FS-DOC-01Operations
Launch Plan
Proposal & SOW Creation
Process
Proposal & SOW Creation
Audience
Business Owner / Process Owner
Recommended build
Standard (3 to 4 weeks, $4,200)
01What you're launching
This automation replaces the manual proposal and SOW process that currently runs after every scoping call. Right now an Account Lead spends up to 8 hours a week reviewing notes, re-keying estimates, writing proposal drafts, and formatting documents before anything reaches the client. Pricing drifts because the rate card lives in someone's head, and the delay between call and sent proposal lets the prospect go cold. After this build, three agents handle the repetitive work. A structured scope is extracted from the call notes, a proposal and SOW are drafted against your locked rate card, and the approved document is sent for e-signature. A person only steps in to confirm pricing is in range. The result is a same-day turnaround and 6 hours a week back for the team.
Step
Current owner
Time today
After automation
Status
Review scoping notes
Account Lead
25 min
Scope Extraction Agent
Automated
Build effort estimate
Account Lead
40 min
Estimate & Proposal Agent
Automated
Write proposal draft
Account Lead
70 min
Estimate & Proposal Agent
Automated
Draft statement of work
Delivery Lead
55 min
Estimate & Proposal Agent
Automated
Internal pricing review
Studio Owner
30 min
Studio Owner (human gate)
Stays with a person
Format and send
Account Lead
25 min
Send & Track Agent
Automated
Volume: approximately 25 proposals per month. Trigger: a scoping call is marked complete in HubSpot. The pricing review step stays with a person by design and can be updated or removed at any time.
Launch PlanPage 1 of 4
FS-DOC-01Operations
02Before build starts
The items below must be confirmed before the builder starts any technical work. Incomplete access or missing templates are the most common causes of build delays. Work through this list with your builder in the first session.
HubSpot access confirmed : The builder needs API access to read deal records and scoping call notes. Confirm your HubSpot tier includes API access (Starter or above).
Rate card documented and locked : Export your current hourly and day rates to a Google Sheet or shared document. The Estimate & Proposal Agent applies this card on every run; it must be fixed before testing begins.
Proposal template shared : Provide a Google Docs proposal template the agent will populate. Remove any client-specific content and mark variable fields (e.g. [client name], [scope summary], [total fee]).
SOW template shared : Provide a matching Google Docs SOW template. Confirm which sections are fixed boilerplate and which are populated per project.
PandaDoc account active and roles set : Confirm a PandaDoc account is live and that the builder can create an API integration. Assign the correct sender role so documents dispatch from the right user.
FullSpec Automation workspace provisioned : The builder needs login credentials or an invitation to the FullSpec Automation workspace that will orchestrate the agents.
Studio owner (Priya Nair) available for pricing review sign-off : The human pricing review gate requires a named approver. Confirm Priya Nair is the approver and that she is available during the QA phase to test the review step.
Sample scoping notes provided : Supply at least five real or anonymised scoping call note examples from HubSpot so the Scope Extraction Agent can be tuned against realistic data.
Notification preferences agreed : Decide how the studio owner is alerted when a proposal is queued for pricing review: email, Slack, or HubSpot task. Confirm the channel before build starts.
Data handling and NDAs reviewed : Scoping notes may contain confidential client information. Confirm that routing notes through FullSpec Automation and Google Docs is consistent with any NDAs in place.
03Build phases
The Standard build runs across four weeks. Each phase has a clear milestone the owner can verify without needing technical knowledge. The builder leads execution; the owner confirms access and reviews outputs at each gate.
1Foundation and integrations
Week 1: Connect HubSpot, Google Docs, PandaDoc, and FullSpec Automation with secure authentication. Confirm the rate card and templates are in place. Milestone: the builder can read a scoping call record from HubSpot and write a test document to Google Docs.
2Agent build and unit testing
Weeks 2 to 3: Build and test all three agents in sequence. Scope Extraction Agent tested against the five sample notes. Estimate & Proposal Agent tested against the rate card and templates. Send & Track Agent tested with a sandbox PandaDoc document. Milestone: each agent passes its individual test with a real sample input and the owner reviews one end-to-end draft proposal.
