FS-DOC-03Operations
Process Runbook / SOP
Board and Investor Reporting
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This runbook is your operating guide for the Board and Investor Reporting automation. It tells you exactly what the system does each reporting cycle, what your team needs to do, how to handle problems when they arise, and how to keep the workflow running smoothly over time. FullSpec has built and configured every automated step. Your team's role is limited to the narrative commentary and final sign-off, plus responding to any exception alerts the system raises.
01Process overview
Each reporting period, a scheduled trigger fires automatically and kicks off a three-agent workflow. The Data Collector Agent pulls verified financial and pipeline figures from Xero and HubSpot and writes them to a central Google Sheet. The KPI Collection Agent sends structured Slack prompts to department heads, tracks responses, and logs confirmed figures back to the same sheet. Once all data is confirmed, the Pack Assembly Agent populates the board pack template in Google Drive with live figures and updated charts, then notifies the CEO to add commentary and approve the document. On approval, the pack is exported to PDF and distributed to board members. The only human steps in this workflow are writing the narrative commentary and completing the final CEO sign-off.
Process name
Board and Investor Reporting
Trigger
Time-based schedule fires on the report date each period (for example, the third business day after month or quarter end)
Final output
A PDF board pack uploaded to the shared Google Drive board folder, with board members notified by email
Agents running
Data Collector Agent, KPI Collection Agent, Pack Assembly Agent
Tools involved
Xero, HubSpot, Google Sheets, Google Drive, Slack, Notion
Weekly volume
Approximately 12 board packs per year, plus ad-hoc investor updates
Human checkpoint
CEO reviews the draft pack in Google Drive, adds narrative commentary, and marks it approved before distribution
Process owner
CFO (primary); CEO for final sign-off
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02Step-by-step: what happens and who acts
What you actually need to do: There is one human step in this workflow. After the Pack Assembly Agent places the draft board pack in Google Drive and sends you a Slack notification with a direct link, the CEO opens the document, reads the assembled figures, and writes the narrative commentary sections. Once commentary is complete, the CEO marks the document as approved in Google Drive. The automation then exports and distributes the final pack. Everything else in the table below runs without any action from your team.
Step
What happens
Who acts
Type
1
A time-based trigger fires on the scheduled report date, for example the third business day after period close. No manual action is needed to start the workflow.
Automation platform
Automated
2
The Data Collector Agent calls the Xero API and retrieves profit and loss, cash flow, and balance sheet data for the closed period. Figures are validated and written to the central Google Sheet.
Data Collector Agent
Automated
3
The Data Collector Agent calls the HubSpot API and retrieves pipeline by stage, weighted forecast, and closed-won revenue for the period. These figures are appended to the same Google Sheet.
Data Collector Agent
Automated
4
The KPI Collection Agent sends structured Slack messages to each department head, asking them to confirm their KPI figures for the period by a set deadline. One automated reminder is sent to anyone who has not responded by the halfway point.
KPI Collection Agent
Automated
5
As each department head responds via Slack, their confirmed figures are logged to the Google Sheet against their name and a timestamp. Once all responses are received, the sheet is marked complete.
KPI Collection Agent
Automated
6
The Pack Assembly Agent reads the completed Google Sheet and populates the board pack template in Google Drive, updating all charts, tables, and figure references. Any cell where data is missing or outside an expected range is flagged before the draft is produced.
Pack Assembly Agent
Automated
7
A Slack message is sent to the CEO with a direct link to the draft pack in Google Drive. The CEO opens the document, adds narrative commentary to the relevant sections, and marks the document as approved. This is the only step your team must complete.
CEO
Human
8
Once approval is detected, the Pack Assembly Agent exports the finalised document to PDF and uploads it to the shared Google Drive board folder.
Pack Assembly Agent
Automated
9
Board members and investors receive an automated email notification with a link to the board folder where the final PDF is stored.
Pack Assembly Agent
Automated
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03Handling exceptions
Situation
What the system does
What you do
Financial data is missing or incomplete in Xero
The Data Collector Agent logs an error to the Google Sheet and sends a Slack alert to the CFO naming the specific report or field that could not be retrieved. The rest of the workflow pauses at that step.
Log into Xero and confirm the relevant report has been finalised and published for the period. Once corrected, re-trigger the Data Collector Agent from the workflow dashboard, or contact FullSpec support.
A department head does not respond to the KPI prompt by the deadline
The KPI Collection Agent sends one automated reminder via Slack at the halfway point. If no response is received by the final deadline, the agent flags that department's row in the Google Sheet as outstanding and sends a Slack alert to the CFO listing the non-responders.
