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Launch Plan
Order Processing & Fulfilment
[YourCompany.com] · Fulfilment Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything that happens between now and the moment your order fulfilment runs on autopilot. It covers what is being built, how the build is structured, what FullSpec needs from you, and what to expect at each stage. FullSpec handles every technical step from integration through testing and go-live. Your role is to provide tool access, confirm one key configuration decision, and stay informed. Nothing in this document requires technical knowledge.
01What you're launching
Right now, every paid Shopify order kicks off a chain of manual steps: a coordinator exports orders, cross-references stock in Linnworks, prints pick lists, creates labels in ShipStation, copies tracking numbers back into Shopify, triggers a Klaviyo email, and logs costs in Xero by hand. At around 110 orders a day, one skipped step or data-entry error causes a mis-pick, a missed carrier cut-off, or a customer who never receives a tracking notification. FullSpec is building three connected agents that eliminate every data-handling hand-off in that chain, reducing a 14-hour weekly manual workload to approximately 3 hours. Physical picking and packing remain with your warehouse team, and out-of-stock exceptions continue to route to your fulfilment manager for a human decision.
Process
Order Processing & Fulfilment
Trigger
Customer places and pays for an order in Shopify; payment confirmation fires an immediate webhook
Final output
A labelled, fulfilled, and customer-notified shipment with tracking number written back to Shopify and shipping cost logged in Xero, all within under 2 minutes of payment
Agents being built
3 agents: Order Routing Agent, Label and Despatch Agent, Customer Notification Agent
Tools involved
Shopify, Linnworks, ShipStation, Klaviyo, Xero, Slack, Make (orchestration)
Volume
Approximately 110 orders/day, triggered continuously throughout the day
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02How the build works
FullSpec builds this automation across four structured stages: Connect, Build, Test, and Launch. Each stage has a clear owner for every action so nothing falls through the gaps. The Standard build connects five platforms and includes conditional routing logic, Slack exception alerting, and real-time Xero reconciliation. The overall delivery window is four to five weeks from the close of the Connect stage. You do not need to manage the technical work; FullSpec runs the build end to end and keeps you informed at each handover point.
Build complexity: Moderate. Estimated delivery window: 4 to 5 weeks (approximately 20 to 25 business days). The delivery clock starts at the close of Connect, not payment. Completing the Connect stage quickly, particularly confirming tool access and the out-of-stock routing decision, is the single biggest factor in hitting the earliest end of the delivery window.
1Connect
Business days 1 to 3
FullSpec
Runs a discovery and integration audit: confirms SKU alignment between Shopify and Linnworks, maps carrier rules in ShipStation, documents the exception criteria for out-of-stock orders, and verifies API access to all six platforms
You
Share API credentials and login access for all connected tools; confirm the one configuration decision around out-of-stock order routing (see Section 03); introduce FullSpec to any team members who hold platform admin access
2Build
Business days 4 to 17
FullSpec
Builds all three agents in sequence inside Make: Order Routing Agent (Shopify webhook, Linnworks stock check, Slack exception alert), then Label and Despatch Agent (ShipStation label creation, Shopify write-back, Xero cost logging), then Customer Notification Agent (Klaviyo trigger on fulfilment event); each agent is tested with live data in a staging environment before the next is started
You
Respond to any clarification questions within one business day; confirm your Klaviyo tracking email template is ready or advise FullSpec that a new one is needed; no technical action required
3Test
Business days 18 to 22
FullSpec
Runs the automation alongside your existing manual process for five business days (parallel run); compares automated outputs against manual outputs for every order; resolves any edge-case failures; produces a QA sign-off report covering standard orders, out-of-stock exceptions, multi-line orders, and carrier routing edge cases
You
Your fulfilment team continues the normal manual process during this period; report any discrepancies noticed in Shopify order statuses or Klaviyo emails to FullSpec via support@gofullspec.com; no additional workload expected
4Launch
Business days 23 to 25
FullSpec
Cuts over to fully automated fulfilment, deactivates the manual trigger points in Make's staging environment, and installs a live monitoring dashboard; provides your team with the SOP Runbook covering how to monitor the flow, action Slack exception alerts, and escalate to FullSpec if needed
You
Confirm go-live readiness with your fulfilment manager; brief warehouse staff that pick lists will now appear automatically in Linnworks; keep support@gofullspec.com bookmarked for the first two weeks of live running
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required on your side. All six platforms are ones you are already paying for and using today. Providing credentials before or during the Connect stage keeps the build on the fastest possible schedule. The table below lists exactly what is needed for each tool and when.
