FS-DOC-01Operations
Launch Plan
Budget Planning and Approval
[YourCompany.com] · Management Department · Prepared by FullSpec · [Today's Date]
This Launch Plan sets out exactly what is being built, how the build is structured, what FullSpec needs from you to get started, and what your role looks like once the automation is live. FullSpec handles every stage of the build, testing, and go-live. Your job is to provide tool access, confirm one configuration decision before work begins, and review the final output at handover.
01What you're launching
Right now, every budget cycle starts with the finance manager manually distributing spreadsheet templates by email, chasing department heads across several rounds of follow-up, re-keying figures from multiple returned files into a master workbook, cross-checking actuals in Xero by hand, and then managing an untracked approval chain that regularly causes the budget to be finalised after the period has already started. The automation replaces the most time-consuming parts of that process. Department heads receive a standardised Google Form link automatically. Reminders fire via Slack without anyone having to send them. A consolidation agent maps all valid submissions into the master Google Sheet, pulls Xero actuals, and flags only the lines that need a finance decision. Once finance clears the draft, an approval agent handles the DocuSign envelope and archives the signed document to Google Drive. Finance retains full oversight of flagged exceptions and the final approval decision.
Process
Budget Planning and Approval
Trigger
The annual or quarterly budget cycle opens and the master planning calendar date is reached, firing the workflow automatically.
Final output
A signed, archived budget document in Google Drive, with the master Google Sheet updated to approved status and a Slack notification sent to the finance channel.
Agents being built
3 agents: Submission Coordinator Agent, Budget Consolidation Agent, Approval Routing Agent
Tools involved
Google Forms, Google Sheets, Xero, Slack, DocuSign, Google Drive
Volume
1 to 4 budget cycles per year, each involving 6 to 15 department submissions
Launch PlanPage 1 of 4
FS-DOC-01Operations
02How the build works
FullSpec builds this automation in four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions, a clear owner for each task, and a target completion window measured in business days. The stages run in order, with each one dependent on the previous being signed off. You do not need any technical knowledge to participate. Your involvement is focused on providing access, confirming decisions, and reviewing output at handover.
Complexity level: Moderate. Estimated delivery window: 18 to 22 business days. The delivery clock starts at the close of Connect, not payment. Connect must be fully completed, including all tool access confirmed, before the build stage begins.
1Connect
Estimated time: Days 1 to 3
FullSpec
Send the credential intake form and configuration questionnaire. Review your existing Xero account structure, Google Workspace sharing settings, and DocuSign account tier. Map your approval hierarchy and confirm the variance threshold logic with the finance manager.
You
Complete the credential intake form. Provide Xero API access details, DocuSign account permissions, and Google Workspace sharing access. Confirm the variance threshold that should trigger a finance review flag, and supply the DocuSign signing order for your approval chain.
2Build
Estimated time: Days 4 to 14
FullSpec
Build and configure all three agents in sequence. Set up the Google Form template and connect it to the tracking sheet. Build Slack reminder logic tied to submission status and deadline proximity. Build the consolidation logic that maps form responses to cost centres and pulls Xero actuals. Configure the DocuSign envelope creation, signing order, fallback rules, and Google Drive archiving step.
You
Remain available to answer questions on your cost centre naming conventions, the Google Drive folder structure you want to use for archiving, and any changes to the approval chain that arise during the build. No technical action is required from you during this stage.
3Test
Estimated time: Days 15 to 19
FullSpec
Run a full dry-cycle test using your prior period data. Validate all edge cases including late submissions, missing fields, variance threshold triggers, declined DocuSign envelopes, and fallback signing scenarios. Provide a test results summary and resolve any issues identified.
You
Review the test results summary. Confirm that the consolidated output, variance flags, and archived document match your expectations. Report any discrepancies to FullSpec at support@gofullspec.com before sign-off is given.
