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Launch Plan
End of Month Close Automation
[YourCompany.com] · Finance Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything that happens between now and go-live. It covers what is being built, how the build is structured, what FullSpec needs from you to get started, what your team does once the automation is running, and how to know whether it is working. FullSpec handles the entire build, testing, and deployment end to end. Your role is to provide tool access, confirm one configuration decision before the build begins, and review outputs at the agreed checkpoints.
01What you're launching
Every month the same close cycle repeats: the bookkeeper chases receipts by email, downloads bank statements manually, sorts supplier documents, codes transactions in Xero, works through an accruals spreadsheet, and then the controller assembles the management accounts pack from scratch before the Finance Manager can sign it off. By the time the data is clean enough to act on, three to five working days have already gone. This automation replaces the repetitive, error-prone steps in that cycle with three purpose-built agents that run on a fixed schedule. The bookkeeper retains one focused review step: clearing flagged exceptions before the close is confirmed. Everything else runs automatically.
Process
End of Month Close
Trigger
Automation platform detects the final business day of the month and starts the close workflow automatically. No manual kick-off required.
Final output
An approved management accounts pack exported as a PDF and distributed to all stakeholders via Gmail, with a Slack notification confirming delivery.
Agents being built
3 agents: Chase and Notification Agent, Reconciliation Agent, Accruals and Reporting Agent
Tools involved
Xero, Google Sheets, Gmail, Slack, Hubdoc, Dext
Volume
Approximately 1 full close cycle per month, covering 200 to 600 transactions
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02How the build works
The build follows four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined owner, a clear set of actions, and a handoff point before the next stage begins. FullSpec runs the technical work at every stage. Your involvement is limited to providing access, reviewing outputs at defined checkpoints, and confirming the Finance Manager sign-off step is working as expected during the test cycle. The total estimated delivery window is 5 to 7 weeks from the close of Connect.
Complexity level: Moderate. Estimated delivery window: 5 to 7 weeks in business days. The delivery clock starts at the close of Connect, not payment. Work begins once tool access is confirmed and the configuration decision in Section 03 is resolved.
1Connect
Business days 1 to 5
FullSpec
Maps the current close checklist in detail, audits the Xero chart of accounts, reviews the accruals schedule structure, and confirms API access and OAuth configuration for all connected tools. Produces a scoped build brief and flags any blockers before work begins.
You
Share admin access to Xero, Google Sheets, Gmail, Slack, Hubdoc, and Dext. Confirm the accruals schedule is in a consistent format in Google Sheets. Answer any scoping questions from the FullSpec team within 1 business day.
2Build
Business days 6 to 30
FullSpec
Builds all three agents in sequence: (1) Chase and Notification Agent with Gmail templates, Slack notifications, and 24-hour reminder logic; (2) Reconciliation Agent connecting Xero, Hubdoc, and Dext with matching rules and a Google Sheets exceptions output; (3) Accruals and Reporting Agent with journal posting to Xero and automated management accounts pack generation. Each agent is unit-tested before the next is started.
You
Review and approve the Gmail chase email templates before they go live. Confirm the column structure of your accruals schedule if FullSpec identifies any inconsistencies during the build. No technical input is required.
3Test
Business days 31 to 35
FullSpec
Runs the full automation alongside one manual close cycle (parallel run). Validates that chase notifications send correctly, reconciliation exceptions are written to Google Sheets as expected, accruals post to the correct Xero accounts, and the management accounts pack matches the manually prepared version. Fixes any edge cases identified during the parallel run.
You
Your bookkeeper completes their normal manual close in parallel. Your Finance Manager reviews the automated pack against the manual pack and confirms the outputs match. Flag any discrepancies to the FullSpec team via support@gofullspec.com within 2 business days of receiving the test pack.
4Launch
Business days 36 to 37
FullSpec
Switches the automation to live mode, hands over the SOP and monitoring dashboard to the finance team, and confirms the first live close trigger is scheduled correctly. Remains available for the first live close cycle to resolve any unexpected issues.
