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Launch Plan
Software Licence Management Automation
[YourCompany.com] · IT Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything that happens between now and go-live. It covers what is being built, how the build is structured, what FullSpec needs from you at each stage, and what your ongoing role looks like once the automation is running. FullSpec handles all design, configuration, testing, and deployment. Your job is to provide access to your existing tools and confirm one key decision before the build begins.
01What you're launching
Your team currently spends 4 to 6 hours each week manually pulling licence data from Microsoft 365, cross-referencing a Notion register that is rarely current, chasing tool owners for renewal decisions, and notifying finance after the fact. Renewals are missed, deprovisioned users keep billing, and the IT manager is the only person who holds all of this together. This automation replaces that entire manual loop with two AI agents that run daily, alert the right people via Slack, and keep Notion and Xero up to date without any prompting. The one step that stays human is the physical deprovisioning of users inside platforms where automated write-back is not appropriate without explicit confirmation.
Process
Software Licence Management
Trigger
Daily schedule at 7 AM, or immediately when a user account is deactivated in Microsoft 365
Final output
An updated Notion licence register, a finance note posted to Xero, and a daily Slack digest delivered to the IT manager covering all actions taken and any exceptions awaiting review
Agents being built
2 agents: Licence Discovery Agent and Renewal Coordination Agent
Tools involved
Microsoft 365, Notion, Slack, Xero
Volume
Approximately 35 licences tracked, 4 to 8 renewals per month, roughly 210 automation runs this month
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02How the build works
FullSpec builds this automation across four structured stages: Connect, Build, Test, and Launch. Each stage has a defined scope and a clear split between what FullSpec is responsible for and what your team needs to do. You will not be asked to configure anything technical. Your involvement is limited to providing credentials at the start, confirming one configuration decision, and participating in a short review session before go-live. The stages run sequentially and the total delivery window is based on business days, not calendar weeks.
Complexity level: Moderate. Estimated delivery window: 15 to 20 business days end to end. The delivery clock starts at the close of Connect, not payment. Connect cannot close until all tool credentials listed in Section 03 are confirmed.
1Connect
Business days 1 to 3
FullSpec
Sends a secure credential request for each tool. Reviews your existing Notion licence register and assesses its current state. Documents which tools in the register have accessible APIs and which will require manual-only updates. Confirms the build scope and raises any blockers before the clock starts.
You
Provide Microsoft 365 admin credentials, Notion workspace access, Slack workspace access, and Xero API access using the details in Section 03. Confirm the one configuration decision described in that section. Respond to any clarifying questions within one business day.
2Build
Business days 4 to 12
FullSpec
Builds the Licence Discovery Agent: daily Microsoft 365 sync, Notion register comparison, mismatch detection logic, and 60-day renewal window flagging. Then builds the Renewal Coordination Agent: Slack owner outreach, response capture, Notion write-back, Xero finance note posting, and IT manager digest delivery. All agent logic is configured and connected on the automation platform.
You
No action required during this stage. You may receive one clarifying question if an edge case appears in your existing register data. FullSpec will flag this via email and keep you informed of progress.
3Test
Business days 13 to 17
FullSpec
Runs the full automation against your live data in a controlled test environment. Validates mismatch detection accuracy, renewal window logic, Slack alert delivery, owner response capture, Notion write-back, and Xero note creation. Runs a parallel cycle alongside the existing manual process for one full renewal event to compare outputs. Corrects any data mismatches before sign-off.
You
Review the test digest in Slack and confirm the outputs look correct for your known licences and renewal dates. Flag any licence records that appear wrong or missing. This review takes approximately 20 minutes and is the only task required from you during this stage.
4Launch
Business days 18 to 20
FullSpec
Switches the automation to live production mode. Delivers the SOP, Developer Handover Pack, and all supporting documentation. Runs a walkthrough session with the IT manager and finance contact covering the daily digest, how to handle exception alerts, and how to add a new tool to the register. Monitors the first three live runs and resolves any issues within one business day.
