FS-DOC-01Operations
Launch Plan
Time Tracking & Billable Hours
Document
FS-DOC-01 Launch Plan
Process
Time Tracking & Billable Hours
Audience
Practice Manager, Partner
Build option
Standard (recommended)
01What you're launching
This automation replaces the manual, end-to-end timesheet cycle that currently consumes around 4.5 hours of staff time every week. Three agents handle the repetitive work: capturing time from the tools people already use, chasing only the people with gaps, and reconciling hours to jobs before billing. A person steps in only to approve billable hours before export. The result is a faster close, less revenue leakage, and no more weekly nagging.
Process name
Time Tracking & Billable Hours
One-liner
Recover the billable hours that vanish into forgotten timesheets, without nagging the whole team.
Volume
~30 timesheets/week
Frequency
Daily capture, weekly close
Trigger
A work period closes and timesheets are due from the team.
Agents deployed
Time Capture Agent, Gap Chaser Agent, Reconciliation Agent
Tools connected
Karbon, Xero, Slack, FullSpec Automation
Steps automated
5 of 6 current manual steps
Steps kept human
1 (Partner approves billable hours)
Time saved
4.5 hrs/week (225 hrs/year)
Build cost
$3,200 (Standard build)
The one human step, Partner approval of billable hours, stays with a person by design. Sensitive judgement calls are not automated. Rules, timing, and thresholds can be updated at any time.
Launch PlanPage 1 of 4
FS-DOC-01Operations
02Before build starts
The items below must be confirmed before the builder starts work. Delays at this stage are the most common reason a build runs over time. Work through this list with the person who owns each tool.
Confirm Karbon access level : The build requires API access. Confirm your Karbon subscription tier supports it and that an admin can generate credentials.
Confirm Xero connection : A Xero admin must authorise the OAuth connection. Confirm the correct organisation is selected and billing exports are enabled.
Confirm Slack workspace access : A Slack admin must install the automation app in the workspace and grant permission to send direct messages to team members.
Provision FullSpec Automation account : The $129/month Standard environment must be active before the builder can begin orchestration setup.
Identify the Practice Manager as process owner : One named person must be available for questions during build. Rachel Kim is the assumed owner based on the process mapping.
Identify the approving Partner : Confirm who holds the billing approval step. Jordan Blake is the assumed Partner. They need to be briefed before go-live.
Share a sample of real timesheet data : At least two weeks of historical timesheet data from Karbon helps the builder configure detection rules and gap thresholds accurately.
Agree on nudge tone and timing : Decide when gap-chase messages should be sent (day of week, time of day) and confirm the preferred tone (direct or friendly). These are configurable but must be set before testing.
Confirm staff list and roles : Provide a current list of team members who submit timesheets so the Gap Chaser Agent can be scoped correctly from day one.
Set a go-live target date : Agree a realistic date with the builder. The Standard build typically runs 2 to 3 weeks from access confirmed.
If any tool access takes more than two business days to arrange, flag it to the builder immediately. Integration delays are the single biggest cause of build overruns.
03Build phases
The Standard build runs across three weeks. Each phase has a clear output. The builder cannot start a later phase until the earlier phase is signed off. Your only job during build is to stay responsive to questions and review outputs at the end of each phase.
1Foundation and integrations
Week 1: Provision environment, connect Karbon, Xero, Slack, and FullSpec Automation with secure auth. Confirm data flows between tools before any agent logic is written.
2Agent build: Time Capture and Gap Chaser
Weeks 1 to 3: Build and test the Time Capture Agent (drafts timesheets per person) and the Gap Chaser Agent (nudges only those with missing entries). Both agents tested in isolation before connecting.
3Reconciliation Agent, QA, and go-live
Week 3: Build and test the Reconciliation Agent (matches time to jobs and prepares billing export). Full end-to-end regression test across all three agents, stakeholder sign-off, and go-live with monitoring active.
A short tuning period against real data is expected after go-live. Gap detection thresholds and nudge timing are adjusted in the first two weeks of live running. This is normal and does not indicate a build problem.
Launch PlanPage 2 of 4
FS-DOC-01Operations
04Go-live checklist
Complete every item below before switching the automation live. The Practice Manager and builder should review this list together in the final session before launch.
