FS-DOC-01Operations
Launch Plan
Order Processing & Fulfilment
[YourCompany.com] · Fulfilment Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for what is being built, how the build unfolds, and what you need to do at each stage. FullSpec handles all design, configuration, testing, and go-live work end to end. Your role is to provide tool access, confirm one key configuration decision before the build starts, and review outputs at the end of each stage. Nothing in this document requires technical knowledge.
01What you're launching
Right now, every paid Shopify order triggers a chain of manual steps: checking stock in Cin7, creating an invoice in Xero, booking a courier in StarShipIt, printing a label, updating Shopify, emailing the customer, and posting a Slack notification. A fulfilment coordinator touches six different tools per order, re-keying the same data each time. At around 280 orders per month that adds up to nine hours of avoidable admin every week. This automation collapses that chain into two agents that run the moment a paid order lands, from stock check through to customer notification, without anyone at a keyboard. The two steps that stay manual are physical picking and packing, and applying the printed label, because those require hands on the product.
Process
Order Processing & Fulfilment
Trigger
A paid order is created in Shopify
Final output
Order marked fulfilled in Shopify with tracking number, Xero invoice created, courier label generated via StarShipIt, shipping confirmation sent to customer via Gmail, and dispatch notification posted to Slack
Agents being built
2 agents: Order Intake Agent and Fulfilment Dispatch Agent
Tools involved
Shopify, Cin7, Xero, StarShipIt, Gmail, Slack
Volume
~280 orders/month (approximately 70 orders/week)
Launch PlanPage 1 of 4
FS-DOC-01Operations
02How the build works
FullSpec runs the build across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for the FullSpec team and a small number of inputs or approvals required from you. The stages are designed so that your time commitment is front-loaded into Connect, leaving you free to run the business while FullSpec builds. No stage begins until the previous one is complete, which keeps the scope clean and avoids rework.
Complexity level: Moderate. Estimated delivery: 5 weeks (25 business days) from the close of Connect. The delivery clock starts at the close of Connect, not payment. Connect is the stage where API access and courier rules are confirmed. Until those inputs are in place, the build cannot begin.
1Connect
Estimated time: Days 1 to 5 (1 business week)
FullSpec
Send the credential request checklist and onboarding form. Run the stack audit across Shopify, Cin7, Xero, StarShipIt, Gmail, and Slack. Document existing courier service rules and confirm stock-check thresholds with your operations manager. Identify any Shopify notification settings that could cause duplicate customer emails.
You
Provide API keys and login credentials for each tool (see Section 03). Confirm which courier service rules apply and share any product-type or destination-based routing exceptions. Confirm the email template to use for shipping notifications.
2Build
Estimated time: Days 6 to 20 (weeks 2 to 4)
FullSpec
Build the Order Intake Agent: Shopify paid-order trigger, Cin7 stock lookup for each SKU, and Slack exception alert for short-stock orders. Then build the Fulfilment Dispatch Agent: Xero invoice creation, StarShipIt courier booking and label retrieval, Shopify tracking update, Gmail shipping confirmation, and Slack dispatch notification. Test each agent in isolation with sample order data before connecting them end to end.
You
Remain available for one or two short questions during the build (typically answered by email). Review and approve the Gmail email template draft that FullSpec prepares for shipping confirmations.
3Test
Estimated time: Days 21 to 24 (week 5, parallel run)
FullSpec
Run the full automation alongside the existing manual process for a minimum of one week. Verify invoice accuracy in Xero, label correctness in StarShipIt, tracking number propagation in Shopify, and customer email delivery via Gmail. Test out-of-stock routing to confirm Slack alerts fire correctly. Confirm no duplicate customer emails are sent.
You
Continue running the manual process as normal during the parallel run period. Review the test order results shared by FullSpec and confirm outputs match expectations before sign-off. Flag any courier or invoice discrepancies immediately so they can be resolved before go-live.
4Launch
Estimated time: Day 25 (end of week 5)
FullSpec
Decommission the manual steps replaced by the automation. Activate monitoring and failure alerts so any failed automation run is surfaced immediately. Deliver the full SOP and runbook to your operations team covering exception handling, re-running failed orders, and updating courier rules. Confirm all agents are live and processing real orders correctly.
You
Confirm with your fulfilment coordinator that the manual steps are no longer needed for standard orders. Share the runbook with relevant team members. Redirect the time saved (nine hours per week) toward higher-value fulfilment activities.
Launch PlanPage 2 of 4
FS-DOC-01Operations
03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your side. All configuration, mapping, and testing is handled by the FullSpec team. The table below lists exactly what is needed from each tool and when. Providing these before Connect closes means the build can start on schedule without delay.
