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Launch Plan
Accounts Receivable & Chasing
[YourCompany.com] · Finance Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to getting the Accounts Receivable & Chasing automation live. It covers exactly what is being built, how the four-stage build process works, what FullSpec needs from you and when, what your ongoing role looks like after go-live, and how to know the automation is working as intended. FullSpec handles all technical configuration, testing, and monitoring. Your role is to provide tool access, approve the reminder email templates, and review any escalations the automation surfaces for human decision.
01What you're launching
Right now, a bookkeeper spends roughly five hours every week pulling the Xero aged receivables report, cross-checking a manual Google Sheets log, drafting reminder emails one by one, updating the tracker after each send, and reconciling payments when they arrive. Reminders are inconsistent, escalations happen too late, and there is no reliable audit trail. This automation replaces all of that routine work with a single scheduled agent that runs daily, handles every overdue invoice at the right reminder stage, logs every action automatically, and only surfaces an account to a human when a real decision is needed.
Process
Accounts Receivable & Chasing
Trigger
An invoice in Xero passes its due date with an outstanding balance, detected on a daily scheduled poll
Final output
Tiered reminder emails sent via Gmail, an up-to-date chase log in Google Sheets, Slack escalation alerts for accounts 60+ days overdue, and payment notes written to HubSpot
Agents being built
1 agent: AR Chase Agent
Tools involved
Xero, Gmail, Google Sheets, Slack, HubSpot
Volume
~60 invoices/month, daily check on each overdue invoice
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02How the build works
The build follows four sequential stages: Connect, Build, Test, and Launch. Each stage has a clear set of actions split between what FullSpec handles and what you need to do. The total estimated delivery window is three to four weeks from the close of Connect, matching the Standard build timeline. FullSpec manages all technical work, coordinates with you on decisions that only you can make, and does not move to the next stage until the current one is complete and signed off.
Complexity level: Simple (estimated 22 build hours). Delivery window: 3 to 4 weeks. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 5
FullSpec
Sends you a credential request checklist for Xero, Gmail, Google Sheets, Slack, and HubSpot. Reviews your existing Google Sheets tracker structure and documents the current reminder schedule, days-overdue thresholds, and escalation rules. Confirms the automation platform configuration and data flow design.
You
Provide API access or login credentials for each tool listed in Section 03. Share a copy of your current Google Sheets chase tracker. Confirm the escalation threshold (currently 60 days overdue or 3 reminders) and flag any client exceptions that should be excluded from automatic chasing.
2Build
Business days 6 to 15
FullSpec
Configures the AR Chase Agent: connects the Xero daily poll, reads reminder history from Google Sheets, selects the correct tiered template based on days overdue and reminder count, sends via Gmail, appends the log row, posts Slack alerts at the escalation threshold, and writes payment notes to HubSpot. Applies client exception logic to the exclusions list.
You
Review and approve the three tiered reminder email templates (polite, firm, and final notice) drafted by FullSpec. This sign-off must happen before Build completes, as templates are locked in before testing begins. No technical input is required from you at this stage.
3Test
Business days 16 to 20
FullSpec
Runs the flow against a set of test invoices covering each reminder tier (first, second, and final notice), the 60-day escalation path, a payment-received reconciliation, and a client exception exclusion. Verifies email content, Google Sheets log accuracy, Slack alert formatting, and Xero payment matching. Fixes any issues before proceeding.
You
Review sample reminder emails and confirm the tone and content meet your expectations. Check that the test log rows in Google Sheets look correct. No action is required unless something needs changing, in which case FullSpec reruns the affected test cases.
4Launch
Business days 21 to 22
FullSpec
Switches the automation to live, monitors the first two daily runs in real time alongside your bookkeeper, confirms all outputs are correct, and delivers the SOP and runbook so your team can adjust templates and escalation thresholds independently going forward.
You
Have your bookkeeper available for the first two live runs to observe outputs and ask questions. No action is required unless the monitoring session surfaces a change request. Contact support@gofullspec.com for any post-launch issues.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from you or your team. The table below lists exactly what is needed for each tool and when. All access should be provided before Connect closes so the build can begin without delays.
