FS-DOC-01Operations
Launch Plan
Accounts Payable Management
[YourCompany.com] · Finance Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear, stage-by-stage picture of how your Accounts Payable Management automation moves from a mapped process to a live, running system. It covers what is being built, how the FullSpec team structures the build, what you need to provide, and what your day-to-day role looks like once everything is live. You do not need any technical knowledge to follow this document or to play your part in the rollout.
01What you're launching
Right now, your bookkeeper spends roughly seven hours every week collecting invoices from multiple channels, keying data by hand, assigning account codes from memory, chasing approvers over email, and manually sending remittances to suppliers. Approvals stall, duplicates slip through, and month-end close waits on invoices sitting in spam folders. The automation being built replaces that manual chain with three purpose-built agents that monitor your inboxes, extract and code every invoice, route it for approval in Slack, post the approved bill to Xero, schedule payment, and email the supplier a remittance, all without your bookkeeper touching a single routine invoice.
Process
Accounts Payable Management: invoice intake through to supplier payment and remittance
Trigger
A new invoice document is detected in the Dext queue or the designated AP inbox
Final output
A posted and scheduled bill in Xero plus a remittance advice email sent to the supplier
Agents being built
3 agents: Invoice Intake Agent, Coding and Approval Agent, Payment and Remittance Agent
Tools involved
Dext, Xero, Slack, Gmail, Google Drive, automation platform (orchestration layer)
Volume
Approximately 60 invoices per month across all channels
Launch PlanPage 1 of 4
FS-DOC-01Operations
02How the build works
FullSpec manages the entire build from first connection through to go-live. The process is split into four stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions, a clear owner for every task, and a gate before the next stage begins. You will not need to write any code or configure any platform directly. Your job is to provide access credentials at the start and to review outputs during the Test stage alongside the FullSpec team.
Complexity level: Moderate (44 estimated build hours across 3 agents). Delivery window: 4 weeks from the close of Connect. The delivery clock starts at the close of Connect, not payment. Until Connect is complete and all credentials are confirmed, the build timeline has not started.
1Connect
Business days 1 to 3
FullSpec
Sends a credential request list covering Dext, Xero, Slack, and Gmail. Reviews your current AP inbox setup, Dext and Xero configurations, chart of accounts, and approval authority matrix. Confirms which invoice channels are in scope for the initial build.
You
Provides login credentials or API keys for each tool (see Section 03). Confirms the approval authority structure: who approves what, and whether a dollar threshold triggers a second approval. Nominates the bookkeeper as the day-to-day point of contact for the build.
2Build
Business days 4 to 15
FullSpec
Builds all three agents in sequence: connects Dext and Gmail for invoice intake and duplicate checking against Xero; configures the account-code suggestion logic and Slack approval workflow with reminder timing; wires approved invoices through to Xero bill creation, payment scheduling, and Gmail remittance delivery. Runs a sample batch of 20 historical invoices to validate extraction accuracy before moving to testing.
You
Remains available to answer questions about unusual suppliers, account-code preferences, or approval routing edge cases. No action is required unless FullSpec flags a configuration question.
3Test
Business days 16 to 18
FullSpec
Runs structured test scenarios covering normal invoice processing, duplicate detection, approval timeout handling, PO mismatch exceptions, and remittance delivery. Shares test results with your bookkeeper for review. Resolves any issues before the parallel run begins.
You
Your bookkeeper reviews automated outputs alongside their normal manual processing for one full week. Flags any coding suggestions or routing decisions that do not match your expectations. Sign-off from the bookkeeper is required before the Launch stage proceeds.
4Launch
Business days 19 to 20
FullSpec
Documents exception handling rules, hands off the SOP and process runbook, confirms monitoring is active, and signs off on production go-live. Switches the manual AP process off once parallel-run sign-off is received.
You
Confirms go-live readiness with your bookkeeper. Communicates any relevant change to your supplier contacts if remittance formatting differs from what they are used to. No further manual invoice processing is required from this point.
Launch PlanPage 2 of 4
FS-DOC-01Operations
03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required on your side. The table below lists every credential needed, what specifically is required, and when it must be ready. Having all credentials confirmed before Connect closes keeps the four-week delivery window on track.
Dext
Organisation admin login or API key with document access and webhook permissions enabled
Before Connect closes
Xero
Connected app credentials (client ID and secret) with Bills, Contacts, and Payments scopes; an accounting-level user for bill creation
Before Connect closes
Slack
Workspace admin access to install the approval bot; confirmation of the channel name and approver user IDs
Before Connect closes
Gmail
AP inbox address and OAuth consent from a Google Workspace admin to allow the automation platform to read and send on behalf of that inbox
Before Connect closes
Google Drive
Read access to the folder where purchase order documents are stored, so the agent can retrieve POs for matching
Before Connect closes
One decision you must confirm before Connect closes: approval authority structure. You need to tell FullSpec who is authorised to approve invoices in Slack, whether a second approval is required above a dollar threshold, and what that threshold is. This single configuration decision affects how the Coding and Approval Agent routes every invoice. If it is not confirmed before the Build stage begins, approval routing cannot be configured correctly and the delivery window will shift.
Launch PlanPage 3 of 4
FS-DOC-01Operations
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / bookkeeper)
Review flagged exceptions routed to Slack: duplicate alerts, unknown suppliers, queried invoices, and PO mismatches. Confirm or override account-code suggestions in the first two to four weeks while the agent learns your coding preferences. Approve any invoice above your configured threshold. Keep supplier contact records up to date so remittances reach the right address.
Manual invoice collection from multiple inboxes. Data entry of line items, totals, and due dates. Manual duplicate checks in Xero. Account coding from memory. Email approval requests and follow-up chasing. Manual bill posting in Xero. Payment scheduling. Sending remittance advice emails to suppliers.
FullSpec
Monitors the automation platform for errors or failed runs. Applies updates if a connected tool changes its API or authentication method. Responds to support queries at support@gofullspec.com. Adjusts approval thresholds, reminder timing, or exception rules at your request without requiring a full rebuild.
No manual AP processing responsibilities. FullSpec does not approve invoices or access your financial accounts beyond what is required for monitoring and maintenance.
05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation processes live invoices in parallel with your bookkeeper. Coding suggestions may need more confirmation than usual as the agent learns your chart of accounts. Some exceptions will be routed to Slack that the bookkeeper would previously have resolved silently.
Every invoice that enters Dext or the AP inbox is captured without manual collection. No invoice is missed or sitting unclaimed overnight. Bookkeeper time spent on routine data entry drops immediately.
Month 1
The coding agent's accuracy improves as it processes more invoices with bookkeeper feedback. Approval cycles in Slack become predictable and measured in hours rather than days. Payment runs proceed without manual scheduling.
Invoice-to-posted turnaround is consistently under two hours for standard invoices. Duplicate payment incidents drop to near zero. On-time remittance rate reaches 100%. Bookkeeper time on AP falls from seven hours per week toward thirty minutes on exceptions only.
Month 3
The process runs with minimal bookkeeper input. Exception volume is low and predictable. Account coding is consistent across all suppliers. Payment scheduling aligns reliably with your cash flow targets.
325 hours of annual bookkeeper time on track to be reclaimed. Annual AP staff cost trending toward $1,300 versus the previous $18,200. Early-payment discounts are being captured. Month-end close is faster because bills are posted in near real time throughout the month.
Next step: to get started, reply to your FullSpec onboarding email confirming you are ready to open the Connect stage. The FullSpec team will send the credential request list and schedule the Connect call within one business day. If you have questions before then, reach out at support@gofullspec.com.
Launch PlanPage 4 of 4