3End-to-end QA and go-live
Week 4: Full regression across the complete flow using live data. Pricing review gate tested with the studio owner. Monitoring and alerting confirmed. Milestone: one real proposal processed end to end and sent successfully. Stakeholder sign-off obtained and the automation set to live.
Launch PlanPage 2 of 4
FS-DOC-01Operations
04Go-live checklist
Complete every item below before switching the automation to live production. The builder and process owner should walk through this list together on go-live day.
All three agents pass end-to-end QA : Scope Extraction, Estimate & Proposal, and Send & Track agents each produce the correct output on a full live run.
Rate card confirmed as the live version : The rate card file used by the Estimate & Proposal Agent matches the current signed-off rates. No draft or test version remains connected.
Proposal and SOW templates finalised : Final branded templates are connected. All variable placeholders tested and populated correctly on a sample run.
Pricing review notification tested : Studio owner receives the review alert via the agreed channel and can approve or flag a proposal within the workflow.
PandaDoc sender identity confirmed : Proposals dispatch from the correct named sender. Test recipient address verified before live sending.
HubSpot deal status updates correctly : After a proposal is sent, the linked HubSpot deal record updates to reflect the proposal sent status.
Error alerting active : If any agent fails, an alert reaches the nominated owner within 15 minutes. Test the failure path before go-live.
Rollback plan agreed : The manual process steps and owners are documented and ready to resume if the automation needs to be paused after launch.
Team briefed : Account Lead (Tom Reed) and Delivery Lead (Mia Thompson) know the automation is live, understand the human review step, and know how to flag an issue.
First live proposal monitored end to end : The builder and studio owner observe the first real proposal processed after go-live to confirm outputs match expectations.
05Your role vs your builder's role
Keeping these responsibilities clear prevents delays. The owner provides context, approvals, and business inputs. The builder handles all technical configuration, testing, and tool connections.
Task
Your role (owner)
Builder's role
Provide scoping note samples
Owner provides
Builder uses for tuning
Share and finalise rate card
Owner confirms and locks
Builder connects to agent
Share proposal and SOW templates
Owner provides final versions
Builder maps variables
Grant tool access (HubSpot, Google, PandaDoc)
Owner grants or approves
Builder configures integrations
Review draft proposals during QA
Owner reviews and approves
Builder adjusts based on feedback
Test pricing review gate
Owner approves test proposals
Builder configures the review step
Confirm go-live checklist items
Owner signs off each item
Builder demonstrates each item
Configure agents and automations
Not required
Builder owns entirely
Monitor and maintain after launch
Owner flags issues
Builder resolves and updates
Update rate card or templates later
Owner updates the source file
Builder reconnects if structure changes
Launch PlanPage 3 of 4
FS-DOC-01Operations
06What success looks like
The table below sets plain targets for each review period. These are drawn from the confirmed savings estimate of $17,200 per year and 300 hours saved annually, at a volume of approximately 25 proposals per month. Review these with your builder at each milestone.
Metric
Week 1
Month 1
Month 3
Turnaround time per proposal
First same-day proposal produced
Consistently same day
Same day, every proposal
Proposals on time
1 to 2 live proposals processed
Target 100% on time
100% on time (vs 70% manual)
Hours saved per week
Early saving visible (est. 3 hrs)
Approx. 6 hrs/week saved
6 hrs/week sustained
Annual staff cost (run rate)
Manual cost falling
On track for $5,700/year
Confirmed at $5,700/year
Pricing consistency
Rate card applied to first proposals
No pricing drift observed
Rate-card locked on every proposal
Win rate lift
Baseline being established
Early signals visible
Target +11% lift vs manual
Cumulative cost saving
Minimal (go-live week)
Approx. $1,433 saved
Approx. $4,300 saved
Build cost payback
Not yet
On track for 3-month payback
Payback reached ($4,200 recovered)
Savings are based on 300 hours saved per year at $55/hour for an Account Lead, across approximately 25 proposals per month. Automation running cost is $1,908/year. Net annual saving is $17,200. Payback on the $4,200 build cost is reached at month 3.
Next step: share this Launch Plan with your builder, complete the pre-build checklist in section 02 together, and schedule the week 1 foundation session. Once tool access is confirmed, the builder can begin connecting HubSpot, Google Docs, and PandaDoc and the build is underway.
Launch PlanPage 4 of 4