FS-DOC-03Operations
Process Runbook / SOP
Contract Generation & Management
[YourCompany.com] · Legal / Operations Department · Prepared by FullSpec · [Today's Date]
This runbook is the day-to-day operating guide for the Contract Generation and Management automation. It tells your team exactly what the system handles automatically, what the one remaining human step is, how to respond when something goes wrong, and how to keep the automation healthy over time. FullSpec built and configured the full pipeline. Your team's role is to review contract drafts and flag anything that needs attention before a contract reaches the client.
01Process overview
The Contract Generation and Management automation runs every time a deal is marked Closed Won in HubSpot. From that trigger, the system selects the correct contract template, populates all variable fields from the deal record, saves a draft to Google Drive, and sends the responsible manager a one-click approval link via Gmail. Once approved, the automation dispatches the contract to the client via DocuSign, fires reminder emails on day three and day five if the client has not signed, archives the executed contract to Google Drive, updates the HubSpot deal record, and creates a draft invoice in Xero. The only action your team must take is reviewing and approving the draft before it goes to the client. Everything else runs without manual input.
Process name
Contract Generation & Management
Trigger
HubSpot deal stage changes to Closed Won
Final output
Executed contract filed in Google Drive, HubSpot deal updated, draft invoice created in Xero
Agents running
Contract Drafting Agent; Signature and Filing Agent
Tools involved
HubSpot, Google Drive, Gmail, DocuSign, Xero, Notion
Weekly volume
~35 contracts/month (approx. 8-9 per week)
Human checkpoint
Internal manager approval of the contract draft before client dispatch
Process Runbook / SOPPage 1 of 4
FS-DOC-03Operations
02Step-by-step: what happens and who acts
What you actually need to do: There is one human step in this process. When a contract draft is ready, you (or the assigned manager) will receive a Gmail notification with a link to the draft in Google Drive and a one-click approve or request-changes option. Review the draft, confirm the details are correct, and click Approve. If anything needs changing, click Request Changes and edit the document directly in Google Drive. The automation resumes the moment you approve. Every other step is handled automatically by the system.
Step
What happens
Who acts
Type
1
A deal is marked Closed Won in HubSpot. The automation reads the full deal record, including client name, entity type, service scope, start date, fee amount, and payment terms.
System (HubSpot trigger)
Automated
2
The Contract Drafting Agent selects the correct contract template from the library based on service type, and populates all variable fields using the data from the HubSpot deal record. If any required field is missing or ambiguous, the agent flags the record and pauses the flow rather than guessing.
Contract Drafting Agent
Automated
3
The populated draft contract is saved to the designated Google Drive folder using the agreed naming convention, for example: ClientName_ContractType_YYYYMMDD. The draft is not sent to anyone yet.
System (Google Drive)
Automated
4
An approval notification is sent to the responsible manager via Gmail. The email contains a direct link to the contract draft in Google Drive, a summary of key deal details, and a one-click Approve or Request Changes option.
System (Gmail)
Automated
5
The manager opens the contract draft, reviews it for accuracy and completeness, and either approves it or requests changes. If changes are needed, the manager edits the document in Google Drive and then approves. This is the only step that requires a human decision.
Manager (you or your designated approver)
Human
6
On approval, the Signature and Filing Agent uploads the final contract to DocuSign, places signature fields in the predefined positions, adds the client as a recipient, and dispatches the signing envelope immediately.
Signature and Filing Agent (DocuSign)
Automated
7
If the client has not signed within three business days, DocuSign automatically sends a reminder email. A second reminder fires at day five. No manual follow-up is required unless the client contacts you directly.
System (DocuSign automated reminders)
Automated
8
Once all parties have signed, the completed contract PDF is automatically retrieved from DocuSign and saved to the executed-contracts folder in Google Drive using the same standardised naming convention.
Signature and Filing Agent (Google Drive)
Automated
9
The HubSpot deal record is updated with the contract status set to Executed and a link to the filed PDF. Simultaneously, a draft invoice is created in Xero based on the fee schedule recorded in the deal, ready for finance to review and send.
Signature and Filing Agent (HubSpot and Xero)
Automated
Process Runbook / SOPPage 2 of 4
FS-DOC-03Operations
03Handling exceptions
Situation
What the system does
What you do
A required HubSpot field is missing or blank when the deal is marked Closed Won (e.g. client entity name, fee amount, or start date)
The Contract Drafting Agent pauses the draft and sends an automated alert to the process owner via Gmail, listing the specific fields that are missing. The contract is not generated until the gap is resolved.
Open the HubSpot deal record, fill in the missing fields, and save. The agent will re-check the record and resume automatically within a few minutes. No other action is needed.
A duplicate deal is triggered (the same client deal is marked Closed Won more than once, or a test deal fires in production)
The system checks for an existing contract draft or executed file with the same deal ID before generating a new one. If a duplicate is detected, the second run is blocked and an alert is sent to the process owner.
Review the duplicate alert, confirm which deal record is correct, and archive or delete the duplicate in HubSpot. Contact support@gofullspec.com if the block is not lifting after you have cleaned the duplicate.
