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Launch Plan
Fulfilment Performance Reporting
[YourCompany.com] · Fulfilment Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything that happens between now and go-live for the Fulfilment Performance Reporting automation. It covers what is being built, how FullSpec runs the build, what you need to provide, and what your day-to-day involvement looks like once the automation is live. FullSpec handles all technical work end to end. Your role is limited to sharing tool access, confirming a small number of configuration decisions, and reviewing the first few AI-written commentary drafts before distribution.
01What you're launching
Right now, an ops manager spends four to six hours every reporting cycle logging into Shopify, ShipStation, and Xero, downloading separate CSV exports, aligning them manually in a Google Sheet, recalculating KPIs by hand, writing variance commentary, and distributing the finished report via Gmail and Slack. Errors creep in whenever a source platform changes its export format, and reports routinely land a day late. This automation replaces all of that manual work with three purpose-built agents that run on a fixed schedule, calculate every KPI from live API data, draft the commentary automatically, and deliver the report to the right people without anyone opening a spreadsheet.
Process
Fulfilment Performance Reporting
Trigger
Scheduled timer fires at the close of each reporting period (e.g. Monday 7 a.m.) to start the automated run
Final output
A KPI summary posted to Slack and a full report PDF emailed via Gmail to all configured recipients, with a historical log row added automatically in Google Sheets
Agents being built
3 agents: Data Collection Agent, KPI and Commentary Agent, Report Distribution Agent
Tools involved
Shopify, ShipStation, Xero, Google Sheets, Slack, Gmail
Volume
Approximately 4 reports per month, covering 200 to 800 orders per cycle
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02How the build works
FullSpec runs the build across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of activities owned either by the FullSpec team or by you. The total estimated delivery window is four weeks of business days from the close of Connect. The Build stage itself is split across three sub-builds, one per agent, running in sequence so that each agent is tested before the next one is wired in. You will receive a brief update at the end of each stage so you always know where things stand.
Complexity level: Moderate. This build involves three separate API integrations (Shopify, ShipStation, and Xero), an AI commentary step, and two distribution channels. Estimated delivery is 4 weeks of business days. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 5
FullSpec
Runs the Connect session with you, confirms the reporting schedule and KPI targets, documents the agreed thresholds for variance flagging, and prepares the credential intake checklist for all three platforms.
You
Attend the Connect session (30 to 60 minutes), confirm which KPIs and thresholds matter most, and begin gathering read-only API credentials for Shopify, ShipStation, and Xero. Share credentials securely before Connect closes.
2Build
Business days 6 to 15
FullSpec
Builds the Data Collection Agent (days 6 to 8), confirms data lands cleanly in the Google Sheet template, then builds the KPI and Commentary Agent (days 9 to 11) and tests it against real historical data, then builds the Report Distribution Agent (days 12 to 14) and connects Slack and Gmail delivery.
You
Provide sample historical data if requested, confirm the Google Sheet template layout suits your team, and respond to any questions about KPI target values or recipient lists within one business day.
3Test
Business days 16 to 18
FullSpec
Runs two full end-to-end reporting cycles using live data, verifies all KPI figures against a manual check, confirms Slack posts and Gmail emails land correctly, and documents any edge cases found during testing.
You
Review the two test reports, confirm the KPI figures look correct against your own records, check that the AI commentary reads sensibly, and give written sign-off before Launch begins.
4Launch
Business days 19 to 20
FullSpec
Sets the automation live on the confirmed schedule, monitors the first two live runs, confirms all outputs land as expected, and delivers the SOP Runbook and any remaining documentation to your team.
You
Confirm the first live report looks correct, notify your team that the new automated report is now the source of truth, and archive any old manual reporting templates.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your side. Everything below is a standard credential or permission that already exists in each platform. You do not need to create new accounts or change any platform settings beyond enabling read-only API access where it is not already active.
Shopify
A read-only API key and secret from the Shopify Admin, with access to Orders and Products. This can be created under Settings > Apps and sales channels > Develop apps.
Before Connect closes
ShipStation
A ShipStation API key and API secret, available under Account Settings > API Settings. Read-only access to Shipments and Orders is sufficient.
Before Connect closes
Xero
OAuth 2.0 authorisation for your Xero organisation, scoped to read-only access for Credit Notes and Invoices. FullSpec will send a secure authorisation link to complete this in two clicks.
Before Connect closes
Google Sheets
Editor access (via Google account share) to the Google Sheet that will serve as the KPI calculation template and historical log. FullSpec will set up the sheet structure.
Before Connect closes
Slack
Permission to install the automation as an app in your Slack workspace and the name of the channel where KPI summaries should be posted.
Before Connect closes
Gmail
OAuth 2.0 authorisation for the Gmail account that will send the report emails. FullSpec will provide a secure authorisation link. No password sharing is required.
Before Connect closes
The one configuration decision you must confirm before Connect closes: the KPI thresholds that trigger a variance flag in the AI commentary. Specifically, you need to agree on the target values for on-time dispatch rate, fill rate, average dispatch lead time, and returns rate. If these are not confirmed, the commentary agent cannot be calibrated and the Build stage will be delayed. Bring your current targets or your best estimate to the Connect session and FullSpec will document them.
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04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / ops manager)
Spend approximately 5 minutes reviewing the AI-drafted commentary before the report is distributed (recommended for the first 4 to 6 weeks). Update KPI targets or the recipient list in the runbook when they change. Notify FullSpec via support@gofullspec.com if a platform credential is rotated or a tool is switched.
Manual CSV exports from Shopify, ShipStation, and Xero. Pasting and aligning data in spreadsheets. Calculating KPIs by hand. Writing variance commentary from scratch. Formatting and distributing the report. Updating the historical performance log.
FullSpec
Monitors the automation for failures and alerts. Resolves any API or platform changes that break the data feed. Applies updates when platform APIs change their response format. Available at support@gofullspec.com for any issues.
Nothing on the build side is handed over to you. FullSpec retains ownership of the automation infrastructure for the life of the engagement.
05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first automated report runs on schedule and lands in Slack and Gmail inboxes without any manual action. The ops manager reviews the AI commentary and may make minor edits, taking around 5 minutes rather than 25.
Report delivered on time, KPI figures match a manual spot-check, and no one had to open a CSV.
Month 1
All four weekly reports for the month have run without intervention. The team is reading KPIs on the morning of period close rather than one to two days later. Any variance flags in the commentary have prompted a genuine conversation rather than being missed entirely.
Zero late reports, zero manual exports, and at least one flagged exception acted on by the team.
Month 3
The ops manager has recovered approximately 60 hours of working time across the quarter. Commentary quality is consistent enough that the review gate may be removed or shortened. The historical performance log has built up three months of clean, comparable data.
Roughly 65 hours saved, 99%+ data accuracy, and a historical log the team trusts enough to use for trend analysis.
Next step: the FullSpec team will send a calendar invite for the Connect session within one business day. To prepare, locate your Shopify and ShipStation API settings pages and identify the current KPI targets your team reports against. If you have any questions before Connect, reach out to support@gofullspec.com and a member of the FullSpec team will respond promptly.
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