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Test and QA Plan

How the build is validated before go-live: three sequential test phases, edge cases, and production verification.

4 pagesPDF · Quality

FS-DOC-06Quality

Test and QA Plan

Contractor and Freelancer Management Automation

[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]

This document defines the complete quality assurance process for the Contractor and Freelancer Management automation, covering both the Contractor Onboarding Agent and the Invoice Processing Agent. It is structured across three sequential phases: unit testing, integration and edge case testing, and end-to-end production validation. The FullSpec team owns all execution through Phase 2 and runs Phase 3 jointly with your process owner. No phase begins until every test case in the preceding phase has a confirmed pass status. All test IDs are sequential across phases so every result can be traced back to a single reference in the FullSpec confirmation record.

01Testing approach

Testing runs in three phases in sequence. No phase begins until the previous phase fully passes. Phase 1 validates each agent in isolation using sandbox credentials. Phase 2 validates the handoffs between agents and introduces edge cases including missing data, duplicate records, and tool unavailability. Phase 3 is a live production run traced end to end, completed jointly with your process owner before go-live is confirmed.

Phase 1: Unit Testing

Each agent tested in isolation against sandbox environments

Scope

Individual agent logic: trigger detection, field mapping, API calls, decision branches, and output records for the Contractor Onboarding Agent and the Invoice Processing Agent independently.

Environment

Sandbox only. No production HubSpot contacts, DocuSign envelopes, Xero bills, or Gusto payee records are created during Phase 1.

Credential rule

All API credentials must be sandbox or test-mode tokens. Production OAuth tokens are not loaded into the automation platform during this phase.

Pass condition

All test cases T01 through T14 return the expected output with no unhandled errors. Any failure blocks progression to Phase 2.

Who runs it

FullSpec team only. Process owner is not required during Phase 1.

Phase 2: Integration and Edge Case Testing

Agent handoffs, cross-tool data flow, and failure scenarios

Scope

End-to-end data flow between agents, tool handoffs (HubSpot to DocuSign, DocuSign to Google Drive, invoice to Slack to Xero to Gusto), and all defined edge cases including duplicates, missing fields, and unavailable tools.

Environment

Sandbox for all destructive or write operations. Read operations against staging data in HubSpot and Xero where sandbox records are insufficient.

Credential rule

Sandbox credentials only. Gusto test-mode and Xero demo company must be confirmed active before this phase begins.

Pass condition

All integration test cases T15 through T22 and all edge case tests E01 through E08 pass. Exception routing cases must produce the correct Slack alert and halt further automation steps without data corruption.

Who runs it

FullSpec team only. Results are shared with the process owner before Phase 3 is scheduled.

Phase 3: End-to-End Production Test

Live production run with real credentials, process owner present

Scope

A full production trace using a designated internal test contractor record and a test invoice. Every system write is verified and then voided or deleted after the run. Error logs are reviewed in full.

Environment

Production. Real HubSpot, DocuSign, Google Drive, Slack, Xero, and Gusto accounts. Internal test data only, no real contractor is onboarded during this run.

Credential rule

Production OAuth tokens and API keys active. Confirm that all scopes granted in Phase 1 and 2 are reflected in the production credential set before starting.

Pass condition

All production test cases T23 through T27 pass, including the final process owner review and approval case (T27). Approval is recorded in the FullSpec confirmation document.

Who runs it

FullSpec team executes; process owner (HR Manager or Finance Administrator) is present and reviews outputs at each checkpoint. Process owner sign-off is captured as test case T27.

Test and QA PlanPage 1 of 4

FS-DOC-06Quality

02Phase 1 — unit test cases

Sandbox credentials only. Do not load production API tokens, OAuth grants, or live DocuSign template IDs into the automation platform during Phase 1. All HubSpot contacts, DocuSign envelopes, Google Drive files, and Gusto payee records created in this phase must be in test or sandbox mode and will not affect live data.

