Test and QA Plan

How the build is validated before go-live: three sequential test phases, edge cases, and production verification.

4 pagesPDF · Quality

FS-DOC-06Quality

Test and QA Plan

Client / Customer Onboarding Automation

[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]

This document defines the complete quality assurance framework for the Client Onboarding automation. It covers three sequential test phases: unit tests for each individual agent, integration and edge-case tests for agent handoffs and failure modes, and a final end-to-end production run. The FullSpec team runs Phases 1 and 2 entirely in sandbox environments. Your process owner joins Phase 3 for sign-off on a live production test before go-live is confirmed. No phase begins until the previous phase fully passes.

01Testing approach

Testing runs in three phases in strict sequence. No phase begins until every test case in the previous phase carries a Pass status. Phase 1 validates each agent in isolation against a sandbox environment. Phase 2 confirms that agents hand off correctly to each other and that the system handles edge cases gracefully. Phase 3 runs a full end-to-end production test with real credentials and a real deal record, culminating in process owner review and approval.

Phase 1 — Unit Testing

Each agent tested in isolation

Scope

Individual agent logic: trigger detection, action execution, output formatting, and local error handling for Onboarding Coordinator Agent and Internal Handoff Agent

Environment

Sandbox only — HubSpot sandbox org, Typeform test workspace, Gmail test account, Xero demo company, Slack test workspace

Credential rule

No production credentials used. All connections must point to sandbox or demo accounts. Real client data must not be used.

Pass condition

All test cases T01 through T14 return the expected output with no errors. Any failure blocks progression to Phase 2.

Who runs it

FullSpec team only. Process owner is not required for this phase.

Phase 2 — Integration and Edge-Case Testing

Agent handoffs and failure mode validation

Scope

Cross-agent data handoffs, tool-to-tool field mapping accuracy, and all defined edge cases including missing data, duplicate records, tool unavailability, and human timeout scenarios

Environment

Sandbox only — same sandbox stack as Phase 1. No production connections active.

Credential rule

Sandbox credentials remain in force. Any credential swap to production is blocked until Phase 3 is formally initiated by the FullSpec team.

Pass condition

All integration test cases T15 through T22 and all edge-case test cases E01 through E08 return expected outcomes. Error paths must surface a recoverable state, not a silent failure.

Who runs it

FullSpec team only. Process owner is not required for this phase.

Phase 3 — End-to-End Production Test

Live environment, process owner sign-off required

Scope

Full onboarding sequence run against the live production environment using a designated internal test contact and a real but voided deal record

Environment

Production — live HubSpot org, live Xero account (draft invoice mode recommended), live Gmail, live Typeform, live Slack onboarding channel

Credential rule

Production credentials active. The FullSpec team coordinates the credential switch. All test records must be voided or deleted after Phase 3 completes.

Pass condition

All production test cases T23 through T27 pass. Process owner reviews outputs and records approval in the FullSpec confirmation log. This approval is captured as test case T27.

Who runs it

FullSpec team executes. Process owner is required to observe and approve the final case (T27) before go-live is authorised.

Test and QA PlanPage 1 of 4

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02Phase 1 — unit test cases

All Phase 1 tests must be executed using sandbox credentials only. Do not connect production HubSpot, Xero, Gmail, Typeform, or Slack accounts at this stage. Using a production credential during unit testing risks sending live emails or creating real invoices. If in doubt, contact support@gofullspec.com before proceeding.

Onboarding Coordinator Agent — covers the trigger, welcome email, intake form dispatch, reminder logic, CRM field mapping, and Xero invoice creation steps.

Scenario

Input

Expected Output

Pass Criteria

T01

Happy path: trigger fires on Closed Won

HubSpot sandbox deal moved to Closed Won stage with all required fields populated (contact name, email, service tier, deal value)

Automation platform detects the stage change event within 30 seconds and begins the onboarding sequence

Workflow execution log shows trigger received; no timeout or missed event

T02

Welcome email sent with correct personalisation

Closed Won deal with contact: Test Client, tier: Standard, account manager: Test AM

Gmail sandbox account sends email to test contact address with correct name, tier, and account manager name merged into the template

Email received in sandbox inbox; all merge fields populated correctly; no literal placeholder text visible

T03

Welcome email: missing contact first name in HubSpot

Closed Won deal where HubSpot contact first name field is blank

Automation uses fallback text (e.g. 'Hi there') rather than sending a blank merge field; execution continues

