FS-DOC-01Operations
Launch Plan
Client Deposit & Payment Tracking
[YourCompany.com] �� Finance Department · Prepared by FullSpec · [Today's Date]
This Launch Plan sets out exactly what is being built, how the build is structured, what FullSpec needs from you to get started, and what your role looks like once the automation is live. It is written for the business owner and finance lead, not a technical audience. FullSpec handles every part of the build, testing, and deployment. Your job is to provide tool access and confirm one configuration decision before the build begins.
01What you're launching
You are automating the full client deposit and payment tracking cycle: from the moment a deposit invoice is raised in Xero, through daily payment matching in Stripe, overdue chasing via Gmail, activity logging in HubSpot, reconciliation back into Xero, and a final Slack alert to the project team when the account is settled. Currently this process requires a bookkeeper and account manager to move manually between six tools, check the bank feed daily, update a shared spreadsheet, and draft every email from scratch. Three agents will replace all 12 manual steps, with a single human review point kept only for payments that cannot be automatically matched.
Process
Client Deposit & Payment Tracking
Trigger
A new invoice with deposit terms is created in Xero
Final output
Slack alert to the project team confirming full settlement, with the invoice reconciled in Xero and all activity logged in HubSpot
Agents being built
3 agents: Deposit Monitor Agent, Client Communication Agent, Internal Notification Agent
Tools involved
Xero, Stripe, Gmail, HubSpot, Google Sheets, Slack
Volume
Approximately 60 invoices per month, triggered on every invoice raised and checked daily for overdue items
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02How the build works
The build runs across four sequential stages. FullSpec manages every technical step including connecting APIs, building matching logic, configuring email templates, and running end-to-end tests before anything touches a live invoice. You are involved at the start to provide access and confirm one setting, and again at the end to sign off the live flow. The stages below show who does what and when.
Complexity: Moderate. Estimated delivery: 5 business weeks end to end. The delivery clock starts at the close of Connect, not payment. Delays in providing tool credentials will push every subsequent stage out by the same number of days.
1Connect
Business days 1 to 5
FullSpec
Sends a credential checklist covering Xero, Stripe, Gmail, HubSpot, Google Sheets, and Slack. Verifies API access for each tool, maps your exact deposit invoice terms, and confirms the Google Sheet structure to be used as the payment tracker.
You
Share admin access or API credentials for each of the six tools listed. Confirm the deposit terms used on your current invoices (amount, due date format, reference convention). Complete before the end of day 5 to keep the build on schedule.
2Build
Business days 6 to 20
FullSpec
Builds the Deposit Monitor Agent (Xero trigger, Stripe polling, Google Sheets logging), then the Client Communication Agent (Gmail chasers, confirmation emails, HubSpot activity logging, duplicate-send prevention), then the Internal Notification Agent (Slack posting on full settlement). Each agent is unit tested before the next is started.
You
Review and approve the Gmail chaser email template wording and the Slack message format. No technical input is needed. A short feedback round on copy is the only ask during this stage.
3Test
Business days 21 to 25
FullSpec
Runs the full end-to-end flow using live test invoices. Verifies deposit matching accuracy in Stripe, reconciliation correctness in Xero, chaser timing and duplicate prevention in Gmail, HubSpot activity logging, and Slack alert delivery. Any failures are fixed and retested before sign-off.
You
Check that the test emails look correct and that the Slack messages land in the right channel. Confirm the Xero reconciliation entries match what your bookkeeper expects. Flag anything that does not look right so FullSpec can adjust before go-live.
FullSpec
Switches the automation to live production. Monitors the first five real invoices through the full flow, confirms all outputs are correct, and provides the Runbook and SOP documentation for your finance team.
You
Notify your bookkeeper and account manager that the automation is now active. From this point, no manual spreadsheet updates or bank feed checks are needed for standard invoices. Keep the exception review process ready for unmatched payments.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from you or your team. The table below lists every credential needed and when to have it ready. Everything should be provided before Connect closes (end of business day 5) so the build can start without delay.
Xero
Admin login or OAuth connection approval to allow invoice reading and payment reconciliation
Before Connect closes
Stripe
Restricted API key with read access to payment intents and charges
Before Connect closes
Gmail
Google account OAuth approval for the sending mailbox used for client communications
Before Connect closes
HubSpot
Private app token or admin OAuth approval with contact and activity write permissions
Before Connect closes
Google Sheets
Share access (Editor) on the payment tracker sheet, or confirmation to create a new one
Before Connect closes
Slack
Workspace admin approval to install a bot and confirm the target project channel name
Before Connect closes
One decision you must confirm before Connect closes: the Gmail chaser schedule. You need to tell FullSpec the number of days after the deposit due date that the first chaser should fire, and how many days between follow-up chasers. Without this, the overdue timing logic cannot be built. If you do not have a fixed policy today, FullSpec will recommend a default schedule (Day 1 overdue, Day 4, Day 10) and you confirm or adjust it.
04Your role once live
Once the automation is live, day-to-day deposit tracking requires no manual intervention for standard invoices. The table below sets out the ongoing split of responsibilities between your team and FullSpec.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / finance team)
Review flagged unmatched payments (partial, split, or misreferenced transfers) and confirm the correct allocation. Update chaser email templates if your tone or payment terms change. Monitor the Google Sheets payment tracker as your real-time source of truth.
Daily bank feed checks, manual spreadsheet updates, drafting chaser or confirmation emails, logging follow-up activity in HubSpot, notifying the team via Slack when a payment clears, and manually reconciling deposits in Xero.
FullSpec
Monitor automation health and error logs. Resolve any tool connectivity issues or API changes that affect the flow. Update matching logic or chaser schedules on request. Provide support via support@gofullspec.com for any unexpected behaviour.
N/A
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05What success looks like
The table below sets out what to expect at each milestone after go-live. Use these checkpoints to confirm the automation is performing as intended and to identify anything that needs a small adjustment.
Timeframe
What to expect
Sign of success
Week 1
The first real invoices pass through the full flow. The Deposit Monitor Agent logs them to Google Sheets immediately. Chasers fire on schedule for any overdue items. The bookkeeper sees Xero reconciliation happen automatically for the first time.
No manual spreadsheet entries needed. At least one chaser email sent automatically without anyone drafting it. Slack alert received when the first deposit clears.
Month 1
Approximately 60 invoices have run through the automation. HubSpot activity logs are 100% complete without anyone logging manually. The bookkeeper's daily bank feed check has stopped. Any unmatched payments have been flagged and resolved via the exception review step.
Time spent on deposit tracking drops from 6 hours per week to under 30 minutes. Zero missed chasers. HubSpot shows a full activity history for every client communication sent that month.
Month 3
The automation is fully embedded in the finance team's routine. Chaser schedules have been confirmed or adjusted based on real client behaviour. The Google Sheets tracker is the single source of truth with no manual edits needed. Annual savings are tracking toward $9,300.
Approximately 75 staff hours recovered over 90 days. Deposit confirmation turnaround consistently same day. Finance team no longer switching between Xero, Stripe, Gmail, and Sheets to check payment status.
Next step: forward your tool access credentials to support@gofullspec.com and confirm your preferred chaser schedule. FullSpec will open the Connect stage within one business day of receiving both. If you have questions before then, reach out to support@gofullspec.com and the team will respond the same day.
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