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Launch Plan
Affiliate Programme Management
[YourCompany.com] · Marketing Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your guide to getting the Affiliate Programme Management automation live. It covers what is being built, how the build stages work, what FullSpec needs from you before work begins, and what your responsibilities look like once the system is running. FullSpec handles every technical step of the build, testing, and deployment. Your role is to provide tool access, confirm one key configuration decision during Connect, and review outputs during the Test stage.
01What you're launching
Right now, every affiliate conversion triggers a chain of manual tasks: checking Tapfiliate for new conversions, verifying them against your order data, updating a Google Sheets log, recording the deal in HubSpot, compiling a monthly payout report, raising bills in Xero, and sending individual confirmation emails. With around 120 conversions per month and dozens of active affiliates, steps get skipped, commission figures drift, and partners chase you for payments that are late or incorrect. This automation connects your affiliate platform, CRM, accounting tool, and communications into a single automated flow, so every conversion is captured, validated, logged, billed, and communicated without manual effort.
Process
Affiliate Programme Management
Trigger
A conversion is confirmed in Tapfiliate, or a monthly payout cycle closes
Final output
Validated commission records in Google Sheets, deals updated in HubSpot, bills raised in Xero for finance approval, payment confirmation emails sent via Gmail, and a weekly performance digest posted to Slack
Agents being built
3 agents: Conversion Validation Agent, Payout and Communications Agent, Reporting Agent
Tools involved
Tapfiliate, Google Sheets, HubSpot, Xero, Gmail, Slack
Volume
~120 affiliate conversions/month, with payout cycle closing monthly and reporting running every Monday morning
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02How the build works
The build follows four sequential stages: Connect, Build, Test, and Launch. FullSpec owns all technical work across every stage. You will be most involved during Connect, where tool access is confirmed, and during Test, where you review real outputs against your historical records. The Standard build for this process is estimated at four to five weeks from the close of Connect, with a total build effort of 48 hours across the three agents. Each stage has a clearly defined set of actions for FullSpec and a small set of actions for your team.
Complexity level: Moderate. Estimated delivery window: 4 to 5 weeks in business days. The delivery clock starts at the close of Connect, not payment. Delays in providing tool credentials or confirming commission tier rules will push the timeline out.
1Connect
Business days 1 to 3
FullSpec
Send tool access request checklist. Review existing commission tier rules and payout schedule with you. Confirm Tapfiliate webhook availability for your plan, or set polling interval if required. Verify API access for all six tools. Document any edge cases in commission logic before build begins.
You
Provide admin credentials or API keys for Tapfiliate, HubSpot, Xero, Gmail, Google Sheets, and Slack. Share your current commission tier structure and payout rules in writing. Confirm the Slack channel where the weekly digest should post. Flag any known exceptions in your current commission logic.
2Build
Business days 4 to 18
FullSpec
Build and configure the Conversion Validation Agent: webhook or poll trigger from Tapfiliate, duplicate and refund checks, commission tier application, and Google Sheets log writes. Build the Payout and Communications Agent: monthly cycle trigger, Xero bill creation per affiliate, Gmail confirmation emails, HubSpot deal logging, and new affiliate onboarding sequence. Build the Reporting Agent: weekly Monday schedule, Google Sheets read, and Slack digest formatting and posting.
You
Remain available to answer questions about commission rules or affiliate data edge cases that arise during build. No technical action required from your team during this stage.
3Test
Business days 19 to 22
FullSpec
Run end-to-end tests using real and synthetic conversion data. Validate commission calculations against a sample of historical records. Test anomaly flagging, duplicate rejection, and refund handling. Confirm Xero bills are raised correctly and await finance approval without auto-releasing payment. Test Gmail confirmation emails and onboarding sequence delivery. Confirm Slack digest format and posting schedule. Resolve any issues before handoff.
You
Review test outputs and confirm commission figures match your expectations. Check that Xero bills look correct before approving any test records. Confirm the Slack digest reads clearly for your team. Flag any discrepancies to FullSpec before sign-off.