Email received with fallback greeting; no empty field; workflow does not halt

T04

Intake form link dispatched after welcome email

Successful T02 trigger completing the welcome email step

Typeform sandbox unique link sent to the same test contact email address within 60 seconds of the welcome email

Typeform submission URL present in the email body; link resolves to the correct sandbox form

T05

48-hour reminder fires when intake form not submitted

Intake form not submitted within the 48-hour window (simulated by advancing test clock or using a short timeout in sandbox)

Gmail sandbox sends a reminder email to the test contact address; no duplicate reminder sent

Reminder email received; timestamp shows correct delay logic; only one reminder dispatched

T06

Reminder does not fire when form submitted before 48 hours

Intake form submitted within the 48-hour window

No reminder email is sent; the sequence proceeds to CRM mapping

No reminder email in sandbox inbox; workflow log shows reminder branch skipped

T07

Happy path: intake data mapped to HubSpot record

Typeform sandbox submission with all required fields: billing email, billing contact name, service preferences, and payment terms

HubSpot sandbox contact and company record updated with all Typeform field values mapped to the correct HubSpot properties

HubSpot sandbox record shows correct field values matching the Typeform submission; no fields left blank that were provided

T08

Intake data mapping: optional field left blank in Typeform

Typeform submission where an optional field (e.g. secondary billing contact) is left blank

HubSpot record updated for all completed fields; blank optional field left as-is in HubSpot without overwriting an existing value

HubSpot record updated correctly; optional blank field does not overwrite an existing HubSpot value; no execution error

T09

Xero invoice created with correct values

HubSpot sandbox record with deal value: $2,500, billing contact email: testclient@example.com, payment terms: 14 days

Xero demo company creates a draft invoice for $2,500 addressed to testclient@example.com with 14-day payment terms and the correct line item description

Invoice visible in Xero demo company with correct amount, contact, due date, and line item; status is Draft or Sent per configuration

T10

Xero invoice: billing contact email missing from HubSpot record

HubSpot sandbox record where billing contact email field is blank after intake form mapping

Automation halts at the Xero step, logs an error to the workflow execution log, and triggers an alert (e.g. Slack message to the ops channel) notifying the team of the missing field

Xero invoice not created; error logged with deal ID and description of missing field; alert message received in sandbox Slack channel

T11

Xero invoice: deal value is zero or missing

HubSpot sandbox deal with deal value field blank or set to $0

Automation halts at the Xero step and logs a warning; no zero-value invoice created

No invoice in Xero demo; workflow log shows the zero-value guard triggered; execution paused pending manual review

T12

HubSpot deal stage updated to Onboarded after all steps complete

Successful completion of all prior steps (T01 through T09 sequence)

HubSpot sandbox deal stage updates from Closed Won to Onboarded; a timestamped note is added to the deal record

Deal stage reads Onboarded in HubSpot sandbox; note present on the record with execution timestamp

T13

HubSpot API rate limit response (429) received mid-sequence

Simulated 429 response from HubSpot sandbox during the CRM update step

Automation applies exponential backoff and retries up to three times before logging a failure and pausing the workflow

Workflow log shows retry attempts; on third failure, execution pauses and an error record is created; no duplicate writes on successful retry

T14

Duplicate trigger: same deal moved to Closed Won twice in quick succession

HubSpot sandbox deal stage toggled to Closed Won, back to another stage, then back to Closed Won within five minutes

Automation uses a deduplication check (deal ID) to prevent a second full sequence running for the same deal; second trigger is logged and suppressed

Only one welcome email sent; only one Xero invoice created; workflow log shows deduplication event for the second trigger

Internal Handoff Agent — covers the Slack notification posted after intake form submission and HubSpot record confirmation.

Scenario

Input

Expected Output

Pass Criteria

T15

Happy path: Slack notification posted after intake confirmed

Typeform sandbox submission received and HubSpot sandbox record updated successfully (T07 state)

A formatted Slack message posted to the sandbox onboarding channel containing client name, service tier, assigned account manager, and kickoff scheduling link

Message appears in sandbox Slack channel with all four data fields present and correctly populated; no raw field codes visible

T16

Slack notification: missing account manager name in HubSpot

HubSpot sandbox record where the assigned account manager property is blank

Slack message posted with account manager field showing 'Unassigned' as fallback; notification is not suppressed

Slack message received with 'Unassigned' in the account manager field; no other fields affected; message not duplicated

T17

Slack API unavailable (simulated 503 response)

Simulated 503 response from Slack API during the notification step

Automation retries once after 60 seconds; on second failure, logs the error and sends a fallback email notification to the ops team email address

Retry attempt logged; fallback email received at the configured ops team address; Slack step recorded as failed in execution log

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03Phase 2 — integration and edge case tests

Phase 2 confirms that the two agents hand off data correctly between them and that the full sandbox sequence runs end to end without manual intervention. Test IDs continue from the Phase 1 sequence.