Reach out directly to the non-responding department head. Once they supply their figures, enter them manually into the relevant Google Sheet tab or confirm via Slack and the agent will capture the response.
A KPI figure is submitted but falls outside the expected range
The Pack Assembly Agent flags the out-of-range value in the Google Sheet with a colour highlight and includes a warning note in the draft pack before the CEO review step. The workflow continues but the flag remains visible.
Review the flagged figure with the relevant department head. If the figure is correct and intentional, clear the flag in the Google Sheet. If it is an error, update the cell with the correct value and the pack will refresh automatically.
A duplicate KPI submission is received from the same department head
The KPI Collection Agent detects a duplicate response and retains only the most recent submission, logging both to the audit trail in the Google Sheet with timestamps.
No action is required in most cases. If you want to confirm which submission is correct, check the audit log in the Google Sheet and update the value if needed before the Pack Assembly Agent runs.
The CEO does not approve the draft pack within the expected window
The workflow holds at the CEO review step. After 24 hours without an approval action in Google Drive, the system sends a follow-up Slack reminder to the CEO with the direct document link.
The CEO should open the draft, complete the commentary, and mark the document as approved. If the CEO is unavailable, the CFO should contact FullSpec support to discuss delegating the approval step temporarily.
Xero or HubSpot API is temporarily unavailable
The automation platform retries the failed API call up to three times with a five-minute interval between each attempt. If all retries fail, the workflow pauses and a Slack alert is sent to the CFO with the error details and the name of the tool that is unreachable.
Check whether Xero or HubSpot is experiencing a known outage by visiting their status pages. If the outage is brief, wait and re-trigger the affected agent once the service is restored. If the outage is prolonged and the board meeting deadline is at risk, contact FullSpec support at support@gofullspec.com for manual fallback options.
04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. Keep this table accessible to everyone involved in the reporting cycle so alerts and exceptions can be resolved quickly without the workflow stalling.
Role
Name
How to reach them
Process owner (CFO)
[Your name]
[Rep email]
CEO (commentary and sign-off)
[Your name]
[Rep email]
EA or operations contact
[Your name]
[Rep email]
Department head: [Team name]
[Your name]
[Rep email]
Department head: [Team name]
[Your name]
[Rep email]
FullSpec builder
FullSpec team
support@gofullspec.com
FullSpec support
FullSpec support desk
support@gofullspec.com
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05Ongoing maintenance
The automation is designed to run without active management between cycles. The tasks below keep it accurate, reliable, and aligned with your business as it grows. Most items take under 30 minutes and can be handled by the CFO or EA without involving FullSpec.
When Xero or HubSpot credentials change or are rotated
Update the API credentials in the automation platform's credential store. Do not wait until the next reporting cycle to test the connection. Confirm a successful API call immediately after updating and contact FullSpec support if authentication fails.
CFO or FullSpec support
When the board pack template changes layout or adds new sections
Notify FullSpec before the change goes live. The Pack Assembly Agent maps to specific named fields in the Google Drive template. An unannounced structural change will cause the assembly step to fail or populate the wrong cells.
CFO notifies FullSpec; FullSpec updates agent
Monthly spot-check after each pack cycle
Open the completed Google Sheet and verify that the figures written by the Data Collector Agent match the source figures visible in Xero and HubSpot for the same period. A five-minute manual check each cycle catches any drift before it reaches the board.
CFO or EA
Monthly error-log review
Review the error log tab in the central Google Sheet. Look for any flagged cells, retry events, or skipped KPI rows. If the same error appears across two or more consecutive cycles, contact FullSpec support for investigation.
CFO or EA
When a department head joins, leaves, or changes role
Update the KPI Collection Agent's recipient list in the workflow settings. Removing a departed team member's Slack handle prevents unanswered prompts from blocking the workflow each cycle. Add new department heads before the next reporting date.
CFO notifies FullSpec; FullSpec updates agent
Quarterly volume and scope review
Confirm that the reporting frequency, number of KPI contributors, and data sources still match the live automation configuration. If you have added a new data source or expanded to investor reporting, contact FullSpec to scope the additional work.
CFO and FullSpec
The most common maintenance issue for this process is a change to the board pack template in Google Drive that is not communicated to FullSpec before it goes live. Because the Pack Assembly Agent maps directly to named fields and chart positions in the template, even a small structural change, such as a renamed section or a relocated chart, can cause the assembly step to write data to the wrong place or fail silently. Always notify FullSpec at support@gofullspec.com before editing the master template.
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