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Launch Plan
Insurance Renewal Management
[YourCompany.com] · Legal / Compliance Department · Prepared by FullSpec · [Today's Date]
This Launch Plan covers everything that happens between now and the moment your insurance renewal process runs automatically. It sets out what is being built, how the four-stage build works, what FullSpec needs from you to get started, what your ongoing role looks like once the automation is live, and how you will know it is working. FullSpec handles all technical delivery end to end. Your role is to provide access to your existing tools, confirm one configuration decision before the build begins, and review the process is performing as expected once it goes live.
01What you're launching
Right now, your compliance manager spends roughly three and a half hours every week tracking policy expiry dates, emailing brokers, chasing quotes, comparing documents manually, hunting down the CFO for approval, and updating your Notion policy register after the fact. A single missed step can leave the business without valid coverage or trigger a penalty clause. This automation replaces eleven of the twelve manual steps in that process with three purpose-built agents that monitor your policy register continuously, handle all broker outreach and chasing, extract and compare quote data using AI, route approvals via DocuSign, and close the loop in Xero and Notion without anyone needing to coordinate the chain.
Process
Insurance Renewal Management
Trigger
A policy expiry date enters the 90-day warning window in the Notion policy register
Final output
Broker confirmed, DocuSign approval recorded, draft bill created in Xero, and Notion policy register updated with new coverage dates and next renewal trigger
Agents being built
3 agents: Renewal Tracker Agent, Quote Comparison Agent, Approval and Completion Agent
Tools involved
Notion, Google Workspace (Gmail), HubSpot, Slack, DocuSign, Xero
Volume
6 to 20 policies renewed per year, clustered into 2 to 4 peak periods; continuous daily monitoring between peaks
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02How the build works
The build runs across four sequential stages over three to four weeks. FullSpec manages every technical step: connecting your tools, configuring the agents, running quality assurance tests, and handing you a live, monitored system with a plain-English runbook. You are involved at Connect (to confirm access and one configuration decision) and at Launch (to sign off on the live system). Between those two stages, your input is minimal and FullSpec keeps you updated on progress.
Complexity level: Moderate. This build connects six tools, configures AI-based document extraction and comparison logic, and wires a DocuSign approval routing flow. Estimated delivery window: 15 to 20 business days. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 3
FullSpec
Sends you a secure credential request for each tool. Audits your existing Notion policy register structure. Reviews broker contact records in HubSpot and confirms Xero supplier and account code setup. Maps your approval chain and documents the final build specification.
You
Provides admin or API access credentials for Notion, Google Workspace, HubSpot, DocuSign, Xero, and Slack. Confirms the name of the DocuSign approver and their email address. Reviews and signs off on the build specification before the build clock starts.
2Build
Business days 4 to 12
FullSpec
Builds all three agents in sequence. First: connects Notion and Google Workspace, configures the daily expiry check, and builds the staged broker outreach sequence at 90, 60, 30, and 7 days with HubSpot logging and Slack notifications. Second: configures the document intake workflow, builds AI extraction and comparison logic, and sets the threshold rules for flagging material coverage changes. Third: wires DocuSign approval routing, broker confirmation email, Xero bill creation, and Notion record update into a single end-to-end completion flow.
You
No active involvement required during the build phase. FullSpec may send a short clarification question by email if an unexpected configuration decision arises. Your existing manual renewal process continues to run in parallel during this period.
3Test
Business days 13 to 17
FullSpec
Runs end-to-end tests using live or sandboxed policy data. Verifies all agent triggers, broker outreach sequences, AI quote extraction accuracy, Slack summary formatting, DocuSign routing, broker confirmation emails, Xero bill creation, and Notion record updates. Tests edge cases including broker non-response, rejected quotes, and approver unavailability. Delivers a test results summary and the plain-English runbook.
You
Reviews the test results summary. Confirms that the DocuSign approval flow and Slack notifications look correct from your end. Signs off on the test results to confirm the automation is ready to go live. No technical knowledge is needed to complete this review.
4Launch
Business days 18 to 20
FullSpec
Switches the automation to live mode against your production Notion policy register. Confirms all six tool connections are active. Monitors the first live renewal cycle end to end. Delivers the monitoring dashboard and hands over the runbook. Remains available at support@gofullspec.com for the first 30 days post-launch.
