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Launch Plan
Vendor & Subscription Renewal Tracking
[YourCompany.com] · IT Department · Prepared by FullSpec · [Today's Date]
This Launch Plan sets out exactly what is being built, how the build is structured across four stages, what FullSpec needs from you before work begins, and what your ongoing role looks like once the automation is live. FullSpec handles every technical step from configuration through to go-live. Your role is to provide tool access, confirm one key decision before the build starts, and log renewal decisions once the system is running.
01What you're launching
You are launching an automated vendor and subscription renewal tracking system for your IT operations. Today, your IT Manager spends up to 4.5 hours every week manually scanning a spreadsheet, chasing contract details across email, notifying finance ad hoc, and updating records inconsistently. The automation replaces that manual loop with a daily scheduled check that reads your live register, identifies every contract inside its alert window, routes the right notification to the right person, and writes confirmed decisions and draft bills back to your tools. The contract owner still logs the final renew or cancel decision, and the finance officer still approves each Xero bill. Everything else runs without manual input.
Process
Vendor & Subscription Renewal Tracking
Trigger
Daily scheduled trigger at 7:00 AM reads the subscription register and evaluates every contract row against the 60, 30, and 7-day alert windows
Final output
Contract owner alerted via Slack, finance team notified via Gmail, decision written back to Google Sheets and Notion, and a draft bill created in Xero for confirmed renewals
Agents being built
3 agents: Renewal Triage Agent, Stakeholder Notification Agent, Finance Record Agent
Tools involved
Google Sheets, Slack, Gmail, Xero, Notion
Volume
Approximately 35 active subscriptions and vendor contracts tracked at any time, with an estimated 280 automation runs per month
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02How the build works
The build is divided into four stages: Connect, Build, Test, and Launch. FullSpec manages all configuration, integration, and testing work end to end. You do not need technical knowledge to participate. Your involvement at each stage is clearly listed below so you know exactly what to expect and when your input is needed.
This is a Moderate complexity build, estimated at 28 build hours, with a delivery window of approximately 4 business weeks from the close of Connect. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 3
FullSpec
Reviews the existing subscription register structure, agrees on the required column schema, audits active vendor rows, and prepares the data clean checklist. Confirms all tool connections are accessible and documents any credential gaps before build begins.
You
Share access to the Google Sheets register, Slack workspace, Gmail account, Xero organisation, and Notion workspace. Confirm who the finance contact is and which Slack channel or user each contract owner should be alerted through. Complete any data clean tasks flagged by FullSpec on the register.
2Build
Business days 4 to 14
FullSpec
Configures the daily scheduled trigger and connects it to the Google Sheets register. Builds the Renewal Triage Agent with 60, 30, and 7-day alert window logic and missed cancellation deadline flagging. Builds the Stakeholder Notification Agent with Slack message templates and Gmail finance summary formatting. Builds the Finance Record Agent to create draft bills in Xero on confirmed renewal decisions. Connects all tools and maps data fields across the full workflow.
You
Remain available to answer any clarification questions about vendor naming conventions, Xero supplier contact setup, or Slack channel preferences. No technical action is required during this stage.
3Test
Business days 15 to 18
FullSpec
Runs the full end-to-end flow against a sample set of contracts in a staging environment. Verifies that the daily trigger fires correctly, that alert window logic flags the right rows, that Slack and Gmail messages reach the correct recipients, and that draft Xero bills are created accurately with the correct vendor, amount, and due date. Documents any issues and resolves them before handing over to you for user acceptance testing.
You
Review a small set of test alerts in your real Slack and Gmail accounts. Confirm that the message content, vendor details, and recipient routing look correct. Flag anything that does not match your expectations so FullSpec can adjust before go-live.
4Launch
Business days 19 to 20
FullSpec
Switches the automation from staging to live, confirms the first scheduled run fires successfully against real register data, and monitors the initial outputs for accuracy. Delivers the process runbook to the IT Manager and remains available via support@gofullspec.com for any post-launch questions.
You
Confirm go-live with FullSpec, receive the runbook, and begin using the automation for live renewal decisions. From this point, the IT Manager's role is to log renew or cancel decisions when prompted, and the finance officer's role is to approve Xero draft bills. No other manual steps are required.
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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. The table below lists each tool, what access is needed, and when you need to provide it. All credentials are handled securely and used only for the purposes described.
Google Sheets
Editor access to the master subscription register spreadsheet, including the ability to read all rows and write decision fields back to the sheet
Before Connect closes
Slack
Permission to install a bot or incoming webhook in your workspace, with access to the channels or direct message threads used for contract owner alerts
Before Connect closes
Gmail
OAuth authorisation for the mailbox that will send finance summary emails, scoped to send-only on behalf of the IT Manager or a shared inbox address
Before Connect closes
Xero
API connection to your Xero organisation with permission to create draft bills. All existing vendors being tracked must already exist as supplier contacts in Xero
Before Connect closes
Notion
Integration token or workspace connection with read and write access to the vendor pages where contract records and renewal decisions are stored
Before Connect closes
Before Connect closes, you must confirm one decision: which column structure the Google Sheets register will use as the canonical source of truth. The automation reads from fixed column positions for renewal date, contract owner, annual cost, and decision status. If the register needs a structural change or a one-off data clean before go-live, that work must be completed during Connect. Any columns added or renamed after build begins will require a configuration change that may delay delivery.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / IT Manager / Finance Officer)
Log a renew or cancel decision in the Google Sheets register when you receive a Slack alert. Finance officer reviews and approves draft Xero bills before payment. Add new subscriptions to the register when a new tool or vendor contract is signed.
Manual scanning of the spreadsheet for upcoming dates. Chasing contract details across email. Composing and sending ad hoc finance notifications. Updating the register after each decision. Filing contract confirmations in Notion. Creating Xero bill entries for renewals.
FullSpec
Monitor automation health and alert you at support@gofullspec.com if any run fails or produces an unexpected output. Apply updates to alert logic, message templates, or field mappings if your register structure changes. Support any tool credential rotation or re-authentication as needed.
Not applicable. FullSpec does not make renewal or cancellation decisions, does not approve Xero bills, and does not add new vendor records to the register. Those actions always stay with your team.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The daily trigger fires each morning and the IT Manager receives Slack alerts for any contracts currently inside the 60, 30, or 7-day window. Finance receives their first Gmail summary of upcoming charges. The register begins updating automatically after each decision is logged.
Alerts arriving without any manual trigger. No missed rows from the existing register.
Month 1
Every renewal that falls due during the month is surfaced to the correct contract owner at the right alert interval. At least one Xero draft bill is created automatically for a confirmed renewal, and the finance team reports that the charge was expected and pre-approved before it landed.
Zero surprise charges for renewals processed through the automation. Register accuracy visibly higher than before go-live.
Month 3
The IT Manager is spending approximately 0.5 hours per week on renewal-related tasks, down from 4.5 hours. The register reflects all active contracts with up-to-date decision status. The process is running without any manual prompting, and the team has confidence that no renewal will slip through unnoticed.
97% of renewals actioned on time. Annual staff cost for the process tracking toward $1,040 versus the previous $9,360. Payback period on track for month 4.
Next step: share tool access for all five platforms listed in Section 03 and confirm your register column structure with the FullSpec team. Once Connect is closed, the build clock starts and FullSpec will keep you updated at each stage. Reach out any time at support@gofullspec.com.
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