4Launch
Business days 23 to 25
FullSpec
Switch the automation to live with real Tapfiliate conversion events. Monitor the first 48 hours of live traffic for any unexpected behaviour. Deliver the Process Runbook and SOP to your marketing team. Confirm handoff complete and open the support channel for post-launch queries.
You
Confirm go-live with your finance manager so they are ready to approve the first automated Xero bills. Notify your affiliate partners that payout processing has moved to an automated schedule. Monitor your Slack channel for the first weekly digest and confirm it looks correct.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your side. The table below lists every tool, exactly what access is needed, and when it must be provided. All credentials should be ready before Connect closes so the build clock can start on time.
Tapfiliate
API key with read access to conversions and affiliate records. Confirm whether your plan supports real-time webhooks or requires polling.
Before Connect closes
Google Sheets
Editor access to the existing commission tracking spreadsheet, or confirmation that a new sheet should be created.
Before Connect closes
HubSpot
Private App token with read and write access to Deals and Contacts.
Before Connect closes
Xero
OAuth connection with permission to create and read Bills. Finance Manager approval to connect the accounting tool.
Before Connect closes
Gmail
OAuth access to the mailbox used to send affiliate communications. Confirm the sending address.
Before Connect closes
Slack
Bot token with permission to post to the designated performance digest channel. Confirm the channel name.
Before Connect closes
One decision you must confirm before Connect closes: your commission tier rules. The Conversion Validation Agent applies commission rates based on the tier structure you provide. If tiers are not documented and agreed before build begins, the agent cannot calculate correctly and the build will be paused until this is resolved. Please share your tier table in writing, including any special rates for specific affiliates, during the Connect stage.
04Your role once live
Once the automation is live, the vast majority of the affiliate programme runs without any action from your team. The table below sets out what you remain responsible for and what you no longer need to touch.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / marketing manager)
Review and action flagged conversions that the Conversion Validation Agent marks as anomalies. Approve Xero bills raised by the automation before payment is released. Respond to affiliate queries that fall outside standard automated replies. Update commission tier rules in the system if your programme structure changes. Notify FullSpec if a new affiliate platform, CRM, or accounting tool is introduced.
Daily manual checks of Tapfiliate. Spreadsheet data entry for conversions. Individual payout report compilation. Manual bill creation in Xero. Writing and sending individual confirmation emails. Typing the weekly Slack digest.
FullSpec
Monitor automation health and alert you if any agent fails or produces unexpected output. Apply updates to commission tier logic when you notify us of changes. Maintain integrations if any connected tool updates its API. Provide ongoing support via support@gofullspec.com.
N/A
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05What success looks like
The table below sets out realistic expectations for each phase after go-live, so you know what to look for and when to consider the automation fully bedded in.
Timeframe
What to expect
Sign of success
Week 1
Conversions from Tapfiliate begin flowing into Google Sheets automatically. The first HubSpot deals are created without manual input. Your team may still feel cautious and cross-check a few records manually, which is normal.
Commission log entries match Tapfiliate conversion data with no manual intervention required. No duplicate records appear. Finance receives the first automated Xero bill draft for review.
Month 1
The first full payout cycle closes automatically. Bills are raised in Xero, confirmation emails go out to affiliates, and the weekly Slack digest posts every Monday. Affiliate queries about payment status begin to reduce as partners receive timely confirmations.
Payout cycle completes on the same day as cycle close, with no manual compilation step. Affiliate payment queries drop noticeably. Marketing manager reports fewer than 30 minutes spent on programme admin in the week containing month-end.
Month 3
The automation is fully embedded in your programme rhythm. Commission accuracy is at 99% or above. The programme manager is spending around one hour per week on affiliate oversight rather than seven. Payback on the build cost is on track within the four-month window.
Annual staff cost of the process has moved from $18,200 to approximately $2,600. No missed or late conversions reported by affiliates. Weekly digest is the primary source of programme performance data for your team. Build cost of $6,000 has been recovered through time savings.
Questions at any stage? Contact the FullSpec team at support@gofullspec.com. We monitor live automations and are available to assist if anything looks unexpected after go-live.
Next step: share this document with your Finance Manager so they are briefed on the Xero approval step before go-live, then complete the tool access checklist in Section 03 and return it to FullSpec to close the Connect stage and start the build clock.
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