Contractor Onboarding Agent: unit test cases

Scenario

Input

Expected output

Pass criteria

T01

Happy path: new contractor form submission triggers record creation

HubSpot form submission with name, role, rate, and start date populated

New HubSpot contact created with contractor tag; all fields correctly mapped

Contact record exists in HubSpot sandbox with no missing required fields within 30 seconds of trigger

T02

DocuSign agreement dispatched on record creation

HubSpot contact record with contractor tag and valid email address

DocuSign envelope sent to contractor email using the correct role-matched template; envelope status set to Sent

DocuSign sandbox confirms envelope created and delivered; template ID matches the role specified in the record

T03

Document collection email sent after DocuSign dispatch

Confirmed HubSpot contractor record with email address

Structured document checklist email sent to contractor with Google Drive upload link included

Email delivery confirmed in sandbox send log; upload link resolves to the correct Drive folder path

T04

Automated reminder triggered when documents not received within 3 business days

Contractor record with no Drive files attached after 72-hour window

Follow-up reminder sent to contractor; Slack alert posted to HR channel identifying the contractor by name and outstanding items

Reminder email sent at correct interval; Slack message appears in designated HR channel with contractor name and checklist items listed

T05

Gusto payee created after DocuSign completion and Drive filing confirmed

DocuSign status webhook: envelope completed; Google Drive folder contains all required documents

Contractor created as payee in Gusto sandbox with correct bank details and rate from HubSpot record

Gusto sandbox shows new contractor vendor record; rate and bank field values match HubSpot source data exactly

T06

Trigger fires but HubSpot contact already exists (duplicate)

Form submission with email address matching an existing HubSpot contact

Automation detects duplicate, halts record creation, posts Slack alert to HR channel flagging the duplicate email

No second HubSpot contact created; Slack alert received with duplicate email identified; workflow terminates cleanly

T07

DocuSign dispatch fails: invalid or bounced contractor email

HubSpot record with malformed email address (e.g. no domain suffix)

DocuSign returns delivery failure; automation logs error, updates HubSpot contact with status 'DocuSign Failed', posts alert to HR Slack channel

HubSpot contact status updated; Slack alert fired; no retry loop initiated; error logged with timestamp

T08

Google Drive upload link used but file lands in wrong folder due to missing contractor ID

Drive upload event where contractor ID metadata is absent from file

Automation detects missing ID, moves file to a quarantine folder named 'Unmatched Documents', and alerts HR via Slack

File appears in quarantine folder within 60 seconds; Slack message includes file name and upload timestamp

Invoice Processing Agent: unit test cases

Scenario

Input

Expected output

Pass criteria

T09

Happy path: invoice received, amount matches agreed rate

Invoice email received with PDF attachment; contractor exists in HubSpot with agreed rate on record

Invoice parsed; amount validated against HubSpot rate field; Slack approval request sent to designated manager

Slack message delivered to correct manager channel with invoice amount, contractor name, and approve/query buttons rendered

T10

Manager approves invoice via Slack; Xero bill created and payment scheduled

Slack approval interaction payload confirming approval

Xero bill created in sandbox with correct amount, category, and PDF attachment; payment scheduled for next run; contractor confirmation email sent

Xero sandbox bill record exists with correct fields; payment date populated; confirmation email logged in send log

T11

HubSpot approval decision logged after Slack interaction

Slack approval payload linked to HubSpot contractor record

HubSpot activity log updated with approval timestamp, approver name, and invoice reference

HubSpot activity feed shows approval event within 60 seconds of Slack interaction

T12

Invoice amount does not match agreed rate in HubSpot

Invoice PDF with amount 15% higher than HubSpot rate field value

Automation halts Slack approval routing; flags invoice as mismatched; posts alert to Finance Slack channel with variance amount; no bill created in Xero

No Xero bill created; Finance Slack alert received with contractor name, invoice amount, agreed rate, and variance clearly stated

T13

Invoice received for contractor not found in HubSpot

Invoice email with sender email address not matching any HubSpot contact

Automation logs unmatched invoice, saves PDF to a holding folder in Google Drive, and alerts Finance via Slack

Invoice PDF in holding folder; Slack alert identifies sender email and confirms no HubSpot match found; no downstream steps triggered

T14

Xero bill creation fails: API timeout or authentication error

Valid approved invoice; Xero sandbox returns 503 or 401 response

Automation retries twice with 90-second intervals; on third failure logs error with response code, alerts Finance Slack channel, and halts payment scheduling

Error log contains response code and timestamp for each attempt; Finance Slack alert received after third failure; no partial bill record in Xero

Test and QA PlanPage 2 of 4

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03Phase 2 — integration and edge case tests

Integration tests validate that data flows correctly across tool boundaries and that the handoff between the Contractor Onboarding Agent and the Invoice Processing Agent produces a consistent record state in HubSpot throughout. All IDs continue the T sequence from Phase 1.

