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Launch Plan
Tax Preparation Workflow
[YourCompany.com] · Finance Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your guide to getting the Tax Preparation Workflow live. It covers exactly what is being built, how the four build stages work, what FullSpec needs from you to get started, and what your role looks like once the automation is running. FullSpec handles all technical configuration, testing, and deployment. Your role is to provide tool access, confirm one key configuration decision before the build begins, and review outputs during the test stage.
01What you're launching
Every quarter, the same scramble begins: receipts buried in inboxes, uncategorised transactions sitting in QuickBooks, and missing vendor statements that hold up the accountant. This automation connects QuickBooks, Hubdoc, Gmail, Google Drive, Slack, and DocuSign to handle the entire preparation cycle without manual intervention. Three agents detect document gaps, coordinate receipt collection, and assemble the final package for sign-off. The bookkeeper's role shrinks to resolving a small number of unmatched exceptions, typically under 30 minutes per cycle, rather than driving the entire process from scratch each time.
Process
Tax Preparation Workflow
Trigger
A tax period end date falls within 30 days, or a designated preparation window opens (scheduled or manual)
Final output
A completed, signed-off tax document package in Google Drive, with a DocuSign sign-off from the business owner and a Slack notification confirming readiness for the accountant
Agents being built
3 agents: Document Gap Detector, Receipt Collection Coordinator, Package Builder and Dispatcher
Tools involved
QuickBooks, Hubdoc, Gmail, Google Drive, Slack, DocuSign
Volume
Approximately 4 tax preparation cycles per year, each spanning 2 to 4 weeks
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02How the build works
The build runs across four stages: Connect, Build, Test, and Launch. FullSpec leads every technical step at every stage. You are involved at two points: supplying tool credentials during Connect, and reviewing live outputs during Test. The Build and Launch stages require nothing from you beyond being available to answer questions. The four stages together are estimated at 4 to 5 weeks of calendar time from the close of Connect.
Complexity level: Moderate. The Standard build connects six tools with API credentials, webhook configuration, and document matching logic, and is estimated at 38 hours of build effort across 4 to 5 weeks. The delivery clock starts at the close of Connect, not payment. Delays in providing QuickBooks API credentials, Hubdoc access, or DocuSign envelope templates are the most common reasons timelines extend.
1Connect
Estimated time: Days 1 to 3
FullSpec
Sends a credential request checklist covering QuickBooks OAuth setup, Hubdoc account access, Gmail sending permissions, Google Drive folder structure, Slack workspace connection, and DocuSign account details. Schedules a 30-minute kick-off call to walk through any questions.
You
Provides login credentials or API keys for each tool using the checklist FullSpec sends. Confirms the document checklist structure for each tax period type. No technical knowledge is needed: FullSpec guides you through each step on the call.
2Build
Estimated time: Days 4 to 22
FullSpec
Builds all three agents in sequence: Document Gap Detector (QuickBooks export to gap analysis), Receipt Collection Coordinator (Gmail templates, Hubdoc matching rules, Slack alerts), and Package Builder and Dispatcher (Google Drive assembly and DocuSign routing). Each agent is tested against prior-period data before the next is started.
You
Available to answer questions about document naming conventions, approval routing, or any business rules that arise during configuration. No action is required unless FullSpec contacts you with a specific question.
3Test
Estimated time: Days 23 to 30
FullSpec
Runs the full workflow end to end alongside your manual process for one preparation cycle. Tests gap detection accuracy, receipt matching edge cases (including low-quality images), Gmail delivery, Slack alert triggering, and DocuSign routing. Resolves any edge cases before sign-off.
You
Reviews the outputs at the end of the parallel run: checks that the Google Drive package matches expectations, confirms the DocuSign routing goes to the right approver, and flags anything that does not reflect your real process. One review session of approximately 30 minutes is expected.
4Launch
Estimated time: Days 31 to 35
FullSpec
Switches the automation to live mode for the first real preparation cycle. Monitors the run closely, confirms all triggers fire correctly, and is available to resolve any issues in real time. Delivers the SOP runbook and hands off to your finance team.
You
Notifies the bookkeeper and finance manager that the automation is live. Directs any exception items to Slack rather than managing them by email. Confirms that the first completed package in Google Drive meets your standard before it goes to the accountant.
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03What FullSpec needs from you
Getting the automation live requires only access to your existing tools. No technical knowledge is needed on your side. FullSpec will send a credential checklist before the Connect call and walk you through each item. The table below lists every tool, what is needed, and when it is needed by.
QuickBooks
OAuth credentials set up by the account administrator; active QuickBooks Online subscription confirmed
Before Connect closes
Hubdoc
Login credentials or admin access to the Hubdoc account used for receipt capture
Before Connect closes
Gmail
A Gmail account (or Google Workspace account) authorised to send on behalf of the bookkeeper, with permission to connect third-party apps
Before Connect closes
Google Drive
Admin access to the Drive folder structure used for tax document storage; confirmation of the intended folder naming convention
Before Connect closes
Slack
Workspace admin permission to add an incoming webhook or bot integration to the designated finance channel
Before Connect closes
DocuSign
Account login and access to the envelope template builder; the name and email of the person who signs off the final return
Before Connect closes
One decision to confirm before Connect closes: DocuSign envelope templates must be configured once per entity and reviewed by your accountant before go-live. You need to confirm how many distinct entities or filing types the business prepares for (for example, a single company versus separate LLCs or multiple state filings) so FullSpec can set up the correct number of templates. If this is not confirmed during Connect, the Package Builder and Dispatcher cannot be completed and the build timeline will extend.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / finance team)
Review and resolve exception items flagged in Slack by the Receipt Collection Coordinator (typically under 30 minutes per cycle). Confirm the completed Google Drive package before it is sent to the accountant. Sign off on the final return via DocuSign when the request arrives.
Manually exporting QuickBooks reports. Chasing employees for receipts by email. Downloading, renaming, and filing incoming documents. Assembling the tax package from scratch. Tracking which documents have been collected versus what is still missing.
FullSpec
Monitors the automation for failures or unexpected behaviour. Responds to issues reported to support@gofullspec.com. Applies updates if tool APIs change or new filing types need to be added. Provides the SOP runbook for your finance team to follow.
Not applicable: FullSpec does not handle your tax preparation tasks directly. FullSpec maintains and supports the automation that handles those tasks for you.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1 (first live cycle)
The automation triggers on schedule, pulls the QuickBooks export, identifies document gaps, and sends receipt request emails without any manual prompting. Some exception items will likely appear in Slack as the matching thresholds calibrate to your real data.
The bookkeeper resolves all Slack exceptions in under 30 minutes and the Google Drive package is assembled automatically before the end of the week.
Month 1
Receipt matching accuracy improves as Hubdoc calibrates to your typical receipt formats. The number of Slack exceptions per cycle begins to fall. The accountant receives the package without a back-and-forth email chain.
Fewer than 10 exception items per cycle in Slack. Package delivery to accountant within 3 to 5 days of the preparation window opening, versus the previous 2 to 4 weeks.
Month 3
The workflow runs consistently across multiple cycles with minimal intervention. Receipt auto-match rate reaches 95% or above. The bookkeeper's involvement per cycle is limited to a single short exception review session.
Approximately 425 hours of bookkeeper time saved over the year is on track. Annual staff cost for this process is reduced from $11,050 to approximately $1,300. Payback on the build cost is reached within 5 months.
Next step: The FullSpec team will send your credential checklist within one business day. Once all tool access is confirmed, the Connect stage closes and the build clock starts. If you have any questions before then, contact the team at support@gofullspec.com.
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