Launch Plan

01What you're launching

This launch covers the end-to-end automation of client onboarding at [YourCompany.com]. Today, every step from drafting the engagement letter to setting the client up in Karbon is done by hand. The process takes up to 3 weeks, costs around $16,400 a year in staff time, and loses roughly 7 hours every week to avoidable manual work. After this build, three agents handle the repetitive work. A person only steps in to review anything that requires judgement or compliance sign-off. The result is a client who goes from yes to ready-to-work in 4 days, not 3 weeks.

02Before build starts

The items below must be confirmed before the builder can start. Delays in access or decisions here will push back the go-live date. The Practice Manager is responsible for completing or delegating each item.

03Build phases

The Standard build runs over 4 weeks. Each phase has a clear output that must be confirmed before the next phase begins. The Practice Manager should allow 1 to 2 hours per phase for review and approval.

• FullSpec Automation environment provisioned and configured.
• Karbon connected with secure authentication and tested.
• PandaDoc connected; engagement letter template imported and field-mapped.
• Gmail account connected via OAuth; sending permissions confirmed.
• CRM trigger tested: a won client record fires the automation correctly.
• Milestone: All integrations live and passing connection tests. Owner signs off before Phase 2 begins.

• Engagement Letter Agent built: pulls client details, populates template, sends via PandaDoc for signature. Tested against 3 sample clients.
• Document Collection Agent built: sends document and ID request email, fires reminders on schedule, tracks outstanding items. Tested for reminder cadence and completion detection.
• Onboarding Setup Agent built: creates client record in Karbon, applies correct job templates, sends ready notification. Tested against a sandbox Karbon environment.
• Compliance escalation path tested: cases that do not clear ID and AML checks are correctly paused and flagged to the Practice Manager.
• Milestone: Each agent tested in isolation and producing expected outputs. Owner reviews a sample run of each agent before Phase 3 begins.

• Full end-to-end run completed using a real or near-real client record.
• Practice Manager and Onboarding Admin review outputs at each handoff point.
• Edge cases tested: unsigned letter after 7 days, missing documents, failed AML check.
• Monitoring and alerting confirmed: the team receives a notification if any step stalls.
• Go-live checklist completed (see Section 04).
• Automation set live. A short tuning period of 1 to 2 weeks runs against real data before the process is considered fully stable.
• Milestone: Stakeholder sign-off obtained. Automation running on live clients.

04Go-live checklist

Complete every item below before switching the automation on for live clients. If any item cannot be checked off, the launch should be held until it is resolved.

05Your role vs your builder's role

This table clarifies who is responsible for what during the build and after go-live. Neither party can complete their work without the other holding up their side.

06What success looks like

The table below sets out the target outcomes at week 1, month 1, and month 3 after go-live. These are the benchmarks to track against the current state. All figures are based on approximately 15 new clients per month at the agreed hourly rate of $45.

Next step: complete the pre-build checklist in Section 02, confirm the build option with your chosen builder, and agree a start date. The Standard build runs 3 to 4 weeks from the point all access and decisions in Section 02 are in place.