Process Runbook / SOP

Trigger

A scoping call is marked complete in HubSpot and call notes are captured.

Output

A signed-ready proposal and SOW sent to the client via PandaDoc, with live open and signature tracking.

Agents

Scope Extraction Agent, Estimate & Proposal Agent, Send & Track Agent

Tools

HubSpot, FullSpec Automation, Google Docs, PandaDoc

Volume

Approximately 25 proposals per month

Human checkpoint

Studio owner reviews pricing and scope in Google Docs before the proposal is sent. This is the only manual action in the automated flow.

Process owner

Studio owner (Priya Nair) supported by Account Lead (Tom Reed) and Delivery Lead (Mia Thompson)

Step

Name

Type

Actor

Tool

Detail

1

Scoping call completed

Automated

System

HubSpot

The deal record is updated to mark the scoping call complete. Notes are captured and the trigger fires.

2

Scope extraction

Automated

Scope Extraction Agent

HubSpot, FullSpec Automation

The agent reads the scoping notes and structures modules, assumptions, and constraints into a clean scope object.

3

Effort estimate built

Automated

Estimate & Proposal Agent

FullSpec Automation

The rate card is applied to each scope module. Effort hours and pricing are calculated automatically.

4

Proposal and SOW drafted

Automated

Estimate & Proposal Agent

Google Docs

A proposal and a matching Statement of Work are generated from approved templates and populated with the estimate data.

5

Pricing review

Human

Studio Owner

Google Docs

The studio owner opens the draft, checks pricing is in range, and approves or adjusts before confirming.

6

Proposal sent for signature

Automated

Send & Track Agent

PandaDoc, FullSpec Automation

The approved proposal is sent to the client via PandaDoc. Opens and signature status are tracked automatically.

Situation

What the system does

What you do

Scoping notes are missing or too thin to extract a scope

The Scope Extraction Agent flags the record and pauses the flow. An alert is sent to the Account Lead.

Add or supplement the scoping notes in HubSpot, then re-trigger the automation from the deal record.

Pricing falls outside the configured rate-card range

The flow routes directly to the studio owner for review regardless of whether a standard approval was already planned.

Review the estimate in Google Docs, adjust line items if needed, and approve to continue. Update the rate card if the exception is recurring.

Google Docs template is missing or returns an error

The Estimate & Proposal Agent logs the error in FullSpec Automation and halts draft generation. No document is sent.

Check that the proposal and SOW templates exist in the configured Google Drive folder and have not been renamed or moved. Restore or re-link the template, then retry.

PandaDoc send fails or the recipient email bounces

The Send & Track Agent logs the failure and marks the PandaDoc document as unsent. No retry is attempted automatically.

Open PandaDoc, verify the recipient email address on the deal record in HubSpot, correct it, and resend manually from PandaDoc.

The studio owner does not action the review within 24 hours

FullSpec Automation sends a reminder notification to the studio owner and Account Lead at the 24-hour mark.

Action the review in Google Docs or reassign it to another authorised reviewer if the studio owner is unavailable.

A duplicate proposal is triggered for the same deal

The automation checks the deal record for an existing in-progress proposal. If one is found, the duplicate run is suppressed and logged.

Confirm the original proposal is correct in Google Docs and PandaDoc. Archive any stale duplicates manually.

Symptom

First action

Scoping call marked complete but no proposal draft appears after 30 minutes

Check the FullSpec Automation workflow log for the deal. Confirm the HubSpot trigger field updated correctly. Re-save the deal record to re-fire the trigger if needed.

Scope Extraction Agent returns an empty or garbled scope

Open the deal in HubSpot and verify the scoping notes field is populated with structured text. Clear the field, paste clean notes, and retry the run from the FullSpec Automation dashboard.

Proposal document is created but pricing is blank or shows zero

Confirm the rate card configuration in FullSpec Automation is complete and all modules have an assigned hourly rate. Re-run the Estimate & Proposal Agent step from the workflow log.

Google Docs draft exists but the SOW section is missing

Check the SOW template in Google Drive has not been altered or had its placeholder tags removed. Restore the template from version history and re-run the draft step.

PandaDoc document shows as created but the client has not received an email

Log in to PandaDoc and check the document status. Verify the recipient email on the document matches HubSpot. Resend manually from PandaDoc if the automated send did not execute.

FullSpec Automation shows a workflow error or the automation is paused

Log in to FullSpec Automation, open the affected workflow, read the error message, and check the integration connections for HubSpot, Google Docs, and PandaDoc. Reconnect any expired credentials and resume the workflow.

Situation

Contact

Role

How to reach

When

Automation is fully stopped or a critical workflow error appears

[Developer / Implementation Partner]

Build owner

[Insert email or support channel]

Within 2 hours on a business day

Pricing review is overdue or the studio owner is unavailable

Tom Reed

Account Lead

[Insert email or Slack handle]

Same day

A client contacts [YourCompany.com] about a missing or incorrect proposal

Tom Reed

Account Lead

[Insert email or Slack handle]

Immediately

The rate card needs updating or scope rules need changing

Priya Nair

Studio Owner

[Insert email or Slack handle]

Before the next proposal run

HubSpot, Google Docs, or PandaDoc access or billing issue

[IT / Tools Admin]

Systems admin

[Insert email or helpdesk link]

Within 4 business hours

Delivery scope in a draft SOW looks incorrect

Mia Thompson

Delivery Lead

[Insert email or Slack handle]

Before the studio owner review is completed

Timing

Task

Owner

Notes

After every proposal sent

Confirm PandaDoc shows the correct open and signature status for the deal

Account Lead

Takes under 2 minutes. Flag any stuck-open documents to the studio owner.

Weekly

Review FullSpec Automation workflow logs for any errors or skipped runs

Account Lead or Studio Owner

Check the last 7 days of run history. Resolve any flagged errors before the next batch.

Weekly

Check that proposal turnaround is consistently same-day

Studio Owner

Compare deal trigger time to PandaDoc send time. Investigate any proposals that took more than 4 hours.

Monthly

Review and update the rate card in FullSpec Automation

Studio Owner

Rates should reflect current pricing. Any change takes effect on the next proposal run.

Monthly

Review the proposal and SOW templates in Google Docs

Delivery Lead

Update language, structure, or legal clauses as needed. Ensure template placeholder tags are intact.

Monthly

Confirm HubSpot, Google Docs, and PandaDoc API connections are active

Account Lead or Developer

Re-authenticate any expired OAuth tokens in FullSpec Automation settings.

Quarterly

Audit access permissions for HubSpot, Google Docs, and PandaDoc

Studio Owner

Remove access for any former team members. Confirm current team roles are correct.

Quarterly

Review automation performance against KPIs: same-day turnaround, 100% on-time proposals, win rate lift

Studio Owner

Use FullSpec Automation reporting and PandaDoc analytics. Adjust rules or thresholds if metrics drift.

As needed

Update scope extraction rules if new service lines or modules are added

Developer or Studio Owner

New module types must be added to the Scope Extraction Agent configuration before they can be priced automatically.