Scenario

Tools involved

Expected output

Pass criteria

T15

Full onboarding handoff: HubSpot record created, DocuSign sent, Drive folder created, Gusto payee added in one uninterrupted sequence

HubSpot, DocuSign, Google Drive, Gusto

All four systems reflect consistent contractor data with matching name, role, rate, and start date; no field drift between systems

Field values in all four sandbox systems are identical to the trigger payload values; no data transformation errors in logs

T16

DocuSign completion webhook triggers Gusto payee creation without manual intervention

DocuSign, HubSpot, Gusto

On envelope status change to Completed, Gusto payee record is created automatically within 2 minutes; HubSpot contact status updated to 'Agreement Signed'

Gusto sandbox payee created within 2-minute window; HubSpot status field updated; no manual step required

T17

Invoice Processing Agent reads rate from HubSpot record created by Onboarding Agent

HubSpot, Invoice Processing Agent

Agent correctly retrieves agreed rate from HubSpot contact record and uses it for invoice matching without requiring manual rate entry

Rate used in matching logic matches the value stored in HubSpot; no hardcoded fallback value used

T18

Slack approval triggers Xero and Gusto simultaneously without race condition

Slack, Xero, Gusto

On approval, Xero bill created and Gusto payment trigger fired in the correct order; Gusto does not fire before Xero bill reference is available

Xero bill ID is present in the Gusto payment payload; no Gusto call made before Xero confirms bill creation

T19

HR Slack alert for missing documents includes correct contractor name and outstanding document list

HubSpot, Google Drive, Slack

Slack message body pulls contractor name from HubSpot and outstanding document list by comparing Drive folder contents against required checklist

Slack message contains correct name and lists only the documents genuinely absent from the Drive folder; no false positives

T20

Contractor completes DocuSign before document collection email is sent: ordering conflict

DocuSign, HubSpot, Google Drive

System detects that DocuSign is already complete at the point of document email dispatch; sends document email regardless (DocuSign is separate from compliance documents); no duplicate emails sent

Document collection email sent exactly once; no duplicate; DocuSign status in HubSpot not reset

T21

Slack approval message sent but manager does not respond within 48 hours

Slack, HubSpot

Escalation reminder sent to manager after 48-hour timeout; HubSpot invoice record updated with 'Pending Approval' status; Finance team alerted via Slack

Escalation message sent at 48-hour mark; HubSpot status field updated; Finance Slack alert received with invoice details and manager name

T22

Second invoice submitted by same contractor while first invoice approval is still pending

HubSpot, Slack, Xero

Second invoice queued in HubSpot; Slack notification to Finance noting a second invoice is pending while first is unresolved; no Xero bill created for second invoice until first is resolved

HubSpot shows two invoice records with distinct statuses; second Xero bill not created; Finance Slack alert received with both invoice references

Edge case tests cover scenarios where data is malformed, tools are temporarily unavailable, a contractor submits a duplicate record, or a human step times out. These tests use IDs in the E series.

Scenario

Input condition

Expected behaviour

Pass criteria

E01

Duplicate contractor: same email submitted via form twice within 10 minutes

Two form submissions with identical email address

Second trigger detected as duplicate; second HubSpot record creation blocked; HR Slack alert identifies duplicate with timestamp of both submissions

Only one HubSpot contact created; Slack alert received; second submission logged with duplicate flag in automation error log

E02

Missing required field: contractor rate not included in trigger payload

Form submission or HubSpot record with rate field blank or null

Automation halts at rate validation step; HR Slack alert requests rate be entered manually before workflow resumes; no DocuSign sent

DocuSign not dispatched; HubSpot contact status set to 'Pending Rate Entry'; Slack alert received with contractor name and missing field identified

E03

Google Drive API unavailable at time of document folder creation

Drive API returns 503 at folder creation step

Automation retries three times with 2-minute intervals; on third failure posts alert to HR Slack channel with error details; document upload step queued for manual retry

Three retry attempts logged with timestamps; HR Slack alert received after final failure; no partial folder created in Drive

E04

DocuSign template not found: template ID in HubSpot record does not match any active DocuSign template

HubSpot record with role value that maps to a deleted or draft DocuSign template

Automation catches template not found error; logs error with template ID; alerts HR Slack channel to assign the correct template before retrying

No envelope created; HR Slack alert received with the unresolvable template ID; HubSpot contact status set to 'DocuSign Template Error'

E05

Invoice PDF unreadable: file corrupted or zero-byte attachment

Invoice email with zero-byte PDF attachment

Automation detects unreadable file; saves original email to holding folder; alerts Finance via Slack to request a replacement invoice from the contractor

No invoice data extracted; Finance Slack alert received with sender details; original email reference logged; no Xero bill attempted

E06

Gusto API returns authentication error during payee creation

Gusto access token expired at time of payee creation step

Automation attempts token refresh; if refresh fails, logs error and alerts Finance Slack channel; Gusto payee creation queued for retry after manual token renewal

