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Launch Plan
Board & Investor Reporting Automation
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to getting the Board and Investor Reporting automation live. It covers exactly what is being built, how the build progresses through four stages, what FullSpec needs from you to get started, and what your role looks like once the system is running. FullSpec handles every technical step from connection through to handover. Your part is limited to confirming access and reviewing the output at key checkpoints.
01What you're launching
Every reporting cycle, a senior person currently spends the better part of two days copying financial figures from Xero, pulling pipeline data from HubSpot, chasing department heads for KPI updates, and reformatting slides before the pack can go to the board. This automation replaces that heavy lifting with three purpose-built agents that run on a fixed schedule, collect and validate every data point automatically, and produce a formatted draft pack in Google Drive ready for the CEO to add commentary and approve. The two steps that require human judgement, narrative writing and final sign-off, remain with your team by design.
Process
Board & Investor Reporting
Trigger
Scheduled time-based trigger fires on the designated report date each period (e.g. third business day after month end), with no manual action required to start the workflow
Final output
A fully formatted draft board pack in Google Drive, exported to PDF and distributed to board members, with an audit trail of every figure and its source
Agents being built
3 agents: Data Collector Agent, KPI Collection Agent, Pack Assembly Agent
Tools involved
Xero, HubSpot, Google Sheets, Google Drive, Slack, Notion
Volume
Approximately 12 board packs per year plus ad-hoc investor updates, on a monthly or quarterly fixed schedule
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02How the build works
FullSpec builds, tests, and hands over your automation across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions split between what the FullSpec team completes and what your team needs to confirm or provide. Nothing moves to the next stage until the previous one is signed off, which keeps the build clean and avoids rework. The full Standard build is estimated at four to five weeks from the close of Connect.
Complexity level: Moderate. Estimated delivery window: 20 business days (four to five weeks). The delivery clock starts at the close of Connect, not payment. Connect must be complete, with API access confirmed and the board pack template locked, before the build timer begins.
1Connect
Estimated time: 2 to 3 business days
FullSpec
Runs the scoping session to confirm data sources, API scopes required for Xero and HubSpot, and the KPI definitions agreed across department heads. Audits the existing board pack template in Google Drive and confirms it is structured consistently enough to automate. Documents all field mappings and produces the build specification.
You
Grant API or admin access to Xero, HubSpot, Google Sheets, Google Drive, and Slack (details in Section 03). Confirm the board pack template is finalised and will not change during the build. Align all department heads on KPI definitions before Connect closes.
2Build
Estimated time: 10 to 12 business days
FullSpec
Builds the Data Collector Agent (Xero and HubSpot API connections, field mapping, Google Sheets staging layer with validation rules), then the KPI Collection Agent (Slack prompts, deadline tracking, reminder logic, response capture), and finally the Pack Assembly Agent (Google Sheets to Google Drive template population, chart and table logic, missing-data flags, PDF export, and board notification). Each agent is built and unit-tested in sequence before the next begins.
You
Remain available to answer questions about data field priorities or KPI definitions if edge cases arise during build. No technical input is required. You will receive a brief progress update at the end of each agent build.
3Test
Estimated time: 3 to 4 business days
FullSpec
Runs a full end-to-end test against a prior reporting period, verifying that figures pulled from Xero and HubSpot match source data exactly. Tests Slack prompt delivery, deadline logic, and reminder triggers. Verifies that the Pack Assembly Agent populates every chart, table, and figure reference correctly, and that the PDF export and board notification steps complete without error. Produces the QA sign-off report.
You
Review the test board pack produced from the prior period and confirm that figures, charts, and formatting match your expectations. Flag any discrepancies to the FullSpec team before the Test stage closes. The CFO and EA attend a one-hour walkthrough session at the end of this stage.
4Launch
Estimated time: 1 to 2 business days
FullSpec
Activates the live schedule trigger, confirms all production credentials are in place, and monitors the first live reporting cycle end to end. Delivers the SOP and Runbook, the Integration and API Spec, and all supporting documentation. Remains on standby for 48 hours post-launch to catch any live-environment issues.
