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Launch Plan
Commission and Payout Calculation
[YourCompany.com] · Finance Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how the build progresses, what FullSpec needs from you to get started, and what your role looks like once the automation is live. FullSpec handles all design, configuration, testing, and deployment. Your main job is to provide access to your existing tools and confirm one key configuration decision before the build begins.
01What you're launching
You are automating the end-to-end commission and payout calculation process that currently runs every pay period. Right now a Finance Analyst spends six to eight hours per cycle exporting deals from HubSpot, cleaning the data, cross-referencing tiered rate tables, compiling a payout summary, chasing manager sign-off, keying figures into Gusto, posting a Xero journal entry, and individually notifying each rep via Slack. One formula error or missed deal can trigger a chain of disputes that adds another two to three hours per incident. The automated version handles all of that with three purpose-built agents, retains a deliberate manager approval gate before any money moves, and logs every payout line back to its source deal record.
Process
Commission and Payout Calculation
Trigger
Pay period end date is reached on the configured schedule
Final output
Commission totals pushed to Gusto, a Xero journal entry created, and each rep notified of their breakdown via Slack DM
Agents being built
3 agents: Deal Ingestion Agent, Commission Calculation Agent, Payout Distribution Agent
Tools involved
HubSpot, Google Sheets, Slack, Gusto, Xero
Volume
40 to 120 deal records per pay period, running bi-weekly or monthly
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02How the build works
The build follows four sequential stages: Connect, Build, Test, and Launch. FullSpec leads every stage. You will be asked to provide tool access during Connect, review outputs during Test, and confirm the automation is working correctly before the manual process is retired. The Standard build is scoped at four to five weeks, based on clean rate table data, ready API credentials, and timely stakeholder input during the parallel run.
Complexity: Moderate. Estimated delivery: 4 to 5 weeks (approximately 20 to 25 business days). The delivery clock starts at the close of Connect, not payment. Delays in providing tool access or rate table data will extend the timeline proportionally.
1Connect
Business days 1 to 3
FullSpec
Send credential request checklist, review existing commission rate table structure, document HubSpot deal field mapping, confirm Gusto payroll configuration, and identify any edge cases such as split deals or clawbacks
You
Provide API credentials and tool access for HubSpot, Google Sheets, Slack, Gusto, and Xero; share the current commission rate table; and confirm the pay period schedule and rep count
2Build
Business days 4 to 16
FullSpec
Build and configure all three agents in sequence: Deal Ingestion Agent (HubSpot to Google Sheets pipeline with data cleaning), Commission Calculation Agent (tier lookup, split and clawback logic, exception flagging), and Payout Distribution Agent (Slack approval gate, Gusto push, Xero journal entry, rep notifications)
You
Remain available to answer questions about commission rule edge cases; no active build work is required from you during this stage
3Test
Business days 17 to 20
FullSpec
Run end-to-end tests using sample data, validate calculation outputs against the last two manual pay periods, confirm the Slack approval gate behaves correctly, and verify Gusto and Xero entries are formed accurately
You
Review the test payout summary in Google Sheets, confirm the figures look correct against your own records, and give a thumbs-up or flag any discrepancies before the parallel run begins
4Launch
Business days 21 to 25
FullSpec
Run the automation alongside one live pay period with the Finance Analyst cross-checking outputs before payroll is submitted; confirm accuracy, hand over the runbook, and decommission the manual spreadsheet process once sign-off is given
You
Your Finance Analyst cross-checks the automated payout summary against their own manual run for this one cycle; once figures match, confirm go-live and stop the manual process
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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. All configuration, field mapping, and testing is handled by FullSpec. The table below lists exactly what access is needed and when.
HubSpot
A private app token with read access to Deals, Contacts, and Owners; or admin credentials to generate one
Before Connect closes
Google Sheets
Editor access to the commission rate table sheet and permission to create a new payout ledger tab in the same workbook
Before Connect closes
Slack
A Slack app installation with permissions to post messages to the manager's channel and send DMs to rep accounts; or admin rights to install the app
Before Connect closes
Gusto
Gusto API partner credentials or an admin account with access to Additional Earnings; confirmation of the pay schedule and employee record structure
Before Connect closes
Xero
OAuth connection via an admin account with access to the Manual Journals endpoint; confirmation of the cost centre account code for commission expense
Before Connect closes
One decision to confirm before Connect closes: the structure of your commission rate table in Google Sheets. The Commission Calculation Agent reads directly from this table, so it must be in a clean, machine-readable format with no merged cells, no colour-coded tiers, and no free-form text in numeric fields. If the current table uses any of these formatting patterns, your Finance Analyst will need to reformat it before the Build stage begins. FullSpec will review the table during Connect and flag any issues immediately.
04Your role once live
Once the automation is live, the day-to-day workload on your Finance Analyst drops sharply. The table below summarises who does what on an ongoing basis.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / Finance team)
Update the commission rate table in Google Sheets when rates or tiers change; review the exceptions list if flagged records appear; the Sales Manager clicks Approve or Flag in Slack each pay period before payroll runs
Manual CRM exports, data cleaning, rate lookups, commission calculations, payroll data entry, Xero journal posting, and individual rep notifications
FullSpec
Monitor automation runs, resolve any API or connectivity issues, apply updates if tool APIs change, and provide support via support@gofullspec.com for any workflow questions or change requests
N/A
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05What success looks like
Here is what to expect at each stage after go-live. These milestones are based on a business running five to ten commissioned reps on a bi-weekly or monthly pay cycle.
Timeframe
What to expect
Sign of success
Week 1
The first automated pay period run completes. The Deal Ingestion Agent pulls all closed-won deals from HubSpot, the Commission Calculation Agent produces a payout summary in Google Sheets, and the Sales Manager receives a Slack approval request. The Finance Analyst cross-checks the output against the last manual run.
Payout summary matches manual figures; manager approves via Slack; Gusto and Xero entries are created without manual input
Month 1
Two to three pay cycles have run without manual intervention. Any edge cases caught during the parallel run have been resolved. The Finance Analyst is no longer spending six to eight hours per cycle on calculation work. Reps receive their breakdown the same day the period closes.
Finance Analyst time on commission prep drops to under 45 minutes per cycle; zero manual data entry into Gusto or Xero; no payout disputes raised by reps
Month 3
The automation has run reliably across multiple periods. The audit trail in Google Sheets links every payout line to a source deal ID. The commission rate table update process is routine and understood by the team. The manual spreadsheet process has been fully retired.
Commission dispute rate below 5 percent; 100 percent of payout lines traceable to a deal record; Finance Analyst no longer involved in calculation work at all
Next step: To get the build started, gather the tool credentials listed in Section 03 and share them with the FullSpec team at support@gofullspec.com. FullSpec will schedule the Connect session, review your commission rate table, and confirm the delivery timeline within one business day of receiving access.
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