Shopify
Admin API access (private app or custom app with read/write access to orders and fulfilments)
Before Connect closes
Linnworks
API key from your Linnworks account settings with inventory read and pick-list write permissions
Before Connect closes
ShipStation
API key and API secret from your ShipStation account, plus a list of your current active carrier services and the selection rules you want applied (weight, destination, service level)
Before Connect closes
Klaviyo
Private API key with list/segment and event-tracking permissions; confirmation of which email template to use for tracking notifications
Before Connect closes
Xero
OAuth2 connection authorised by a Xero admin; the automation posts shipping cost line items against existing sales orders
Before Connect closes
Slack
A dedicated channel name for fulfilment exception alerts and permission for FullSpec to install an incoming webhook in your Slack workspace
Before Connect closes
Configuration decision to confirm before Connect closes: You must tell FullSpec what should happen when an order contains one or more out-of-stock SKUs. The default setup posts an exception alert to Slack for your fulfilment manager to action manually. If you want a different escalation path, such as automatic customer notification, substitution logic, or a hold queue, this must be agreed during Connect. Changing exception routing after the Order Routing Agent is built will require a scope change and may extend the delivery window.
04Your role once live
Once the automation goes live, the day-to-day workload for your fulfilment coordinator changes significantly. The table below shows what stays with you, what FullSpec handles on an ongoing basis, and what you no longer need to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner and fulfilment team)
Review Slack exception alerts for out-of-stock orders and make the hold, substitute, or cancel decision; oversee physical pick and pack in the warehouse; update carrier service rules in ShipStation when rates or services change; contact support@gofullspec.com if any agent stops behaving as expected
Exporting orders from Shopify; manually checking stock in Linnworks; creating shipping labels in ShipStation by hand; copying tracking numbers into Shopify; triggering Klaviyo tracking emails; end-of-shift inventory reconciliation; manual Xero cost entry for each shipment
FullSpec
Monitors the automation infrastructure; responds to support queries at support@gofullspec.com; applies fixes for platform API changes that break the integration; provides updated documentation when carrier or platform configurations change
Not applicable: FullSpec does not touch your physical warehouse operations, your customer relationships, or your carrier account terms
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05What success looks like
The three agents work together to compress a multi-step manual process into an automated sequence that completes in under two minutes per order. The milestones below give you a clear picture of what to expect at each stage of live running so you know when the automation is performing as designed and when something needs attention.
Timeframe
What to expect
Sign of success
Week 1
All in-stock orders flow through the automation without manual input. Tracking emails arrive in customer inboxes within seconds of despatch. Out-of-stock exception alerts appear in Slack for manual review. Your fulfilment coordinator is no longer exporting CSVs or creating labels by hand. Some edge cases such as unusual SKU combinations or carrier service selection may surface and be fixed by FullSpec within one business day.
Zero manual label creation sessions. Every in-stock order has a tracking number in Shopify within 2 minutes of the webhook firing. Klaviyo sends tracking emails with no coordinator trigger.
Month 1
The automation handles the full daily volume of approximately 110 orders without intervention. Xero receives shipping cost entries automatically each day. Linnworks pick lists are generated and zone-sorted before warehouse staff start each pick run. Your coordinator is spending around 3 hours per week on exception handling and monitoring rather than 14 hours on manual processing.
Coordinator manual processing time down to 3 hours per week. Mis-pick rate trending below 0.5%. No missed carrier cut-offs due to batch-export lag. Xero reconciliation current without manual entry.
Month 3
The automation runs at full efficiency with no outstanding edge cases. Carrier rule changes or Klaviyo template updates have been managed through FullSpec without disruption to live order flow. Cumulative time savings are tracking at approximately 138 hours recovered and approximately $5,500 in coordinator overhead saved since go-live. The fulfilment team is operating the warehouse-side of fulfilment only, with the entire data-handling chain running unattended.
138 hours recovered and $5,500 in staff overhead saved over the first 90 days. Order-to-label time consistently under 2 minutes. Tracking email delivery rate at 100% automated. Inventory sync in real time with no end-of-shift reconciliation step.
Next step: Share your tool credentials and your out-of-stock routing decision with FullSpec to open the Connect stage. Send both to support@gofullspec.com and the FullSpec team will confirm receipt and schedule the integration audit within one business day. The sooner Connect closes, the sooner the delivery clock starts.
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