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Launch Plan
Client / Customer Onboarding Automation
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan covers everything you need to know about how FullSpec will build, test, and hand over your Client Onboarding automation. It sets out what is being built, how the four build stages work, 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 of the technical build, configuration, and testing. Your role is to provide tool access, confirm one key decision before the build starts, and review outputs at the end.
01What you're launching
Right now, every new client triggers a chain of manual tasks spread across your team: drafting and sending a welcome email, emailing out the intake form, chasing responses, copying data into HubSpot, raising an invoice in Xero, and notifying the delivery team in Slack. These steps are split across multiple people and tools with no single system connecting them, so something gets missed or delayed on nearly every new client. This automation replaces the majority of that manual chain with a reliable, consistent sequence that fires the moment a deal is marked Closed Won in HubSpot, covering approximately 20 new clients per month.
Process
Client / Customer Onboarding
Trigger
A HubSpot deal stage changes to Closed Won
Final output
A fully updated HubSpot record, sent welcome email, dispatched intake form, created Xero invoice, and a Slack notification to the delivery team
Agents being built
2 agents: Onboarding Coordinator Agent and Internal Handoff Agent
Tools involved
HubSpot, DocuSign, Typeform, Gmail, Xero, Slack
Volume
~20 new clients/month (approx. 220 automation runs logged this month)
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02How the build works
FullSpec follows a four-stage build process for every automation: Connect, Build, Test, and Launch. Each stage has a defined set of outputs and a clear handoff point. The stages run in sequence, with the Build stage split across the two agents being constructed. The total estimated delivery window is 15 to 20 business days from the close of Connect. You will receive progress updates at each stage and a final handover pack before go-live.
Complexity level: Moderate. This build involves two agents, five live API integrations, and field mapping between Typeform and HubSpot. Estimated delivery window: 15 to 20 business days. The delivery clock starts at the close of Connect, not payment.
1Connect
Estimated time: 2 to 3 business days
FullSpec
Reviews your mapped process, confirms API access requirements for HubSpot, Typeform, Gmail, Xero, and Slack, and sets up the shared credential handover method. Sends you the tool access checklist and the intake form field mapping template to review.
You
Provide login credentials or API keys for each tool using the method FullSpec shares. Confirm the Typeform intake form fields and their intended HubSpot property targets. Confirm whether Xero invoices should be sent automatically or held as drafts for approval.
2Build
Estimated time: 6 to 10 business days
FullSpec
Builds the Onboarding Coordinator Agent: HubSpot Closed Won trigger, personalised Gmail welcome email, Typeform intake form dispatch, 48-hour automated reminder logic, CRM data mapping from Typeform responses, and Xero invoice creation. Then builds the Internal Handoff Agent: Slack notification with client name, tier, account manager, and kickoff link, triggered on intake form submission. Tests each component against a HubSpot sandbox environment.
You
Available to answer questions about email copy preferences, Xero invoice formatting, and Slack channel routing. No technical action required during this stage. Expected time commitment: under one hour total.
3Test
Estimated time: 3 to 5 business days
FullSpec
Runs five to ten end-to-end test onboardings using real or anonymised deal data. Validates error handling for missing intake responses, Xero contact mismatches, and Slack channel routing failures. Fixes any issues found before presenting the automation for your review.
You
Reviews one or two test onboardings to confirm the welcome email copy, Slack message format, and invoice details look correct. Flags any changes needed before go-live. No technical review required, only a sense-check of the outputs.
4Launch
Estimated time: 1 to 2 business days
FullSpec
Switches the automation from sandbox to live, confirms the HubSpot trigger is active, delivers the SOP and handover documentation, and monitors the first five live runs to confirm everything fires correctly.
You
Confirms go-live is approved. Notifies relevant team members (account managers, finance, operations) that the automation is now handling the onboarding sequence. No technical action required.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required on your side. You will not need to configure anything in the automation platform or write any code. The table below lists every tool credential FullSpec needs and when it is needed. All access should be provided before the Connect stage closes so the build can begin without delays.
