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Launch Plan
Contractor & Freelancer Management
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan covers everything you need to know about how your Contractor & Freelancer Management automation is built, tested, and handed over to your team. It sets out what FullSpec handles at each stage of the build, what your team needs to provide, and what the live system should look like in the first three months. You do not need any technical knowledge to follow this plan. FullSpec manages the build end to end.
01What you're launching
You are automating the full contractor and freelancer management cycle: from the moment a new contractor engagement is confirmed through to signed agreements, filed compliance documents, and approved, scheduled payments. Today this process runs across email threads, spreadsheets, and manual inbox routing, costing your HR and finance team roughly 190 minutes of hands-on effort per contractor engagement. The automation replaces 10 of the 11 current manual steps with two purpose-built agents, leaving only a single human review step for invoice mismatches or documents the system cannot verify.
Process
Contractor & Freelancer Management
Trigger
A new contractor engagement form is submitted, or a new contact tagged as contractor is created in HubSpot; also triggered when a contractor submits an invoice.
Final output
A fully onboarded contractor record in HubSpot with a signed DocuSign agreement, all compliance documents filed in Google Drive, and an approved bill created and payment scheduled in Xero.
Agents being built
2 agents: Contractor Onboarding Agent and Invoice Processing Agent
Tools involved
HubSpot, DocuSign, Google Drive, Slack, Xero, Gusto
Volume
~12 contractor engagements/month, approximately 220 automation runs this month across onboarding and invoice events
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02How the build works
FullSpec delivers your automation across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined owner, a clear set of actions, and a gate that must be passed before the next stage begins. The build is rated Moderate complexity, reflecting the number of tools involved and the conditional invoice-matching logic between HubSpot, Xero, and Gusto. The total estimated build effort is 40 hours across a 5-week delivery window.
Complexity: Moderate. Delivery window: 15 business days (3 weeks of active build plus QA). The delivery clock starts at the close of Connect, not payment. Delays in providing tool access or DocuSign template setup are the most common reasons a delivery window extends.
1Connect
Business days 1 to 3
FullSpec
Runs a scoping call to confirm the final workflow, edge cases, and contractor volume. Prepares the credential intake checklist and sends access request instructions for all six tools.
You
Attend the scoping call (30 to 45 minutes). Provide admin-level access credentials or API keys for HubSpot, DocuSign, Google Drive, Slack, Xero, and Gusto. Confirm which DocuSign contract templates are ready and flag any that still need to be built.
2Build
Business days 4 to 12
FullSpec
Builds the Contractor Onboarding Agent first: HubSpot record creation, DocuSign dispatch, document collection email, Google Drive filing, and Slack reminder logic. Then builds the Invoice Processing Agent: invoice intake, rate-matching against HubSpot, Slack approval routing, and Xero bill creation with Gusto payment trigger. Runs internal smoke tests after each agent.
You
Remain available for quick questions (typically one or two short messages per week). Confirm contractor rate data is entered accurately in HubSpot so the invoice matching logic has a reliable source of truth. No action is required unless FullSpec flags a blocker.
3Test
Business days 13 to 15
FullSpec
Runs both agents through a full QA cycle covering: a standard onboarding run, a missing-document scenario, a slow-signer DocuSign case, a matched invoice approval, a mismatched invoice flag, and a payment confirmation in Xero. Documents all exception-handling paths and prepares the handover pack.
You
Review one live test run with FullSpec present (30 minutes). Confirm the Slack approval messages display correctly for your manager team. Sign off that the Google Drive folder structure matches your existing file naming convention.
4Launch
Business day 15 (go-live)
FullSpec
Switches the automation to live with your first real contractor batch. Monitors the first 48 hours of runs and addresses any issues that surface. Delivers the full document suite: SOP/Runbook, Integration and API Spec, Test and QA Plan, Developer Handover Pack, and Security and Compliance Checklist.
You
Point your next incoming contractor through the new workflow instead of the manual process. Notify the HR and finance team that manual steps 1 through 10 are replaced. Keep an eye on the Slack channel for any exception alerts in the first week and report anything unexpected to support@gofullspec.com.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from your team. You do not need to build anything, write any code, or configure any platform. The table below lists every credential FullSpec needs and when it is needed. All access should be in place before Connect closes so the build clock can start immediately.
HubSpot
Admin-level API key or private app token with read and write access to Contacts and Deals
Before Connect closes
DocuSign
Admin account login plus the Integration Key and Secret Key from the DocuSign developer console; confirmation of which contract templates are live
Before Connect closes
Google Drive
OAuth credentials for a Google Workspace service account with editor access to the contractor compliance folder
Before Connect closes
Slack
A Slack app token with permissions to post messages and receive button interactions in the HR and Finance channels
Before Connect closes
Xero
OAuth 2.0 connection to the correct Xero organisation with Bills, Payments, and Contacts scopes enabled
Before Connect closes
Gusto
API access token for contractor payee creation; confirm your Gusto plan includes API integration access
Before Connect closes
Key decision before Connect closes: Confirm which DocuSign contract templates are ready for use. The Contractor Onboarding Agent selects and pre-fills the agreement based on the contractor's role and rate stored in HubSpot. If the correct DocuSign templates do not exist yet, or are not role-mapped, FullSpec cannot build the dispatch logic until they are in place. This is a one-time setup task that requires someone with DocuSign admin access on your side. Raise this with FullSpec at the scoping call so it does not delay the build start.
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04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner and HR/Finance team)
Review flagged exception alerts in Slack for invoice mismatches or unverifiable compliance documents. Update contractor rates in HubSpot when an engagement changes. Add new required document types via the SOP if your compliance requirements change. Contact support@gofullspec.com for any issues or change requests.
Chasing missing documents by email. Manually routing DocuSign agreements and following up slow signers. Copying invoice details into Xero by hand. Emailing managers for invoice approvals with no visibility on whether they have been reviewed. Updating spreadsheet trackers after each contractor onboarding.
FullSpec
Monitors automation health and resolves any platform-level failures. Applies updates when connected tool APIs change in ways that affect the build. Available at support@gofullspec.com for questions, change requests, or additions to the workflow.
Not applicable. FullSpec built and owns the automation layer. Your team owns the business decisions and exception reviews that the automation surfaces.
05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first one or two contractor onboardings run through the new flow. DocuSign agreements are dispatched automatically. Compliance document reminders fire without HR involvement. Invoice submissions trigger Slack approval requests to the correct manager.
No manual email sent by HR or finance for a standard onboarding. At least one invoice approved and a bill created in Xero without anyone entering data by hand.
Month 1
All new contractor engagements are handled by the Contractor Onboarding Agent. Invoice Processing Agent is handling the majority of invoices end to end. Exception alerts in Slack surface only genuine mismatches. HR admin time per hire is tracking well under 30 minutes.
Document completion rate above 90% within 3 business days. Invoice approval turnaround reduced to same business day for matched invoices. No missed document filings in Google Drive.
Month 3
The automation is the normal operating process, not a new system being tested. HR and finance are acting on exceptions only. Compliance documents are filed consistently with a timestamped audit log. The team is saving approximately 5.5 hours per week compared to the manual process.
95%+ document completion rate sustained. $14,300 annualised saving on track. Zero invoices sitting unapproved for more than one business day. Audit trail in Google Drive is clean and complete.
Next step: FullSpec will send you a Connect session invite within one business day of receiving this document. Before that call, gather admin logins for all six tools listed in Section 03 and confirm with your team which DocuSign contract templates are ready. If you have questions before the call, reach out at support@gofullspec.com.
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