Token refresh attempt logged; Finance Slack alert received with error type; no partial Gusto record created; retry queue updated

E07

Human timeout: HR reviewer does not act on a flagged missing document within 5 business days

HR Slack alert for missing document with no action taken for 5 business days

Escalation alert sent to Operations Lead (Priya Menon) via Slack; HubSpot contractor record updated with escalation timestamp; contractor start date flag added

Escalation Slack message sent to correct channel at 5-business-day mark; HubSpot record shows escalation flag; original HR alert remains open

E08

Slack workspace temporarily unavailable during approval routing

Slack API returns 503 at approval message dispatch step

Automation retries Slack delivery twice at 5-minute intervals; on second failure sends approval request via email to the manager's address stored in HubSpot; logs Slack failure with timestamp

Email approval request sent to correct manager address after Slack retry failures; Slack failure logged; invoice record in HubSpot updated with 'Approval Via Email' status

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04Phase 3 — end-to-end production test

Important before running Phase 3: use an internal test email address (e.g. test-contractor@[YourCompany.com]) for the contractor record and a test invoice amount that is clearly identifiable (e.g. $1.00). Every record written to production systems during this phase (HubSpot contact, DocuSign envelope, Google Drive file, Gusto payee, Xero bill) must be voided, deleted, or archived immediately after the test run is confirmed as passed. Do not use a real contractor's details or a real invoice in this run. Confirm with your Xero and Gusto administrators that the test bill and payee can be removed before scheduling this phase.

Phase 3 runs the complete automation in production from trigger to payment confirmation. The FullSpec team executes each step and the process owner (HR Manager or Finance Administrator) reviews outputs at each checkpoint. All test case IDs continue the T sequence from Phase 2.

Scenario

Steps covered

Expected output

Pass criteria

T23

Full production onboarding run: test contractor form submission to DocuSign dispatch

Trigger detection, HubSpot contact creation, DocuSign envelope dispatch, document collection email send

HubSpot contact created with all fields; DocuSign envelope delivered to test email address; document collection email received with correct Drive upload link

Process owner confirms receipt of DocuSign envelope and document email at test address; HubSpot contact visible in production CRM with correct field values; all within 3 minutes of form submission

T24

Document reminder and Slack alert fired after simulated 3-business-day window

Reminder timer logic, Slack HR channel alert, Drive folder status check

Reminder email sent to test address; Slack HR channel receives alert naming the test contractor and listing outstanding documents

Reminder email received at test address; Slack message visible in HR channel with correct contractor name; Drive folder confirmed empty at time of alert

T25

DocuSign completion simulated: Gusto payee created and HubSpot status updated

DocuSign webhook delivery, HubSpot status update, Gusto payee creation

Gusto production account shows new contractor payee with test details; HubSpot contact status updated to 'Agreement Signed'; payee immediately archived after confirmation

Gusto payee record confirmed by Finance Administrator; HubSpot status field updated; payee voided in Gusto within 10 minutes of confirmation

T26

Test invoice submitted, matched, approved via Slack, Xero bill created and voided

Invoice receipt, rate matching, Slack approval routing, Xero bill creation, payment scheduling, contractor confirmation email

Slack approval request delivered to designated manager; on approval Xero bill created for $1.00 with correct category and attachment; confirmation email sent to test address; Xero bill voided immediately after confirmation

Manager confirms Slack approval message received with correct details; Finance Administrator confirms Xero bill created; confirmation email received at test address; Xero bill voided and deletion confirmed in Xero audit log

T27

Error log review and process owner approval: final sign-off

Full automation error log review, process owner checkpoint review of all Phase 3 outputs

FullSpec team presents error log confirming zero unhandled exceptions across T23 through T26; process owner reviews all system outputs and confirms the automation is ready for go-live

Process owner (HR Manager or Finance Administrator) confirms in writing via the FullSpec confirmation document that all Phase 3 outputs are correct and the automation is approved for live use. This confirmation is the go-live gate. No separate signature block is required.

Once T27 is confirmed and the FullSpec go-live approval is recorded, the FullSpec team will remove all test records from production systems, activate live monitoring, and hand over the process runbook and exception handling guide to your HR and Finance team. Contact the FullSpec team at support@gofullspec.com for any question arising before or after go-live.

Test and QA PlanPage 4 of 4

Test and QA Plan

Test and QA Plan

01Testing approach

02Phase 1 — unit test cases

03Phase 2 — integration and edge case tests

04Phase 3 — end-to-end production test

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