4Launch
Estimated time: Days 20 to 22
FullSpec
Enable the live workflow and confirm the scheduled trigger is active in the master planning calendar. Hand over the SOP and admin control guide to the finance manager. Confirm all Slack notification channels are routing correctly and the Google Drive archive folder is receiving documents.
You
Confirm go-live readiness with your finance manager. Communicate the change to department heads so they know to expect a Google Form link rather than a spreadsheet email at the next cycle open. Contact FullSpec at support@gofullspec.com for any post-launch questions.
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 you or your team. The table below lists every tool credential needed and when it must be provided. All access requests will arrive through FullSpec's secure credential intake form, not by email.
Google Forms
Access to your Google Workspace account so FullSpec can create and share the standardised input form under your organisation's domain.
Before Connect closes
Google Sheets
Edit access to the existing master budget workbook, or confirmation that FullSpec should create a new one in your Drive.
Before Connect closes
Xero
OAuth authorisation with reporting and accounts read permissions. Your Xero account administrator must approve the connection.
Before Connect closes
Slack
Permission to add a bot to the relevant Slack workspace and post to the finance channel and any department channels that will receive submission reminders.
Before Connect closes
DocuSign
Admin access to your DocuSign account so FullSpec can configure envelope templates and the signing order for your approval chain.
Before Connect closes
Google Drive
Edit access to the folder where signed budget documents should be archived, or confirmation of the folder path you want FullSpec to create.
Before Connect closes
Before Connect closes, you must confirm the variance threshold that triggers a finance review flag in the consolidated budget sheet. This is the single configuration decision that cannot be set by FullSpec on your behalf, because it reflects your organisation's risk tolerance and delegated authority policy. A threshold that is too tight will generate unnecessary noise for the finance manager; one that is too loose will miss genuine anomalies. FullSpec will present two or three options with examples during the Connect session to make this decision straightforward.
Launch PlanPage 3 of 4
FS-DOC-01Operations
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / finance manager)
Open a new budget cycle by updating the planning calendar date in Google Sheets. Review only the flagged variance lines and exception items in the consolidated sheet. Mark the consolidated draft as cleared for approval once you are satisfied. Handle any department head queries about the form itself.
Distributing spreadsheet templates by email. Chasing late submissions individually. Manually re-keying figures into the master workbook. Cross-checking Xero actuals line by line. Uploading documents to DocuSign and configuring signing orders. Archiving signed documents and notifying departments by email.
FullSpec
Monitor automation health and alert you proactively if any step fails or produces unexpected output. Apply updates to the workflow if your tool configurations change, such as a new DocuSign signer or a revised Xero permission. Respond to support queries at support@gofullspec.com.
Not applicable. FullSpec operates in the background and does not participate in your budget decisions or approval chain.
05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first automated budget cycle opens. Department heads receive their Google Form links automatically. Slack reminders fire at 48 hours and 24 hours before the submission deadline without any manual action from finance.
No manual chasing emails sent by the finance manager. All submission statuses visible in the master Google Sheet in real time.
Month 1
The consolidation agent processes all valid submissions and writes variance-flagged output to the master sheet. Finance reviews only flagged lines. The DocuSign envelope is sent and returned without manual upload or configuration.
Finance review time per cycle reduced to approximately 8 hours. Signed budget document archived automatically in Google Drive within 7 to 10 days of the cycle opening.
Month 3
The workflow has run across at least one full budget cycle and the team is confident in the process. Submission completion rate is consistently high because reminders are automatic. Budget turnaround is reliably within 10 days of cycle open.
Submission completion rate at or above 97%. Budget approval turnaround under 10 days. Finance staff cost attributable to budget work reduced from approximately $18,200 per year to approximately $4,000 per year.
Next step: share this Launch Plan with your finance manager and confirm you are ready to begin. FullSpec will send the credential intake form and Connect session invitation as soon as you give the go-ahead. Reach out to the FullSpec team at support@gofullspec.com with any questions before then.
Launch PlanPage 4 of 4