You
Your team acknowledges the SOP handover and confirms the first live close date. The bookkeeper monitors the exceptions list during the first live cycle and notifies FullSpec via support@gofullspec.com if any output looks unexpected.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from your team. The table below lists each tool, what access is needed, and when it must be provided. All credentials should be shared before Connect closes so the build clock can start without delay.
Xero
Admin-level OAuth access so FullSpec can configure the API connection, read transaction data, and post journal entries. Confirm your Xero subscription includes API access (Xero Accounting plan or above).
Before Connect closes
Google Sheets
Editor access to the accruals schedule file and the exceptions review sheet. Share the relevant files with the FullSpec service account email provided at Connect.
Before Connect closes
Gmail
A connected Google Workspace account with permission to send from the bookkeeper's address (or a shared finance inbox). OAuth consent via Google Workspace admin.
Before Connect closes
Slack
A Slack workspace admin to install the FullSpec automation app and grant permission to post to the relevant finance and department channels.
Before Connect closes
Hubdoc
Admin login credentials or an API key from the Hubdoc account settings page. Required so the reconciliation agent can pull supplier documents.
Before Connect closes
Dext
API key from the Dext account settings panel. Required alongside Hubdoc for the reconciliation agent's document matching logic.
Before Connect closes
One decision you must confirm before Connect closes: Is your accruals schedule in a consistent, structured format in Google Sheets, with the same columns used every month? The Accruals and Reporting Agent reads this file directly to calculate journal entries. If the format varies month to month or is currently managed ad hoc, it must be standardised before the build begins. FullSpec can provide a template if needed, but the data migration into that template is your team's responsibility. Confirming this early prevents a delay at the start of week 3.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / finance team)
The bookkeeper reviews the exceptions list in Google Sheets after the reconciliation agent runs, resolves any flagged items, and signs off before the close is finalised. The Finance Manager reviews and approves the management accounts pack before it is distributed. Either role contacts FullSpec at support@gofullspec.com if an output looks unexpected or a tool connection breaks.
Chasing receipts and expense claims by email; downloading bank and card statements manually; coding uncategorised transactions in Xero; copying figures from Xero into the management accounts template; emailing the report to stakeholders individually.
FullSpec
Monitors the automation platform for failures and connection errors. Maintains API integrations as tool versions update. Responds to support queries at support@gofullspec.com. Reviews monitoring dashboard alerts and resolves issues that fall outside the finance team's SOP.
Not applicable. FullSpec's role is ongoing platform maintenance and support, not a task the finance team takes over.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1 (first live close)
The Chase and Notification Agent sends receipt and expense chase messages automatically on the last business day of the month. The reconciliation agent runs after the chase window closes and produces an exceptions list in Google Sheets. The bookkeeper reviews and resolves exceptions. The accruals and reporting agent posts journals and generates the management accounts pack. The Finance Manager reviews and approves the pack.
The management accounts pack is ready for Finance Manager review within 1 to 2 business days of period end, compared to the previous 5 to 7 days. No chase emails composed manually. Exceptions list is clear and structured.
Month 1 (second and third live closes)
The reconciliation agent's confidence in transaction coding improves as it learns from the bookkeeper's exception resolutions. The exceptions list gets shorter as Xero coding rules are reinforced. The accruals agent runs without any manual intervention if the accruals schedule is maintained correctly. Report distribution is fully automated following Finance Manager approval.
Manual hours per month-end fall from 44 hours toward the target of 8 hours. Reconciliation exceptions reduce in volume. Zero manual report distribution emails sent. The finance team's close calendar compresses to 1 to 2 business days.
Month 3 (steady state)
The close runs predictably on schedule every month. The bookkeeper's active involvement is limited to the exceptions review window. The Finance Manager receives the pack automatically and approves or returns it via the built-in checkpoint. The automation platform's monitoring dashboard shows a clean run history with no missed triggers.
Reconciliation accuracy at or above 98%. Management report delivered by day 2 after period end consistently. Annual staff cost of close tracking toward $10,800, down from $39,600. The finance team is no longer the bottleneck in the close cycle.
Next step: share tool access for all six platforms listed in Section 03 and confirm the accruals schedule format with the FullSpec team. Once both are in place, FullSpec will schedule the Connect session and the delivery clock will start. Reach out at any point to support@gofullspec.com with questions.
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