All three agents have passed end-to-end testing : Time Capture, Gap Chaser, and Reconciliation Agent each tested with real or realistic data. No critical errors outstanding.
Karbon connection verified live : Jobs and time entries are pulling correctly. At least one full timesheet cycle has been processed in a test environment.
Xero export tested : Reconciled billable hours export to the correct Xero organisation and appear under the right client and job codes.
Slack nudges tested with a real team member : At least one targeted nudge has been sent and confirmed received. Message content, tone, and timing are as agreed.
Partner approval step confirmed in workflow : Jordan Blake (or the nominated Partner) has reviewed the approval step and knows what action is required of them.
Staff list loaded and verified : All team members who submit timesheets are in scope. No duplicates or missing names.
Nudge timing and tone locked : Day, time, and message tone confirmed. No further changes expected after go-live without a formal config update.
Monitoring is active : FullSpec Automation monitoring is switched on. The Practice Manager will receive an alert if any agent run fails.
Rollback plan agreed : The builder has confirmed what happens if a critical failure occurs in week one. Manual fallback process is documented and accessible.
Go-live date confirmed with all stakeholders : Practice Manager, Partner, and builder have all confirmed the go-live date. Team has been notified they will receive automated nudges from the following period close.
05Your role vs your builder's role
Clarity on who does what prevents the most common launch delays. The table below sets out every key activity and who owns it.
Activity
Your role (Practice Manager)
Builder's role
Arrange tool access and credentials
Owner: action this before build starts
Confirm what is needed; test once provided
Brief the Partner on the approval step
Owner: schedule a 15-minute briefing
Provide a one-page summary to support the briefing
Share historical timesheet data
Owner: export two weeks from Karbon
Use data to calibrate gap detection rules
Review agent outputs at end of each phase
Reviewer: confirm outputs look correct
Presenter: walk through what was built and tested
Build and configure the agents
No action required
Owner: build, test, and document all agent logic
Connect integrations (Karbon, Xero, Slack)
Provide credentials and admin access
Owner: configure and verify all connections
Write and run test cases
Available to answer questions during testing
Owner: write, run, and document all test cases
Go-live checklist sign-off
Co-signer: confirm business readiness
Co-signer: confirm technical readiness
First-week monitoring
Flag anything that looks wrong to the builder
Owner: monitor logs and respond to alerts
Ongoing config changes (tone, timing, thresholds)
Requester: raise changes as needed
Implement and test changes on request
Launch PlanPage 3 of 4
FS-DOC-01Operations
06What success looks like
Use this table to track whether the automation is delivering. Review each milestone at the relevant point and compare against the current-state baseline captured during process mapping.
Milestone
What to check
Target
Baseline (before)
Week 1
All three agents complete at least one live run without a critical error
Zero failed runs in week one
Not applicable (manual process)
Week 1
Partner receives a clean billable hours export for approval
Export lands in Xero within 24 hrs of period close
Manual export took up to 2 days
Month 1
Timesheet completion rate across the team
98% completion
76% completion
Month 1
Time spent by Practice Manager on chasing and reconciliation
0.5 hrs/week
4 hrs/week
Month 1
Staff complaints or confusion about automated nudges
Zero escalations to Practice Manager
Weekly manual chasing resented by team
Month 3
Annualised staff cost of running the timesheet process
$3,100/year
$12,600/year
Month 3
Billable hours recovered vs pre-automation baseline
+6% billable recovered
Leakage estimated at +6% unrecorded
Month 3
Total hours saved since go-live
56 hours saved (90-day projection)
6 hrs/week lost to manual process
Month 3
Overhead saving since go-live
$2,400 saved by day 90
$1,000 cost per 30 days (manual)
A short tuning window is expected in weeks one and two. If completion rates or agent run success fall below target in month one, review nudge timing and gap thresholds with the builder before drawing conclusions. Most issues resolve with one configuration update.
Next step: share the pre-build checklist in section 02 with the person who holds admin access to Karbon, Xero, and Slack. Confirm all access is in place, then hand this document to the builder to begin Phase 1. The Standard build can be live within three weeks of access confirmed.
Launch PlanPage 4 of 4