FS-DOC-01Operations
Launch Plan
Purchase Approval Workflow
[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 unfolds, what FullSpec needs from you to get started, and what your ongoing role looks like once the workflow is live. FullSpec handles every part of the technical build, testing, and deployment. Your input is limited to granting tool access, confirming your approver rules, and reviewing the live workflow against your expectations. Read this document before your Connect session so you arrive ready to confirm the configuration decisions that unlock the build.
01What you're launching
You are automating the Purchase Approval Workflow: the end-to-end process that takes a staff member's spend request from submission through to an approved purchase order in Xero. Today, finance manually logs requests, looks up the correct approver, chases them by Slack or email when they do not respond, records the decision in a spreadsheet, raises the purchase order manually, and notifies the requester. Those ten steps are being reduced to one retained human action: a finance manager confirming the draft purchase order in Xero before it goes to the supplier. Everything else runs automatically.
Process
Purchase Approval Workflow
Trigger
A staff member submits a purchase request via Jotform
Final output
A draft purchase order created in Xero and an outcome notification sent to the requester via Gmail
Agents being built
3 agents: Request Intake Agent, Approval Routing Agent, PO Creation and Notification Agent
Tools involved
Jotform, Google Sheets, Slack, Gmail, Xero
Volume
Approximately 60 purchase requests per month
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02How the build works
The build follows four stages: Connect, Build, Test, and Launch. FullSpec leads every technical step within those stages. Your involvement is focused and time-bounded: confirming your approver rules and spend thresholds at Connect, making yourself available for a single review session during Test, and giving the go-ahead for Launch. The total build is estimated at 28 hours of FullSpec effort spread across a four-week window.
Complexity level: Moderate. This workflow involves multi-tier routing logic, a timed escalation step, and a live Xero integration, which places it above a simple single-step automation. The estimated delivery window is 15 to 18 business days. The delivery clock starts at the close of Connect, not payment.
1Connect
Estimated time: Days 1 to 3
FullSpec
Leads the Connect session, documents your spend threshold rules and approver hierarchy, maps the rules table structure that will drive routing logic, and confirms the final build scope in writing.
You
Attend the Connect session, provide or confirm your spend thresholds and approver names, grant access to Jotform, Google Sheets, Slack, Gmail, and Xero, and sign off the rules table before build begins.
2Build
Estimated time: Days 4 to 12
FullSpec
Builds the Request Intake Agent (Jotform to Google Sheets with validation and resubmit prompts), the Approval Routing Agent (threshold lookup, Slack interactive messages, 48-hour escalation timer, decision write-back), and the PO Creation and Notification Agent (Xero draft PO creation and Gmail outcome notifications for both approved and rejected paths).
You
Remain available to answer any clarifying questions about edge cases in your approver rules. No technical input is needed from you during this stage.
3Test
Estimated time: Days 13 to 15
FullSpec
Runs fifteen scripted test scenarios covering single and multi-tier approvals, rejections, escalation triggers, missing-field resubmits, and boundary amounts for each approval tier. Shares results with you for review.
You
Review the test results summary, confirm the workflow behaves as expected against your real spend rules, and flag any adjustments before the workflow goes live.
4Launch
Estimated time: Days 16 to 18
FullSpec
Switches the workflow to live, hands over the SOP and admin credentials, monitors the first week of live runs, and resolves any issues that surface in the early post-launch period.
You
Notify your team that purchase requests must now be submitted via the Jotform form, confirm the first live approval has completed as expected, and reach out to support@gofullspec.com if anything looks off.
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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. All configuration, connection, and testing is handled by FullSpec. The table below lists exactly what access is needed and when. All credentials should be ready before Connect closes so the build can begin without delay.
Jotform
Admin login or the ability to share the existing purchase request form and grant webhook access
Before Connect closes
Google Sheets
Editor access to the purchase register spreadsheet (or permission to create a new one in your Google Workspace)
Before Connect closes
Slack
A Slack workspace admin to approve the automation app installation and confirm which channels or direct messages approvers will receive requests in
Before Connect closes
Gmail
A Google account (service or shared inbox) authorised to send escalation and outcome notification emails on behalf of your finance team
Before Connect closes
Xero
A Xero user account with permission to create and view purchase orders, or a Xero admin who can grant API access during Connect
Before Connect closes
The one configuration decision you must confirm before Connect closes: your spend threshold rules and approver hierarchy. The Approval Routing Agent cannot be built until these rules are documented and agreed. If thresholds are currently informal or inconsistently applied, FullSpec will work through them with you during Connect. This is the single biggest factor in keeping the delivery timeline on track.
04Your role once live
Once the workflow is live, the day-to-day operation of purchase approvals requires very little from your team. The table below sets out clearly what remains with you and what FullSpec continues to cover.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / finance team)
Review and confirm draft purchase orders in Xero before they go to suppliers. Update the approver rules table in Google Sheets if spend thresholds or approver names change. Monitor the purchase register for any flagged exceptions. Direct your team to use the Jotform form for all new requests.
Manual logging of requests, looking up the correct approver, chasing approvers by Slack or email, recording decisions in the spreadsheet, manually raising purchase orders in Xero, notifying requesters of outcomes, and filing approval documentation.
FullSpec
Monitor the live workflow for errors or unexpected behaviour, apply fixes if any integration breaks, update the automation when tools change their APIs, and provide support at support@gofullspec.com for any operational issues.
N/A
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05What success looks like
The table below sets out realistic expectations for the first three months of live operation, so you know what to look for and when to consider the automation fully settled.
Timeframe
What to expect
Sign of success
Week 1
The workflow handles live purchase requests submitted via Jotform. Approvers receive Slack messages and respond using the inline buttons. FullSpec monitors every run and addresses any early issues within one business day.
At least five requests processed end-to-end without manual intervention. No approvals sitting unactioned beyond 48 hours without an escalation firing.
Month 1
Approximately 60 requests processed through the automated workflow. Finance time on approvals drops from 5 hours per week to under 30 minutes of PO confirmation and exception handling. The purchase register is fully populated with no manual entries required.
Zero requests logged manually by finance. Approval turnaround time averaging under 4 hours. Every approved request has a corresponding draft PO in Xero.
Month 3
The workflow is operating as steady-state infrastructure. Roughly 180 requests processed. Finance has recovered approximately 56 hours of staff time. The purchase register provides a clean audit trail with no gaps.
Annualised saving on track toward $13,000. Payback on the $4,500 build cost well underway ahead of the 4-month milestone. No manual chasing of approvers since go-live.
Next step: confirm your Connect session date with the FullSpec team. Bring your spend threshold rules and the names of every approver in your hierarchy. If those rules are not yet written down, FullSpec will help you work through them during Connect. Once Connect closes, the build starts immediately. Reach out at support@gofullspec.com with any questions before then.
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