Developer Handover Pack

Developer Handover Pack

Client Onboarding & Engagement Letters

Generates a populated engagement letter from the CRM client record using a Google Docs template, then sends it to the client via PandaDoc for electronic signature. Eliminates manual drafting (step 1) and manual send (step 2). Build time: 14 hours.

// Input
{ crm_client_id, client_name, client_email, service_scope, fee_structure, start_date, partner_name }

// Process
1. Fetch full client record from CRM using crm_client_id
2. Clone Google Docs template; replace merge fields
3. Export cloned doc as PDF
4. Create PandaDoc document from PDF; assign signer (client_email)
5. Send PandaDoc document for signature
6. Store PandaDoc document_id against crm_client_id

// Output
{ pandadoc_document_id, status: 'sent_for_signature', sent_at: ISO8601 }

Triggered by the PandaDoc signature webhook once the engagement letter is signed. Sends a structured document and ID request email via Gmail. Sends up to three automated reminders on a configurable schedule until all required documents are uploaded or confirmed received. Tracks outstanding items in FullSpec Automation. Eliminates manual chasing (step 4). Build time: 18 hours.

// Input
{ pandadoc_document_id, crm_client_id, client_email, client_name, service_scope }

// Process
1. Resolve required document checklist from service_scope
2. Send initial document request email via Gmail (template: doc_request_v1)
3. Create tracking record in FullSpec Automation with document checklist
4. On schedule: check outstanding items; send reminder if any remain
5. On all items received: update tracking record to 'complete'; emit trigger
6. On day-12 timeout: flag to Practice Manager; pause reminders

// Output
{ collection_status: 'complete' | 'escalated', completed_at: ISO8601, documents_received: [string] }

Triggered once documents are confirmed received and the ID/AML check (step 3, human) is marked clear. Creates the full client record in Karbon, assigns the correct workflow template, and notifies the Practice Manager that the client is ready to work. A person must manually mark AML clear before this agent fires. Build time: 20 hours.

// Input
{ crm_client_id, client_name, client_email, service_scope, aml_status: 'cleared', documents_received: [string] }

// Process
1. Map service_scope to Karbon workflow_template_id
2. POST /clients to Karbon: name, email, workflow_template_id, custom fields
3. Store karbon_client_id against crm_client_id in FullSpec Automation
4. Send internal notification email to Practice Manager (Gmail): client ready for final confirm
5. Update FullSpec Automation run record: status = 'onboarding_complete'

// Output
{ karbon_client_id, onboarding_status: 'complete', notified_at: ISO8601 }

// ================================================================
// TRIGGER
// ================================================================
CRM webhook | poll (5 min interval)
  -> event: client_status = 'won'
  -> payload: { crm_client_id, client_name, client_email,
                service_scope, fee_structure, start_date, partner_name }

// ================================================================
// AGENT 1: Engagement Letter Agent
// ================================================================
FullSpec Automation receives trigger payload
  -> Google Docs API: clone template (template_id from config)
     merge: {{client_name}}, {{service_scope}}, {{fee_structure}},
            {{start_date}}, {{partner_name}}
  -> export cloned doc as PDF (Drive export endpoint)
  -> PandaDoc API: POST /documents
     body: { name, file: PDF, recipients: [{ client_email, role: 'signer' }] }
  -> PandaDoc API: POST /documents/{id}/send
  -> store: { crm_client_id -> pandadoc_document_id }
  -> output: { pandadoc_document_id, status: 'sent_for_signature' }

// ================================================================
// GATE 1: Signature received
// ================================================================
PandaDoc webhook -> FullSpec Automation
  event: document.completed (status = 'completed')
  payload: { pandadoc_document_id, completed_at }
  lookup: pandadoc_document_id -> crm_client_id

// ================================================================
// AGENT 2: Document Collection Agent
// ================================================================
FullSpec Automation receives gate-1 pass
  -> resolve document checklist from service_scope config
  -> Gmail API: send initial request email (template: doc_request_v1)
     to: client_email, subject: 'Documents needed to complete your onboarding'
  -> FullSpec Automation: create tracking record
     { crm_client_id, checklist: [...], status: 'awaiting_documents' }
  -> Scheduler: day+2, day+5, day+9 reminders if outstanding items > 0
  -> On all docs received: update record status = 'complete'
  -> On day+12 timeout: status = 'escalated'; alert Practice Manager
  -> output: { collection_status, completed_at, documents_received: [...] }

// ================================================================
// GATE 2: ID/AML check (human step)
// ================================================================
Practice Manager performs ID and AML checks manually
  -> On clear: set aml_status = 'cleared' in FullSpec Automation
  -> On fail: set aml_status = 'flagged'; compliance review loop begins
  -> Automation waits on aml_status before proceeding

// ================================================================
// AGENT 3: Onboarding Setup Agent
// ================================================================
FullSpec Automation detects: collection_status = 'complete'
                         AND aml_status = 'cleared'
  -> Karbon API: POST /clients
     body: { name: client_name, email: client_email,
             workflow_template_id: mapped from service_scope,
             custom_fields: { crm_ref: crm_client_id } }
  -> store: { crm_client_id -> karbon_client_id }
  -> Gmail API: send internal notification to Practice Manager
     subject: '[client_name] is ready to work'
  -> FullSpec Automation: update run record
     { status: 'onboarding_complete', karbon_client_id, notified_at }
  -> output: { karbon_client_id, onboarding_status: 'complete' }

// ================================================================
// FINAL STATE
// ================================================================
Client record exists in: CRM (won), PandaDoc (signed), Karbon (active)
FullSpec Automation run log: complete
Practice Manager notified: yes
Manual actions remaining: Step 6 (Confirm Ready To Work) at Practice Manager discretion