Xero
OAuth connected app credentials (client ID and client secret) with read access to invoices and aged receivables, and write access to apply payment matches. Provided via the Xero developer portal or by adding FullSpec as an invited user with adviser-level access.
Before Connect closes
Gmail
A Google Workspace account authorised to send emails from the finance or AR address. FullSpec will configure OAuth 2.0 access or confirm SMTP credentials if a custom domain is in use. The sending address must match what clients already receive reminders from.
Before Connect closes
Google Sheets
Edit access to the existing chase tracker spreadsheet (share with the FullSpec service account). If no tracker exists, FullSpec will create a new one. Confirm the preferred Google account that owns the file.
Before Connect closes
Slack
An incoming webhook URL for the finance channel where escalation alerts should be posted. A Slack admin can generate this from the Slack app directory in under two minutes. FullSpec will provide the exact steps.
Before Connect closes
HubSpot
A private app token (or API key for legacy accounts) with read and write access to contacts and notes. The token can be created in HubSpot Settings under Integrations. FullSpec will specify the minimum required scopes.
Before Connect closes
Key decision required before Connect closes: you must confirm the escalation thresholds that the automation will act on. Specifically, confirm whether the 60-day overdue mark and the three-reminder count are the correct triggers for a Slack escalation alert, and identify any clients who should be excluded from automatic chasing entirely (for example, those on payment plans or with active disputes). This cannot be changed after Build begins without delaying the timeline.
04Your role once live
Once the automation is live, the day-to-day AR chasing runs without any input from your team. The table below explains what each party is responsible for on an ongoing basis and what you no longer need to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / finance team)
Review Slack escalation alerts for accounts 60+ days overdue and decide whether to escalate further (debt collector, legal notice, or direct call). Update the client exceptions list in Google Sheets when a client moves onto a payment plan or raises a dispute. Approve any changes to reminder email templates when your tone or terms change.
Pulling the daily overdue report from Xero. Drafting or sending individual reminder emails. Updating the chase log manually. Cross-checking sent folders. Logging payment notes in HubSpot. Monitoring the inbox for client replies to routine reminders.
FullSpec
Monitors automation health and run logs. Investigates and resolves any failed runs or delivery errors. Applies updates to reminder logic, escalation thresholds, or template content on request. Available at support@gofullspec.com for any post-launch issues or change requests.
Not applicable. FullSpec does not handle client-facing escalation decisions or disputes. Those stay with your finance manager.
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05What success looks like
The table below sets out realistic expectations for the first three months after go-live. Use these as a practical guide for monitoring progress, not hard contractual targets. If anything looks off during any of these timeframes, contact FullSpec at support@gofullspec.com and the team will investigate within one business day.
Timeframe
What to expect
Sign of success
Week 1
The automation runs daily on live invoices for the first time. The first batch of tiered reminders goes out automatically. Your bookkeeper observes the first two runs with FullSpec present. A small number of edge cases (disputed invoices, unusual payment terms) may surface for exception handling.
Reminder emails land in client inboxes within 24 hours of the due date passing. The Google Sheets log shows a new row for every invoice actioned. No manual drafting or sending is required from the bookkeeper.
Month 1
The automation has processed a full month of overdue invoices (~60 invoices). Escalation alerts have fired for any accounts hitting the 60-day or three-reminder threshold. The bookkeeper's time on AR chasing has dropped from 5 hours per week to approximately 0.8 hours per week (escalation review only).
The chase log is 100% complete and current with no manual updates needed. At least one Slack escalation alert has been reviewed and acted on by the finance manager. No reminder has been missed or sent to an excluded client.
Month 3
The automation has run approximately 65 times and handled roughly 180 invoices. Cumulative time saved is approaching 53 hours. The pattern of reminder responses and payment timings is now visible in the Google Sheets log, giving your finance team a clear picture of which clients consistently pay late.
AR chasing requires no scheduled time from the bookkeeper. Escalations are caught at 60 days rather than 90+. HubSpot contact records reflect current payment status without manual entry. The business is on track toward the projected $8,700 annual saving.
Next step: to get started, send your tool access details to support@gofullspec.com and confirm your escalation thresholds and any client exceptions. FullSpec will open the Connect stage within one business day of receiving that information and the build clock will start from there.
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