Scenario

Input

Expected Output

Pass Criteria

T18

Full agent handoff: Onboarding Coordinator to Internal Handoff Agent

Complete Closed Won trigger through to Xero invoice creation passing in the sandbox

Internal Handoff Agent fires automatically once the HubSpot record is updated with intake data; no manual trigger required

Slack notification appears in sandbox channel within 90 seconds of the HubSpot record update; execution log shows the handoff event with correct deal ID

T19

HubSpot record update from Typeform propagates correctly to Slack message

Typeform sandbox submission containing client name: Sandbox Corp, tier: Standard, account manager: Test AM

Internal Handoff Agent Slack message reflects exactly the values captured from the Typeform submission and mapped into HubSpot

Slack message fields match the Typeform submission data with no truncation, encoding errors, or stale HubSpot values

T20

Xero invoice creation does not block the Slack notification

Xero step completes successfully before the Internal Handoff Agent fires

Slack notification is sent regardless of whether the Xero invoice was created in Draft or Sent status

Slack message posted; Xero invoice present in demo account; no dependency coupling that blocks the notification if Xero step is slow

T21

HubSpot deal stage updated to Onboarded only after both agents have completed

Both agents completing their full sequences in sandbox without error

HubSpot deal stage moves to Onboarded and a note is added only after the Slack notification step confirms completion

Deal stage reads Onboarded; note timestamp is after the Slack notification timestamp in the execution log

T22

End-to-end sandbox run with all steps passing sequentially

Clean sandbox environment with no prior test state; full trigger fired from HubSpot Closed Won event

All seven automated steps complete in sequence: welcome email, intake form dispatch, reminder logic skipped (form submitted), CRM update, Xero invoice, Slack notification, HubSpot stage update

All seven execution log entries show success; total elapsed time from trigger to final HubSpot update is under five minutes in the sandbox

Edge-case tests use the E-series ID prefix and cover scenarios that fall outside the normal flow. These must all pass before Phase 3 begins.

Scenario

Input

Expected Output

Pass Criteria

E01

Duplicate contact: Typeform submission email matches an existing HubSpot contact

Typeform sandbox submission where the email address already exists as a HubSpot contact under a different deal

Automation updates the existing HubSpot contact record rather than creating a duplicate; a note is added flagging the match

No duplicate contact created in HubSpot sandbox; existing record updated; note present indicating the duplicate-match logic fired

E02

Missing required field: billing email absent from Typeform submission

Typeform sandbox submission where the billing email question is left blank

Automation logs a field-missing error, halts at the Xero invoice step, and sends an internal alert to the ops Slack channel listing the missing field and the deal ID

Xero invoice not created; error logged; ops Slack alert received with correct deal ID and field description

E03

Missing required field: deal value blank in HubSpot at trigger time

HubSpot sandbox deal moved to Closed Won with the deal amount field empty

Automation completes the welcome email and intake form dispatch steps, then halts at the Xero step with a logged warning and internal notification

Welcome email and intake form sent; Xero invoice not created; warning logged; no silent failure

E04

Typeform tool unavailable: Typeform API returns a 502 error on form dispatch

Simulated 502 response from Typeform API during the intake form dispatch step

Automation retries up to three times with exponential backoff; on third failure, logs the error and sends an alert to the ops team; welcome email already sent is not resent

Retry log entries present; ops alert received; welcome email sent exactly once; intake form step recorded as failed pending manual resolution

E05

Xero contact mismatch: billing email in HubSpot does not match any existing Xero contact

HubSpot sandbox record with billing email: newcontact@testclient.com, which does not exist in the Xero demo company

Automation creates a new Xero contact using the billing email and name from HubSpot before creating the invoice

New Xero contact created in demo account; invoice raised against that contact; no error logged; execution continues

E06

Human timeout: intake form not submitted after 48-hour reminder, still no response after a further 48 hours

Intake form not submitted within 96 hours of dispatch (simulated in sandbox)