You
Confirm the go-live date aligns with your next reporting period close. Notify department heads that Slack prompts will now arrive automatically from the system. The CEO and CFO review the first live draft pack as normal and confirm it meets board standards before distribution.
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03What FullSpec needs from you
Getting this automation live requires only access to your existing tools, no technical knowledge needed. FullSpec handles every configuration step once credentials are in place. The table below lists exactly what is needed for each tool and when it must be ready. All access should be provided before Connect closes so the build timer can start without delay.
Xero
Admin-level OAuth access so FullSpec can configure the API connection with read scope for profit and loss, cash flow, and balance sheet reports. You will be guided through the authorisation screen step by step.
Before Connect closes
HubSpot
A Private App token or OAuth credentials with read access to Deals, Pipeline, and Revenue data. Super Admin access is required to create the Private App if one does not already exist.
Before Connect closes
Google Sheets
Editor access to the central KPI staging spreadsheet (or permission to create a new one in your shared Drive). The Google account used must belong to your organisation's workspace.
Before Connect closes
Google Drive
Editor access to the folder containing the board pack template, plus permission to create and share files within the board folder used for final distribution.
Before Connect closes
Slack
A Slack App installation in your workspace with permissions to send direct messages and post in the relevant channels. A Workspace Admin must approve the app installation.
Before Connect closes
Notion
Member-level access to the workspace used for the runbook and workflow orchestration, sufficient to read and create pages in the relevant section.
Before Connect closes
One configuration decision must be confirmed before Connect closes: the board pack template in Google Drive must be locked to a consistent, final structure. If the template layout, section order, or chart positions change after the Pack Assembly Agent is built, the agent will require reconfiguration. Agree the template format with your CEO and CFO now, and notify FullSpec of the confirmed file location before the scoping session ends.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / CFO / CEO)
Write the narrative commentary sections of each board pack. Approve the draft pack in Google Drive before distribution. Review any exception alerts raised by the Pack Assembly Agent (e.g. a figure outside expected range). Update KPI definitions if the business changes its metrics, and notify FullSpec if the board pack template needs structural changes.
Manually pulling data from Xero or HubSpot. Chasing department heads for KPI updates. Copying figures into the pack template. Reformatting charts when source data changes. Distributing the PDF to board members. Tracking which draft version is current.
FullSpec
Monitor the automation for errors or unexpected behaviour. Apply updates if a tool API changes its authentication or response format. Reconfigure agents if the board pack template is structurally updated. Provide support via support@gofullspec.com for any questions or issues post-launch.
Not applicable. FullSpec operates entirely in the background and does not participate in the reporting content or the board meeting itself.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation runs for the first live reporting cycle. The Data Collector Agent pulls figures from Xero and HubSpot on schedule. Slack prompts go out to department heads automatically. The Pack Assembly Agent produces a formatted draft in Google Drive. FullSpec monitors the entire run and resolves any live-environment issues within 48 hours.
A complete draft board pack lands in Google Drive within one business day of period close, with no manual data collection required from the CFO or EA.
Month 1
The CFO and EA have settled into the new workflow: reviewing the draft rather than building it. Department heads are responding to Slack prompts on time. The audit trail in Google Sheets confirms every figure and its source. Any minor configuration adjustments from the first live run have been applied by FullSpec.
Pack preparation time drops to under one hour per cycle (review and commentary only), versus the previous six to eight hours of manual effort.
Month 3
The automation has completed two to three full reporting cycles without intervention. The time saving of approximately 25 hours per quarter is fully realised. The CFO is using the freed capacity for analysis and strategic input rather than data entry. The board is receiving packs earlier and with a consistent, auditable format each cycle.
Annual staff cost of reporting on track to fall from $15,600 to $1,800. Payback on the build investment reached within five months of go-live.
Next step: confirm that your board pack template in Google Drive is finalised and share API or admin access for each tool listed in Section 03 with the FullSpec team at support@gofullspec.com. Once access is confirmed, FullSpec will schedule the Connect session and the delivery clock will begin.
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