You
Confirms go-live with FullSpec. Reviews the first Slack summary posted by the Quote Comparison Agent and the first DocuSign approval request to confirm the output matches expectations. Notifies your compliance manager and CFO that the new process is active and that manual renewal steps are no longer 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, and you do not need to install or configure anything yourself. All credential requests are sent securely during the Connect stage, and FullSpec will guide you through each step if you are unsure where to find a setting.
Notion
Admin access to the workspace and the policy register database, or an integration token with read and write permissions
Before Connect closes
Google Workspace
A Gmail account or service account authorised to send and receive renewal and broker emails on behalf of your compliance manager
Before Connect closes
HubSpot
A Private App token with contact read/write and deal read/write scopes, or CRM admin credentials to generate one
Before Connect closes
DocuSign
Admin login to confirm the approver account is active; the approver email address used for routing renewal sign-offs
Before Connect closes
Xero
Xero organisation admin access to authorise the connection; confirmation that the correct supplier record and account code exist for each insurer
Before Connect closes
Slack
A Slack workspace admin to approve the app connection and confirm the name of the compliance channel where alerts and summaries will be posted
Before Connect closes
Before Connect closes, you must confirm one configuration decision: the premium increase threshold and coverage change definition that should trigger a human review rather than passing the quote straight to DocuSign. For example, the default setting flags any premium increase above 10% or any reduction in a named coverage limit. If your business has different tolerance levels, confirm the correct thresholds with FullSpec before the build begins so the Quote Comparison Agent is configured correctly from day one. This is the only decision that cannot be changed automatically once the build is underway.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / compliance manager)
Review comparison summaries posted to Slack when the Quote Comparison Agent flags a material coverage change or premium increase above your configured threshold. Sign off on DocuSign approval requests when routed to you. Update broker contact details in HubSpot if a broker changes. Add new policies to the Notion register when a new insurance product is taken out.
Manually checking the policy register for expiry dates. Drafting and sending broker quote request emails. Chasing brokers when quotes are late. Comparing new quotes against prior policy documents by hand. Preparing approval summary emails for the CFO. Chasing the CFO for written sign-off. Emailing brokers to confirm acceptance. Forwarding invoices to accounts. Updating Notion after each renewal. Filing policy documents.
FullSpec
Monitors the automation and responds to any system alerts. Resolves connection errors if a tool's API credentials expire or change. Applies updates to the automation logic if a tool's API changes in a way that affects the workflow. Available at support@gofullspec.com for questions, threshold adjustments, and configuration changes.
Not applicable. FullSpec does not handle policy decisions, broker negotiations, or coverage choices. Those remain with your team.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation is live and the Renewal Tracker Agent begins its daily check of the Notion policy register. If any policy is already inside its 90-day window, staged outreach begins automatically. The first Slack summary and DocuSign approval request reach the relevant people without any manual action.
Your compliance manager has not had to draft a broker email, chase a quote, or prepare an approval summary. The Slack channel shows the first comparison summary posted by the Quote Comparison Agent.
Month 1
All active policies inside the 90-day window are being tracked and chased automatically. Broker quote turnaround is averaging three to five days rather than seven to fourteen. Approval cycles complete the same day via DocuSign rather than taking two to five days over email. The Notion register updates itself after each confirmed renewal.
At least one renewal has completed end to end without the compliance manager initiating any step. Xero shows a draft bill created automatically. Notion shows updated coverage dates and a new renewal trigger date for the completed policy.
Month 3
The process is running continuously in the background across all active policies. The compliance manager's time on renewals has dropped from roughly three and a half hours per week to under twenty minutes per renewal cycle, reserved for reviewing flagged exceptions only. The business is on track to save approximately $9,100 in staff time over the year.
Zero missed or late renewals since go-live. Every completed renewal in Notion has a linked DocuSign approval record and a corresponding Xero bill. The compliance manager has not had to chase a broker or manually prepare a sign-off document since launch.
Next step: to kick off the Connect stage, send your tool access details to support@gofullspec.com and confirm your preferred time for the Connect call. FullSpec will send you a secure credential request form and a short pre-Connect checklist so the first session is productive and the build clock can start immediately after.
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