HubSpot
A Private App API key with read/write access to Contacts, Companies, Deals, and Properties
Before Connect closes
Typeform
A Personal Access Token from your Typeform account, plus edit access to the intake form to review and confirm field names
Before Connect closes
Gmail
OAuth 2.0 authorisation for the sending account (the account manager or shared onboarding inbox that should send the welcome email)
Before Connect closes
Xero
OAuth 2.0 authorisation connected to your Xero organisation, with access to Contacts and Invoices
Before Connect closes
Slack
A Slack Bot Token with permission to post to the designated onboarding channel, plus the channel name or ID
Before Connect closes
DocuSign
Confirmation of whether the Closed Won trigger will come from HubSpot only, or whether DocuSign contract-signed events should also fire the automation
Before Connect closes
Key decision before Connect closes: You must confirm whether Xero invoices should be sent to the client automatically once created, or held as drafts in Xero for your approval before sending. This choice affects how the Onboarding Coordinator Agent is built and cannot be changed mid-build without rework. If you are unsure, FullSpec recommends starting with draft-only mode so you retain approval control, with automatic sending enabled after you have reviewed a few live runs.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / ops lead)
Provision each new client account in your service platform (step 6, intentionally manual). Schedule the kickoff call once intake data is confirmed. Review Xero invoices if draft-only mode is enabled. Monitor the Slack onboarding channel to stay across new clients. Contact support@gofullspec.com if you notice anything unexpected in the automation outputs.
Writing and sending welcome emails. Emailing out intake forms. Chasing clients for incomplete intake responses. Copying intake form data into HubSpot. Creating and sending first invoices in Xero. Posting Slack notifications to the delivery team. Updating the HubSpot deal stage to Onboarded.
FullSpec
Monitors automation health and error logs. Responds to any support requests at support@gofullspec.com. Applies updates if connected tool APIs change in a way that breaks the integration. Available to adjust automation logic (email copy, reminder timing, field mappings, Slack message format) as your process evolves.
Not applicable. FullSpec does not handle manual steps that require client-specific judgement, such as account provisioning or kickoff scheduling.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation fires for every new Closed Won deal. Welcome emails go out within 2 minutes of the trigger. Intake forms are dispatched automatically. Xero invoices are created without manual input. The Slack onboarding channel receives a structured notification for each new client. Your team may notice the absence of the usual manual tasks before they get used to the new rhythm.
Every new deal triggers the full sequence with no manual prompting. No missed welcome emails or forgotten intake forms in the first week of live runs.
Month 1
Intake form completion rates begin to climb toward 90% as automated reminders remove the dependency on staff memory. HubSpot records are consistently populated with intake data without manual re-entry. Your team is spending the freed time on client work rather than onboarding admin. Expect to save approximately 5 hours per week, equivalent to around $1,000 in staff time across the month.
Intake form completion rate above 80%. Zero instances of a welcome email being sent late or with incorrect personalisation. Account managers report fewer interruptions from onboarding admin tasks.
Month 3
The automation is running with full consistency across all 20 monthly clients. Onboarding duration has dropped from 7 to 12 days down to 1 to 2 days for the majority of clients. Cumulative time saved is approaching 63 hours and cumulative overhead saving is approaching $3,250. CRM data quality is measurably higher, with intake fields consistently mapped on every record. The build cost of $4,500 is on track to be recovered within 4 months of go-live.
Average onboarding duration under 2 days. Xero invoices raised within 2 minutes of trigger for every new client. HubSpot deal stage updated to Onboarded automatically on every completed run. No manual onboarding steps required outside of account provisioning and kickoff scheduling.
Next step: To get started, reply to your FullSpec confirmation email or contact support@gofullspec.com to schedule your Connect session. Have your tool credentials and the Typeform intake form ready to review. The delivery clock starts the moment Connect closes, so the sooner credentials are confirmed, the sooner your automation goes live.
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