No matching contract template is found for the service type recorded in the deal
The Contract Drafting Agent cannot select a template and pauses the flow. An alert is sent to the process owner naming the service type that has no matching template.
Either update the HubSpot deal record to use a recognised service type, or work with FullSpec (support@gofullspec.com) to add the new template to the library. The agent will resume once a valid template exists.
The manager does not respond to the approval request within the agreed review window (typically 24 hours on a business day)
The system sends one automated follow-up reminder to the manager after 24 hours. If there is still no response after a further 24 hours, an escalation alert is sent to the process owner.
Check whether the approver is unavailable and reassign the approval to a backup approver if needed. Open the Gmail approval link and either approve or request changes. The contract will not proceed to DocuSign until an explicit approval is given.
The client does not sign after both automated DocuSign reminders (day three and day five) have been sent
The automation does not send further reminders after day five. The DocuSign envelope remains open and the deal record in HubSpot shows a status of Pending Signature.
Contact the client directly to confirm they received the envelope and can access it. If the client reports a technical issue with DocuSign, contact support@gofullspec.com to resend or recreate the envelope. If the deal is no longer proceeding, void the envelope in DocuSign and update the HubSpot deal stage.
A connected tool is temporarily unavailable (e.g. DocuSign or Xero experiences an outage or API error)
The automation platform retries the failed step up to three times with a short delay between attempts. If all retries fail, the workflow pauses at the failed step and an error alert is sent to the process owner via Gmail, naming the specific tool and step that failed.
Check the tool's status page to confirm whether there is a known outage. If the outage is short, the automation will resume automatically once the tool is back online. If the outage is extended or the step is time-sensitive, contact support@gofullspec.com. For DocuSign specifically, the envelope can be created and sent manually as a short-term fallback while the integration is restored.
Process Runbook / SOPPage 3 of 4
FS-DOC-03Operations
04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. Keep this table updated whenever roles change so that alert notifications and escalation paths stay accurate.
Role
Name
How to reach them
Process owner (contract approval and escalation)
[Your name]
[Your email / phone]
Backup approver (when primary approver is unavailable)
[Rep name]
[Rep email]
Operations lead (template updates and HubSpot field changes)
[Your name]
[Your email]
Finance contact (Xero invoice queries)
[Your name]
[Your email]
FullSpec builder (automation changes, new templates, integration issues)
FullSpec team
support@gofullspec.com
FullSpec support (errors, outages, unexpected behaviour)
FullSpec support
support@gofullspec.com
For any automation error or unexpected behaviour, email support@gofullspec.com with the deal ID, the tool involved, and a brief description of what happened. The FullSpec team will investigate and respond promptly. Do not attempt to manually rebuild or reconfigure any part of the automation workflow without speaking to FullSpec first, as ad-hoc changes to the orchestration layer can break downstream steps.
05Ongoing maintenance
Whenever a contract template is added, removed, or edited
Notify FullSpec at support@gofullspec.com before making any changes to the template library in Google Drive. The Contract Drafting Agent references specific template identifiers and placeholder field names. Renaming a file, moving it to a different folder, or changing a placeholder tag without updating the agent configuration will cause the drafting step to fail.
Process owner + FullSpec
Whenever HubSpot deal fields are added, renamed, or made optional
Contact FullSpec to update the field mapping in the Contract Drafting Agent. If a field the agent relies on is renamed or removed in HubSpot, the agent will flag every new deal as incomplete until the mapping is corrected.
Process owner + FullSpec
Monthly spot-check (first week of each month)
Review five recent contracts end-to-end: confirm the draft was correctly populated, the filing name in Google Drive follows the convention, the HubSpot deal shows the correct status, and the Xero draft invoice matches the agreed fee. Log any discrepancies and contact FullSpec if a pattern is found.
Process owner or Operations lead
Weekly error-log review (every Monday morning)
Check the automation error log or the Gmail inbox for any alert notifications sent by the system over the previous seven days. Confirm all flagged items have been resolved. Escalate any unresolved or recurring errors to FullSpec.
Process owner
Whenever a team member changes role or leaves
Update the approval routing in the automation so that Gmail approval notifications go to the correct person. Update the contact table in this runbook. Notify FullSpec if the approval step needs to be reassigned to a different email address, as this is a configuration change rather than a self-serve update.
Process owner + FullSpec
Quarterly volume review (every three months)
Check whether the monthly contract volume has changed significantly from the baseline of 35 contracts per month. If volume has grown beyond the current automation platform's included task limit, or if new service lines have been added that need new templates, raise a scope review with FullSpec to ensure the configuration scales appropriately.
Process owner + FullSpec
The most common maintenance issue for this process is a contract template being edited directly in Google Drive without the FullSpec team being notified first. Even a small change to a placeholder field name, such as renaming {{client_name}} to {{client_full_name}}, will cause the Contract Drafting Agent to fail on every subsequent deal until the mapping is corrected. Always contact support@gofullspec.com before touching any file in the template library.
Process Runbook / SOPPage 4 of 4