Shopify
A custom app API key with read access to orders and write access to fulfilment and tracking. Confirm whether Shopify's own fulfilment notification emails are currently active.
Before Connect closes
Cin7
API key from the Cin7 account settings (Settings > Integrations > API). Read access to stock levels by SKU is the minimum required scope.
Before Connect closes
Xero
OAuth 2.0 connection authorised by an account owner or administrator. The connected user must have permission to create invoices and read contacts.
Before Connect closes
StarShipIt
StarShipIt API key (found under Settings > API in your StarShipIt account). Documented courier service rules including any product-type or postcode-based routing decisions.
Before Connect closes
Gmail
A Google account authorised via OAuth 2.0 to send email on behalf of the fulfilment address. Provide the approved shipping confirmation email template or confirm the one FullSpec drafts.
Before Connect closes
Slack
A Slack bot token with permission to post to the fulfilment channel and any exception or alerts channel. Confirm the exact channel names to use.
Before Connect closes
Key decision required before Connect closes: You must confirm your StarShipIt courier selection rules before the Fulfilment Dispatch Agent can be built. Specifically, FullSpec needs to know whether courier choice is based on parcel weight, destination postcode, product type, or a combination, and whether any orders should always use a nominated carrier regardless of rules. Without this confirmed, the dispatch agent cannot book couriers reliably and the build will pause until it is provided.
04Your role once live
Once the automation is live, day-to-day fulfilment admin drops away almost entirely for standard orders. The table below sets out what each party is responsible for on an ongoing basis.
Role
Ongoing responsibilities
What you no longer touch
You (business owner)
Review Slack exception alerts for any out-of-stock orders that need manual intervention. Keep Cin7 stock data accurate so the stock-check logic works correctly. Update courier rules in StarShipIt when carrier rates or services change. Monitor Xero invoices periodically to confirm amounts and customer mapping look correct.
Checking Shopify for new orders, creating Xero invoices manually, logging into StarShipIt to book each courier, entering tracking numbers in Shopify, composing and sending individual shipping emails, posting Slack dispatch notes by hand, manually adjusting Cin7 stock after each dispatch.
FullSpec
Monitor automation health and failure alerts. Investigate and resolve any failed runs reported through the monitoring layer. Apply fixes to agent logic if Shopify, Cin7, Xero, StarShipIt, or Gmail make API changes that break existing connections. Provide support via support@gofullspec.com for any questions or edge cases that arise.
Not applicable. FullSpec does not participate in the physical fulfilment workflow.
Launch PlanPage 3 of 4
FS-DOC-01Operations
05What success looks like
The table below gives you a clear picture of what to expect at each milestone after go-live. These markers are drawn from the confirmed process metrics and the savings projections built on your order volume of 280 orders per month.
Timeframe
What to expect
Sign of success
Week 1
The automation is processing live orders end to end. Your fulfilment coordinator is no longer logging into StarShipIt or composing individual shipping emails. Slack exception alerts are firing for any out-of-stock orders so nothing slips through. Some minor adjustments to courier rules or email template wording may be made by FullSpec based on early order results.
All standard orders are moving from paid to fulfilled in under 15 minutes without manual input. No duplicate customer emails. Xero invoices are being created automatically and matching Shopify order totals.
Month 1
The team has settled into the new rhythm. Exception handling via Slack is routine and understood by the fulfilment team. Approximately 35 to 40 hours of manual admin time has been returned to the business compared to the same period before go-live. The coordinator is spending time on tasks that actually move the business forward rather than re-keying order data.
Weekly admin time on fulfilment has dropped from 9 hours to under 1 hour. Customer notification rate is at or near 100 percent. Courier booking errors are at or near zero. The team is confident using the SOP and runbook without needing to contact FullSpec for routine questions.
Month 3
The automation is fully embedded in the operation. Approximately 113 hours of staff time has been saved since go-live, representing around $5,250 in recovered overhead at your current hourly rate. The build cost of $7,000 is tracking toward full payback within the four-month window projected at scoping. Courier accuracy and customer notification rates are consistently above target KPIs.
Order-to-ship turnaround is consistently under 15 minutes. Annual savings are on track to reach $21,000 by the 12-month mark. The business is absorbing order volume growth without adding headcount to the fulfilment function. Any edge cases identified during Month 1 have been resolved and the agents are running without intervention.
Next step: To get started, contact the FullSpec team at support@gofullspec.com and reference your process name (Order Processing & Fulfilment). FullSpec will send the Connect onboarding form and credential checklist within one business day. Gather your API keys for Shopify, Cin7, Xero, StarShipIt, Gmail, and Slack, and have your StarShipIt courier rules documented and ready before your first Connect call. The sooner Connect closes, the sooner the build clock starts.
Launch PlanPage 4 of 4