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Launch Plan
Timesheet Collection & Approval
[YourCompany.com] · HR Department · Prepared by FullSpec · [Today's Date]
This Launch Plan covers everything you need to know about going live with your Timesheet Collection and Approval automation. It sets out what is being built, how FullSpec runs the build from start to finish, what you need to provide, and what your day-to-day role looks like once the system is live. FullSpec handles all technical configuration, integration, testing, and deployment. Your team's role is to provide access to your existing tools, confirm one configuration decision before build begins, and sign off on the live run.
01What you're launching
You are automating the end-to-end payroll timesheet cycle that currently costs your HR Administrator around six hours every week. Right now, each pay period closes with HR manually checking who has submitted, sending individual chase messages, consolidating hours from mixed formats, routing approvals to managers, and re-entering finalised data into Xero by hand. Three agents will replace all of that: one to collect and validate submissions, one to route and record manager approvals, and one to push clean data directly into Xero and confirm the result in Slack. A single human review step remains for any entries flagged outside normal thresholds, keeping your team in control where it matters.
Process
Timesheet Collection and Approval
Trigger
Pay period end date is reached and one or more employees have not submitted a timesheet
Final output
Approved hours loaded into Xero via API, with a Slack confirmation sent to the payroll owner summarising total employees and hours processed
Agents being built
3 agents: Collection Agent, Approval Agent, Payroll Sync Agent
Tools involved
Google Forms, Google Sheets, Gmail, Slack, Xero
Volume
40 to 80 timesheet submissions per pay cycle, running weekly or fortnightly
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02How the build works
FullSpec runs the build in four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions split between what the FullSpec team completes and what your team needs to do. You do not need any technical knowledge to participate. The stages are structured so that FullSpec can move quickly once Connect closes and all credentials are confirmed. Most of your input is front-loaded into Connect, so the rest of the build can run with minimal interruption to your team's normal payroll cycle.
Build complexity: Moderate. Estimated delivery window: 15 business days from the close of Connect. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 3
FullSpec
Sends a credential request checklist, reviews your current Google Sheets master timesheet structure, audits Xero employee records for alignment, and confirms the pay period schedule and validation thresholds with your team.
You
Provide admin access to Google Forms, Google Sheets, Gmail, Slack, and Xero (see Section 03). Confirm the pay period frequency, the anomaly threshold rules, and the manager approval window. Complete the one configuration decision before Connect closes.
2Build
Business days 4 to 11
FullSpec
Builds and configures all three agents in sequence: Collection Agent (Google Forms intake, submission check logic, personalised Gmail and Slack reminders), Approval Agent (manager routing, token-based approve links, escalation timer, Google Sheets logging), and Payroll Sync Agent (Xero API connection, field mapping, Slack confirmation on upload). Wires all agents into the orchestration layer and connects the end-to-end trigger.
You
Remain available to answer one or two quick questions if a Xero field or Slack channel needs confirming. No active build work is required from your team during this stage.
3Test
Business days 12 to 13
FullSpec
Runs a full end-to-end test across a simulated pay cycle using sample employee data. Tests include: missing submission detection, personalised reminder delivery, anomaly flagging, manager approval routing and escalation, and Xero sync integrity. Resolves any mismatches before handover.
You
One member of your HR team (the process owner) reviews the test output in the master Google Sheet and Xero sandbox, confirms that the approval log looks correct, and signs off that the results match your expected pay cycle outcome.
4Launch
Business days 14 to 15
FullSpec
Switches the automation to live on the next scheduled pay period close date. Delivers the SOP and runbook to your HR team. Monitors the first live cycle end-to-end and is available for same-day support if anything requires adjustment.
You
Notify employees that timesheet submission is now via Google Forms only (if not already the case). The payroll owner watches for the Slack confirmation message at the close of the first live cycle and flags any unexpected results to FullSpec immediately.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your team. All configuration, connection, and testing is handled by FullSpec once the credentials below are in place. Providing access early keeps the delivery clock on track and avoids delays at the Build stage.
Google Forms
Admin access to the existing timesheet form, or permission to create a new one in your Google Workspace
Before Connect closes
Google Sheets
Editor access to the master timesheet and approval tracker spreadsheet
Before Connect closes
Gmail
A Google Workspace account with permission to send automated emails on behalf of HR (OAuth authorisation, no password sharing required)
Before Connect closes
Slack
Admin or app-installation permission to add the automation to the relevant HR and payroll channels
Before Connect closes
Xero
Xero Payroll admin credentials or an API connection token, with employee records and pay items confirmed as accurate before build begins
Before Connect closes
Configuration decision required before Connect closes: You must confirm the manager approval window, specifically how many hours a manager has to approve before the Approval Agent sends an automatic escalation. The default is 4 hours from the time the approval request is sent. If your pay cycle or management structure requires a different window, this must be agreed before FullSpec begins building the Approval Agent. This is the one setting that cannot be changed mid-build without restarting that agent.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / HR team)
Review any anomaly-flagged timesheet entries (estimated 15 minutes per cycle). Update the employee list in Google Sheets when staff join or leave. Notify FullSpec if a pay cycle date changes or a new manager needs to be added to the approval routing.
Manually checking who has submitted. Writing individual chase emails or Slack messages. Copying hours into the master sheet. Chasing managers for approvals. Re-entering approved hours into Xero by hand.
FullSpec
Monitors automation health, resolves any sync errors or failed runs, applies updates when Xero or Google API versions change, and provides support at support@gofullspec.com for any operational issues.
Not applicable. FullSpec manages everything on the technical side of the automation from trigger to Xero confirmation.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first live pay cycle runs automatically. The Collection Agent sends reminders, pulls in submissions, and populates the master sheet. The Approval Agent routes to managers and records sign-offs. The Payroll Sync Agent pushes hours to Xero and sends the Slack confirmation. Your HR team may still feel the urge to check manually, and that is normal. There may be one or two small adjustments needed if employee records in Xero need alignment.
Payroll closes on time with no manual chasing required from HR
Month 1
The automation is running across two to four pay cycles. Submission rates improve as employees get used to the Google Forms link arriving automatically. Manager approval turnaround drops significantly. Your HR Administrator is spending around 20 minutes per cycle reviewing flagged anomalies rather than four hours on end-to-end admin.
Submission turnaround under 4 hours and zero manual data entry into Xero
Month 3
The process is fully embedded. Payroll closes on time every cycle. The audit log in Google Sheets gives you a complete record of every submission, approval, and Xero upload timestamp. Your team has recovered approximately 75 hours of admin time and $2,340 in staff cost compared to the manual process. The automation is self-maintaining within normal operating conditions.
On-time payroll close rate at or above 98%, fewer than 1 data entry error per cycle
Next step: the FullSpec team will send you the credential request checklist within one business day. Once all five tool accesses are confirmed and the manager approval window is agreed, Connect closes and the build clock starts. If you have any questions before that point, reach out at support@gofullspec.com.
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