FS-DOC-01Operations
Launch Plan
Contract Generation and Management
[YourCompany.com] · Legal Department · Prepared by FullSpec · [Today's Date]
This Launch Plan covers everything you need to know about getting your Contract Generation and Management automation from confirmed scope to live production. It sets out what is being built, how the four build stages work, what FullSpec needs from you at each stage, what your role looks like once the automation is running, and what good looks like in the first three months. FullSpec handles all build, configuration, testing, and deployment work. Your role is to provide access to your existing tools, confirm one key configuration decision before build begins, and carry out the single remaining human step in the process: internal contract approval.
01What you're launching
Right now, every won deal triggers a chain of manual steps: a staff member opens a Word template, copies client details in by hand, emails the draft around for approval, uploads it to DocuSign manually, chases signatures over email, and files the executed copy wherever seems convenient. This process runs roughly 35 times a month and consumes around 7 hours of staff time every week. The automation replaces 9 of the 10 existing steps with two purpose-built agents that handle everything from template population through to Xero invoice creation, leaving only the internal manager approval as a deliberate human checkpoint.
Process
Contract Generation and Management
Trigger
A deal stage changes to Closed Won in HubSpot
Final output
Executed contract filed to Google Drive, HubSpot deal status updated, and draft invoice created in Xero
Agents being built
2 agents: Contract Drafting Agent and Signature and Filing Agent
Tools involved
HubSpot, DocuSign, Google Drive, Gmail, Xero, Notion
Volume
~35 contracts/month (approx. 210 automation runs/month across all steps)
Launch PlanPage 1 of 4
FS-DOC-01Operations
02How the build works
The build runs across four sequential stages over a four-week delivery window. FullSpec completes all technical work, including template audit, agent configuration, integration setup, and end-to-end testing. Your involvement at each stage is kept to the minimum needed to keep the build accurate and on schedule: providing tool access, confirming your approval chain, and signing off on test results before go-live. The stages below show exactly who does what and when.
Complexity level: Moderate. Estimated delivery window: 4 weeks (20 business days). The delivery clock starts at the close of Connect, not payment. Connect is the stage where credentials are confirmed and the field-mapping specification is agreed. Build cannot begin until Connect is complete.
1Connect
Business days 1 to 5
FullSpec
Reviews all existing contract templates and documents placeholder field structure. Maps mandatory HubSpot deal fields to contract variables. Produces the field-mapping specification and confirms the approval chain and Google Drive folder conventions.
You
Share access credentials for HubSpot, Google Drive, DocuSign, Gmail, and Xero. Confirm who holds internal approval authority and whether that varies by deal value or service type. Confirm the folder structure and naming convention to use for filed contracts.
2Build
Business days 6 to 15
FullSpec
Builds the HubSpot trigger, template-selection logic, and field-population workflow for the Contract Drafting Agent (week 2). Configures the DocuSign envelope creation, day-3 and day-5 reminder sequences, Gmail approval notification, post-signature filing logic, and Xero invoice creation step for the Signature and Filing Agent (week 3).
You
Remain available to answer questions about template edge cases or approval routing. No action is required unless FullSpec flags a blocker, such as a missing mandatory field or an ambiguous template placeholder.
3Test
Business days 16 to 19
FullSpec
Runs ten full end-to-end test contracts covering different service types and both approval outcomes (approved and revision-requested). Validates filing naming, CRM status updates, DocuSign reminder timing, and Xero invoice accuracy. Fixes any issues identified before presenting results.
You
Review the test results summary provided by FullSpec. Confirm that sample contracts look correct, that the filing structure matches your expectations, and that the Xero invoice format is acceptable. Sign off on go-live readiness.
FullSpec
Activates the automation in the live environment, confirms the HubSpot trigger is firing correctly on real deal data, and monitors the first two live contract runs end to end. Delivers the full documentation suite including the SOP, runbook, and this Launch Plan.
You
Brief your operations manager and relevant staff that the automation is live and that the process for handling flagged incomplete deal records is covered in the SOP. No system changes are required from your side on launch day.
Launch PlanPage 2 of 4
FS-DOC-01Operations
03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your side at any stage. The table below lists each tool, exactly what access is needed, and when it must be in place. All credentials should be ready before Connect closes so that build can begin on schedule.
HubSpot
Admin-level API access or a connected user account with deal pipeline visibility and the ability to read all deal properties
Before Connect closes
DocuSign
Account admin credentials or an API integration key from a DocuSign administrator account with template creation and envelope sending permissions
Before Connect closes
Google Drive
A Google account with edit access to the contract template library folder and the executed-contracts archive folder
Before Connect closes
Gmail
OAuth access for the Gmail account used to send internal approval notifications (the account your manager already receives process emails from)
Before Connect closes
Xero
Xero organisation admin access or a connected API user with permission to create and read draft invoices
Before Connect closes
Notion
Read access to the Notion workspace where contract templates or deal reference data is stored, if applicable
Before Connect closes
The one decision you must confirm before Connect closes: Who holds internal approval authority for contracts, and does that person change based on deal value or service type? The approval routing in the Signature and Filing Agent is hardwired to a named approver or role at the point of build. If your approval chain involves more than one possible approver, you must confirm the routing rules before week 1 ends. Changing this after build begins will require rework and may delay your go-live date. Contact the FullSpec team at support@gofullspec.com if you are unsure how to define this.
Launch PlanPage 3 of 4
FS-DOC-01Operations
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / ops team)
Review and approve or request changes on each contract draft via the Gmail notification link. Update contract templates in Google Drive when service terms change. Ensure new deals in HubSpot have all mandatory fields completed. Refer to the SOP for handling flagged or incomplete records.
Copying client details into Word templates. Uploading contracts to DocuSign. Placing signature fields manually. Chasing clients for overdue signatures. Downloading and filing executed contracts. Updating the HubSpot deal record after signing. Creating the opening invoice in Xero.
FullSpec
Monitors automation health and error logs. Resolves any integration failures or unexpected edge cases. Updates the automation when tool APIs change or your contract templates are revised. Available at support@gofullspec.com for any issues or change requests.
Not applicable. FullSpec handles all maintenance, updates, and technical troubleshooting so your team never needs to touch the underlying automation logic.
05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first live contracts run through the automation. A small number of records may be flagged for missing HubSpot fields as the team adjusts to mandatory field enforcement. The approval notification arrives in Gmail correctly and the DocuSign envelope reaches the client without manual intervention.
At least two contracts move from Closed Won in HubSpot to a signed, filed document and a Xero draft invoice with zero manual steps beyond the manager approval click.
Month 1
The automation handles the full monthly volume of roughly 35 contracts. Staff time on contract administration drops noticeably. Signature chase emails stop. Executed contracts appear in the correct Google Drive folder with consistent naming every time. The manager approval remains the only human touchpoint.
Weekly manual hours on contracts fall from 7 hours to under 1 hour. No contracts are misfiled. Average time from Closed Won to signed contract falls below 2 business days.
Month 3
The automation is fully embedded in normal operations. The team no longer thinks about the contract process as a task. HubSpot field discipline is higher because incomplete records now cause a visible flag rather than a hidden delay. The payback period on the build cost is on track for the 4-month target.
Annual staff cost saving is on track toward $18,200. Contract cycle time is consistently 1 to 2 business days. Zero manually chased signature emails. The process runs reliably without FullSpec involvement in day-to-day operations.
Next step: Contact the FullSpec team at support@gofullspec.com to schedule your Connect session. Have your tool credentials ready and come prepared to confirm your approval chain. Once Connect closes, build begins immediately and your go-live target is 4 weeks from that date.
Launch PlanPage 4 of 4