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Launch Plan
Invoice Generation and Delivery
[YourCompany.com] · Finance Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for how the Invoice Generation and Delivery automation is being built, what FullSpec handles at each stage, and what your team needs to do and when. It covers the four build stages from Connect through to go-live, the credentials and decisions needed before build begins, and what the first three months of live operation should look like. You do not need any technical knowledge to follow this document.
01What you're launching
Right now, a bookkeeper spends roughly 96 minutes per invoice batch identifying completed jobs, re-entering line items into Xero, applying the correct payment terms, emailing the client, and then updating HubSpot and a Google Sheet by hand. Invoices regularly go out one to three days after a job is complete, pushing cash flow out by weeks. This automation eliminates that manual chain. The moment a HubSpot deal is moved to Closed-Won or Complete, two agents take over: the Invoice Builder Agent creates a correctly populated draft invoice in Xero ready for a one-click review, and the Delivery and CRM Sync Agent fires after approval to send the invoice, update the CRM, log the row in Google Sheets, and post a Slack confirmation. The finance lead keeps a single review step. Everything else is handled automatically.
Process
Invoice Generation and Delivery
Trigger
A HubSpot deal is moved to the Closed-Won or Complete stage
Final output
Invoice sent to client via Gmail, HubSpot deal updated, Google Sheets log appended, and Slack confirmation posted to the finance channel
Agents being built
2 agents: Invoice Builder Agent and Delivery and CRM Sync Agent
Tools involved
HubSpot, Xero, Gmail, Google Sheets, Slack
Volume
~90 invoices/month, triggered on every completed job or approved quote
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02How the build works
FullSpec builds, tests, and launches the automation end to end. Your team does not need to configure any tools or write any logic. The build is divided into four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions, a clear owner for every task, and a defined window in business days. Your main responsibilities are providing credentials and a single configuration decision during Connect, and completing the review and sign-off tasks during Test. FullSpec handles everything in between.
Complexity level: Moderate. Estimated delivery window: 16 to 20 business days. The delivery clock starts at the close of Connect, not payment. Connect cannot close until all required credentials and the payment terms mapping decision have been confirmed by your team.
1Connect
Business days 1 to 3
FullSpec
Send the credential request checklist, schedule a 30-minute kick-off call, map HubSpot deal fields to Xero invoice fields, confirm the tax code and payment terms logic, and document the mapping table.
You
Provide HubSpot, Xero, Gmail, Google Sheets, and Slack credentials or admin access. Confirm the name of the finance lead who will review draft invoices. Review and sign off the payment terms mapping table.
2Build
Business days 4 to 12
FullSpec
Build the HubSpot deal stage trigger, configure the Invoice Builder Agent to fetch deal and client data and create the Xero draft invoice with correct line items, tax codes, and payment terms. Then build the Delivery and CRM Sync Agent to listen for Xero approval, send the invoice via Gmail, update the HubSpot deal stage, append the Google Sheets tracking row, and post the Slack confirmation.
You
Remain available to answer questions about edge cases in your invoice data, such as multi-line jobs or clients on non-standard terms. No build action is required from your team during this stage.
3Test
Business days 13 to 18
FullSpec
Run 15 to 20 end-to-end tests using real or anonymised deal records, covering standard invoices, multi-line jobs, exception and correction flows, and edge cases. Share a test summary report and a short walkthrough video of the live flow with your team.
You
The finance lead reviews two to three test invoices in Xero to confirm the data is correct, approves or flags corrections, and provides written sign-off that the flow is ready to go live.
4Launch
Business days 19 to 20
FullSpec
Switch the automation to production, monitor the first five live invoice runs in real time, confirm all downstream updates are firing correctly, and deliver the full documentation suite including the SOP and Runbook.
You
Inform the finance team that the automation is live. The finance lead continues to review and approve draft invoices in Xero as normal. No other process changes are required on day one.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your team. The table below lists every credential or access item needed, and when it is needed. Providing these before Connect closes keeps the build on schedule and prevents delays to the delivery window.
HubSpot
Admin or Super Admin access so FullSpec can read deal properties, configure the deal stage trigger, and write the invoice reference back to the deal record.
Before Connect closes
Xero
Adviser-level access so FullSpec can create draft invoices, read contact and tax code settings, and listen for approval status changes.
Before Connect closes
Gmail
A Google Workspace account with permission to send on behalf of the billing address, or confirmation of the Gmail address to be used for invoice delivery.
Before Connect closes
Google Sheets
Editor access to the existing invoice tracking spreadsheet, or confirmation that a new sheet should be created.
Before Connect closes
Slack
Permission to add a bot to your workspace and the name or ID of the finance channel where confirmation messages should post.
Before Connect closes
Configuration decision required before Connect closes: Your team must confirm and sign off the payment terms mapping table. This table defines which payment terms (for example net 14, net 30, or upfront deposit) and which tax codes apply to each client type or contract tier. The Invoice Builder Agent cannot be built until this logic is documented and agreed. FullSpec will draft the table based on your Connect call, but the finance lead must review and confirm it before build begins.
04Your role once live
Once the automation is live, your team's involvement in the invoice process drops to a single review step. The table below sets out the ongoing responsibilities on each side and clarifies what your team no longer needs to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner and finance team)
The finance lead reviews and approves draft invoices in Xero (approximately 8 minutes per invoice). If a draft is incorrect, it is flagged and corrected in Xero before re-approval. Update the payment terms mapping table in Google Sheets if client terms change. Raise any issues with FullSpec at support@gofullspec.com.
Manually identifying completed jobs, re-entering line items into Xero, applying payment terms by hand, emailing invoices, logging send dates, notifying account managers, or updating HubSpot deal stages.
FullSpec
Monitor the automation for errors, maintain the integration connections between HubSpot, Xero, Gmail, Google Sheets, and Slack, apply updates when tool APIs change, and respond to support requests at support@gofullspec.com.
Not applicable. FullSpec does not participate in the invoice review or approval step. That remains with your finance lead.
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05What success looks like
The table below sets out what your team should observe at each milestone after go-live, and what each sign of success means in practice. If anything in the first week does not match the expected outcomes, contact FullSpec at support@gofullspec.com and the team will investigate the same day.
Timeframe
What to expect
Sign of success
Week 1
Every deal moved to Closed-Won or Complete triggers a draft invoice in Xero within minutes. The finance lead receives a Slack notification with a direct link to the draft. After approval, Gmail sends the invoice, HubSpot updates automatically, and a row appears in the Google Sheets log.
Zero manual invoice creation steps. Invoice delivery time drops from 1 to 3 days to under 30 minutes after job completion.
Month 1
Approximately 90 invoices processed through the automation. The finance lead's time on invoicing is limited to review and approval only. The Google Sheets log is consistently populated without anyone updating it manually. CRM deal stages reflect invoice status in real time.
Fewer than 1% of invoices require correction before approval. CRM accuracy rises toward 99%. The bookkeeper's invoice workload drops by approximately 5 hours per week.
Month 3
The automation is handling the full invoice volume reliably. Your team has confidence in the data flowing through the system. Any edge cases identified in Month 1 have been resolved. The finance lead may begin to consider whether the approval step can be scoped down to invoices above a certain value.
Approximately 65 staff-hours reclaimed in the quarter. Annual cost saving on track toward $13,000. Payback on the $4,200 build cost well within the 4-month benchmark.
Next step: To get started, FullSpec will send you the credential request checklist and a calendar invite for the Connect call within one business day of your confirmation. If you have any questions before then, contact the team at support@gofullspec.com.
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