You
Attend the walkthrough session (approximately 45 minutes). Confirm receipt of the daily Slack digest on day one of live running. Contact support@gofullspec.com if anything looks unexpected in the first week.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from your side and nothing new needs to be installed or purchased before the build begins. The table below lists exactly what is needed for each tool and when it needs to be ready. All credentials are handled securely and stored using least-privilege principles throughout the build.
Microsoft 365
Global Admin or Licence Admin credentials to allow the automation to read user accounts and assigned licences via the admin API
Before Connect closes
Notion
An invite to the workspace with full access to the licence register page or database, plus permission to create and edit records
Before Connect closes
Slack
Permission to install a Slack app into your workspace, with access to the channel or direct message thread used for IT alerts
Before Connect closes
Xero
Xero API connection via OAuth, with at least read and write access to contacts and bills so finance notes can be posted automatically
Before Connect closes
One decision must be confirmed before Connect closes: should the automation be permitted to flag inactive user licences for removal only, or should it also send an automated removal recommendation directly to the IT manager as a named action in the Slack digest? By default, FullSpec builds the safer option: the automation flags and alerts, but no licence is cancelled or seat removed without a human confirming the action. If you want removal recommendations surfaced as explicit action items in the digest rather than general alerts, confirm this preference during Connect. This choice cannot be changed without a rebuild of the Renewal Coordination Agent.
04Your role once live
Once the automation is live, the day-to-day licence management workload shifts almost entirely to the two agents. The table below shows exactly what your team keeps and what you hand over.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / IT Manager)
Review the daily Slack digest each morning (2 to 5 minutes). Confirm any renewal or cancellation decision flagged as requiring approval. Manually deprovision users inside platforms where automated write-back is not enabled. Add new tools to the Notion register when they are adopted. Contact support@gofullspec.com if an alert looks wrong.
Pulling subscription lists from Xero manually. Cross-referencing the licence register by hand. Chasing tool owners for renewal decisions. Updating Notion after each decision. Sending finance summaries separately. Monitoring for upcoming renewals proactively.
FullSpec
Monitoring automation health and uptime. Resolving any errors or unexpected behaviour reported to support@gofullspec.com. Applying updates if connected APIs change their authentication or data structure. Advising on register expansion if new platforms are added to scope.
Not applicable. FullSpec is the build and support layer, not an ongoing operator. Your team owns the decisions; the automation owns the legwork.
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05What success looks like
The table below sets out realistic expectations for the first three months. These targets are based on a fully operational build running against approximately 35 tracked licences and 4 to 8 renewals per month. Your IT manager should use the daily digest as the primary signal that things are working correctly.
Timeframe
What to expect
Sign of success
Week 1
The daily Slack digest arrives each morning. The Notion register reflects the current state of all tracked licences. At least one renewal alert or mismatch flag is surfaced that would previously have been missed or caught late.
IT manager reviews the digest and finds no surprises compared to what they know manually. Any flagged items are genuine and actionable.
Month 1
The IT manager has stopped pulling data manually from Microsoft 365 or Xero. At least one renewal has been handled entirely through the Slack outreach and response flow. Finance has received at least one Xero note without a separate email from the IT manager. Time spent on licence admin has dropped from 5 hours per week to approximately 30 minutes.
No renewal has been missed. No deprovisioned user has continued billing beyond the day of deactivation. Finance has not raised a surprise invoice query.
Month 3
The automation has completed a full quarterly renewal cycle without manual intervention. The Notion register is current to within 24 hours at all times. The business has recovered an estimated $3,250 in overhead savings and the IT manager is applying recovered time to higher-value work. Any tools with no API access have been identified and documented as manual-only entries.
The payback period is on track for month 5 based on $5,500 build cost against $13,000 annual savings. The IT manager can describe every active licence from the Notion register alone, without logging into each platform.
Next step: FullSpec will send a secure credential request to begin the Connect stage. Gather the four tool access items listed in Section 03 and respond to that request within two business days to keep the delivery window on track. Questions before then can be directed to support@gofullspec.com.
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