Automation sends one reminder at 48 hours, then after a further 48 hours without submission escalates by posting a message to the ops Slack channel and pausing the downstream steps

Only one reminder email sent; escalation Slack message posted at the 96-hour mark; downstream steps (CRM update, Xero, Slack notification) paused in execution log

E07

Slack channel misconfigured: onboarding channel ID not found

Internal Handoff Agent attempts to post to a Slack channel that has been deleted or renamed in the sandbox

Automation logs a channel-not-found error and sends a fallback direct message to the configured ops team Slack user ID

Error logged with channel ID; fallback DM received by the configured ops user; Slack notification step does not silently fail

E08

Automation platform execution timeout: one step exceeds the maximum allowed execution time

A simulated slow response from the HubSpot API causing the CRM update step to approach the platform execution timeout limit

Automation marks the step as timed out, logs the event, and does not proceed to the Xero or Slack steps; an alert is sent to the ops team for manual intervention

Step recorded as timed out in execution log; subsequent steps not executed; ops alert sent; no partial data written to HubSpot or Xero

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04Phase 3 — end-to-end production test

Important before running Phase 3: use an internal test email address (e.g. test-onboarding@[YourCompany.com]) as the client contact for this run. Do not use a real client's details. The Xero invoice must be created in Draft mode or voided immediately after the test to avoid sending a live invoice. The HubSpot deal record used for this test must be deleted or moved out of the Closed Won stage after Phase 3 completes. The FullSpec team will coordinate all credential switches to production before this phase begins. Do not switch credentials manually.

Confirm with the FullSpec team that the Xero production account is set to Draft invoice mode before T23 runs. If your Xero account is configured to send invoices automatically on creation, switch it to Draft mode for the duration of this test. Contact support@gofullspec.com if you are unsure how to make this change.

Scenario

Input

Expected Output

Pass Criteria

T23

Full production run: trigger to welcome email and intake form dispatch

Live HubSpot deal moved to Closed Won for the internal test contact (test-onboarding@[YourCompany.com]); all required fields populated with realistic test data

Welcome email received at the test inbox within 60 seconds of the deal stage change; Typeform intake link present in the email body and resolves correctly

Email received; merge fields correctly populated with test contact name and tier; Typeform link functional; no duplicate trigger fired

T24

Production intake form submission and CRM field mapping

Test team submits the live Typeform intake form using the link received in T23

Live HubSpot contact and company record updated with all Typeform responses mapped to the correct HubSpot properties within 90 seconds of submission

HubSpot record reflects all submitted Typeform values; no fields missing or misaligned; submission timestamp visible in HubSpot activity log

T25

Production Xero invoice creation in Draft mode

HubSpot record updated from T24 with deal value, billing contact, and payment terms all present

Draft invoice created in the live Xero account against the test billing contact with the correct amount, due date, and line item description; invoice is not sent to the client

Invoice visible in Xero with Draft status; amount, contact, and payment terms match the HubSpot deal record; no email dispatched from Xero to the test contact

T26

Production Slack notification and HubSpot deal stage update

Successful completion of T23 through T25 in the live environment

Formatted Slack message posted to the live onboarding channel with client name, tier, account manager, and kickoff link; HubSpot deal stage updated to Onboarded with a timestamped execution note

Slack message present in the live onboarding channel with all four data fields; HubSpot deal stage reads Onboarded; execution note timestamp is within 30 seconds of the Slack post

T27

Process owner review and approval — final Phase 3 gate

Process owner reviews the outputs from T23 through T26: the test inbox email, the HubSpot record update, the Xero draft invoice, and the Slack notification

Process owner confirms all outputs are correct and accurate, records their approval in the FullSpec confirmation log, and authorises go-live. The test deal record is then voided or deleted by the FullSpec team.

Process owner approval recorded in the FullSpec confirmation log. All test records voided. Go-live authorised. Phase 3 is complete.

Once T27 is approved, the FullSpec team will remove all test records, confirm production credentials are locked to the live workflow, and move the project to the Go-Live milestone. Any issues identified during Phase 3 are logged, fixed in the automation platform, and retested from T23 before approval is re-sought. Contact support@gofullspec.com for any Phase 3 coordination queries.

Test and QA PlanPage 4 of 4

Test and QA Plan

Test and QA Plan

01Testing approach

02Phase 1 — unit test cases

03Phase 2 — integration and edge case tests

04Phase 3 — end-to-end production test

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