with its owner and its exceptions.
- Test themWrite representative cases for each rule, exceptions included.
- ApproveEach owner approves their rules and the authority granted to agents.
- Put them to workConnect the registry to the systems and agents that apply the rules.
How success is measured
The measures your approver signs.
Each measure goes into the acceptance criteria with its test data, threshold, and the person who checks it.
- Rule coverage
- The share of in-scope decisions that trace to a registered rule with a named owner. It is checked by sampling recent decisions against the registry.
- Tests passing on agreed cases
- Whether each rule’s representative cases, exceptions included, produce the expected result. The tests run on every change, and each result is recorded with the version.
- Conflicts settled by an owner
- Every conflicting version of a rule found during the work, and whether its owner has decided which one stands. Each decision is checked for a recorded rationale.
- Agent authority approved
- Whether each rule states observe, recommend, or execute, with the approval it requires. The owner’s sign-off on each level is checked before any agent uses the rule.
- Consistency between people and agents
- Whether staff and agents reach the same result on the same cases. A shared set of cases runs through both, and any difference goes to the rule’s owner.
Where care is needed
What we watch, and how it is handled.
- Unwritten rules
- The rules that matter most are often the ones nobody has written down. We interview the people who apply them and review past decisions, unusual ones included, to bring them to the surface.
- Policy and practice that differ
- Written policy and daily practice can diverge, and each may have a good reason. We record both versions, and the owner decides which one stands, with the rationale kept in the rule.
- Sensitive inputs
- Some rules read personal, financial, or health-related records. We list each rule’s inputs, agree access with you, and keep those records under the controls you set.
- Changes after handover
- Rules change as the business changes. Each change goes to the owner for review, the tests run before it takes effect, and the version history records it.
- Owners who change roles
- Every rule needs a current owner, including when people move on. The registry flags any rule without one, and your team assigns an owner before the rule is used again.
Who does what
Your team decides. We engineer.
Your team
- Name an owner for each area of rules in scope
- Make time for the people who apply the rules today
- Share the policies, contracts, and spreadsheets where rules are recorded
- Decide between conflicting versions of a rule
- Approve each rule, its tests, and the authority granted to agents
Sophrono
- Find and record each rule in the registry format
- Write representative cases, exceptions included
- Flag conflicts, gaps, and rules without an owner
- Propose agent authority levels for owners to decide
- Connect the registry to the systems and agents that use it
At the end
The decisions you make next.
The service ends with evidence and a choice. Each option is yours, and none is assumed.
Extend to the next area
Add the next area of decisions in the same format. The owners, tests, and approvals from the first area stay in place.
Plan the full system
Take the registry into a System Blueprint, which draws on it for business rules and acceptance criteria.
Put the rules to work
Connect registered rules to Custom Agentic Systems. Agents apply the rules within the authority each owner set, and people approve their actions.
Hand it to your team
Your team maintains the registry, with owners approving every change. The format, tests, and connections are documented for that handover.
Before we start
What to have ready.
- One area of decisions to start with, such as pricing, approvals, or eligibility
- The people who make those decisions today
- Any written policies, rate cards, or spreadsheets that hold the rules
- Examples of past decisions, including the unusual ones
- A view of where agents could help, if you already have one
Related services
What “accepted” means
Measured against criteria you agree to in advance.
- Every in-scope rule has an owner, a rationale, and at least one test.
- Each rule states the authority an agent holds: observe, recommend, or execute.
- The tests run and pass on the agreed cases.
- Each owner approves their rules before use.
Full engagement terms are finalized in a Master Services Agreement.
Ask about the registry
Tell us where your rules live.
We reply with how a registry would start: one workflow, its rules, and their owners.
- A senior engineer reads every request
- A reply by email with the next step
- No obligation until scope and price are agreed
Not ready to scope this? Ask an engineer first: a free 15-minute call that names the agentic systems that could fit.
The Canon
The rule this service delivers.
Supports
The core services it supports.
Supporting services are often scoped inside a core engagement, or run on their own.
Before and after
Not ready yet? Ask an engineer. After this: System Blueprint or Custom Agentic Systems.
Questions
Do we need new software for this?
Not necessarily. The registry can live in tools you already use, or in a small service built for it. The format matters more than the tool.
Who keeps it current?
Each rule has a named owner. Changes go through review, and the version history records every one.
Does this replace our policies?
No. Policies say what should happen. The registry records exactly how each rule is applied, with tests to check it.
Is this only for AI projects?
No. Written, tested rules help new staff and auditors as much as agents.
How many rules should we start with?
Start with one area of decisions that matters and has a clear owner. The format extends to further areas once the first is written, tested, and approved.
What if our staff disagree about a rule?
That is a useful finding. We record each version, and the owner decides which one stands, with the rationale kept in the rule.
Can an agent change a rule?
An agent may suggest a change for review, where its authority allows. Only the rule’s owner approves a change, and the version history records it.
How is the price set?
It is a fixed price for an agreed scope, set once the areas of decisions and the systems involved are clear. Full engagement terms are finalized in a Master Services Agreement.
How does the registry keep agents consistent?
Every agent reads the same rule, with the same thresholds and exceptions, from the same place. Its authority and required approval sit alongside, so people approve where the owner decided they should.
Which areas of decisions suit a registry first?
Areas that repeat often, carry money or risk, and depend on a few experienced people. Pricing, approvals, eligibility, and exceptions are common starting points.
What does a rule’s test look like?
A test is a representative case with its expected result, such as a request above an approval limit. Each rule carries several, including the exceptions staff handle by judgment.
Can rules from contracts or regulations go in the registry?
Yes. The source field records where each rule comes from: a policy, contract, regulation, person, or system. Your owners and advisors decide how each obligation is interpreted.
How does a rule reach the systems that apply it?
Each rule lists the systems where it executes. We connect the registry to those systems and agents, and every change goes through the owner before it takes effect.
What happens to agent work when a rule changes?
Agents read the current approved version, so a change applies once its owner approves it. The version history shows which version applied to each decision.
Where should we start if we are unsure?
The free AI Workload Evaluation looks at one workload and recommends next steps. If unwritten rules are the gap, it will say so, and the registry can follow.