FS-DOC-01Operations
Launch Plan
Client Reporting Automation
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your guide to how the Client Reporting Automation gets built, tested, and handed over to you as a live, running system. It covers what is being built, how FullSpec runs the build end to end, what you need to provide, and what your role looks like once the automation is live. You do not need any technical knowledge to follow this document. FullSpec handles everything on the build side. Your job is to confirm access to your existing tools and make one configuration decision before build begins.
01What you're launching
Right now, producing a client report means logging into HubSpot, pulling metrics manually, copying figures into a Google Sheets staging tab, populating a Looker Studio template, writing a commentary section, confirming the right recipient, exporting a PDF, sending it via Gmail, logging the delivery in HubSpot, and posting a Slack notification. All of that happens every reporting cycle, for every client account, costing roughly 45 to 55 minutes per report and 6 hours every week. This automation replaces the repetitive assembly work with two purpose-built agents that run on schedule, so your team only steps in for accounts that need a human eye on the commentary before the report goes out.
Process
Client Reporting Automation
Trigger
A scheduled reporting date is reached for a client account in the master Google Sheets schedule
Final output
Client receives a branded PDF report via Gmail; delivery is logged in HubSpot; team receives a Slack confirmation notice; report is archived in Google Drive
Agents being built
2 agents: Report Data Collector and Report Builder and Distributor
Tools involved
HubSpot, Google Sheets, Google Looker Studio, Google Drive, Gmail, Slack
Volume
Approximately 40 client reports per month
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02How the build works
FullSpec runs the build across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions split between the FullSpec team and you. The stages run in order and cannot overlap, because each one depends on outputs from the last. The total delivery window assumes that your tool access is ready and the one configuration decision in Section 03 is confirmed before the Connect stage closes. If either of those is delayed, the delivery clock pauses until they are resolved.
Complexity: Moderate. Estimated delivery window: 4 business weeks from the close of Connect. Note that the delivery clock starts at the close of Connect, not at the point of payment. Connect is the stage where access is confirmed and the build scope is locked. Nothing is built until Connect closes successfully.
1Connect
Business days 1 to 3
FullSpec
Reviews your HubSpot field configuration and confirms which properties map to each report metric. Reviews your Looker Studio template structure and Google Sheets staging layout. Confirms the scope of both agents and raises any blockers before build begins.
You
Provide API credentials and login access for HubSpot, Google Sheets, Looker Studio, Google Drive, Gmail, and Slack (see Section 03 for the full list). Confirm the one configuration decision around which client accounts require a human review gate before the report is sent.
2Build
Business days 4 to 15
FullSpec
Builds the Report Data Collector agent: HubSpot API connection, field mapping logic, and Google Sheets write step, validated against a sample of real client accounts. Then builds the Report Builder and Distributor agent: Looker Studio refresh, AI commentary draft, PDF export to Drive, Gmail send, HubSpot activity log, Slack notification, and the human review gate for flagged accounts.
You
Remain available to answer questions about specific client accounts or report variants. No technical input is needed. Typical response time expected is same business day.
3Test
Business days 16 to 18
FullSpec
Runs automated reports in parallel with your manual process for one full reporting cycle. Checks data accuracy, PDF formatting, email delivery, HubSpot logging, Slack notifications, and commentary quality. Confirms the review gate fires correctly for flagged accounts. Resolves any discrepancies before sign-off.
You
Review two to three sample automated reports side by side with your manually produced versions. Confirm the commentary reads correctly and the PDF formatting matches your brand standard. Flag anything that does not look right so FullSpec can resolve it before go-live.
4Launch
Business days 19 to 20
FullSpec
Switches the automation to live production mode. Confirms the first scheduled run completes successfully. Delivers the Process Runbook and SOP so your team knows how to manage flagged accounts and update client schedules going forward. Monitors the first 72 hours of live operation.
You
Confirm you have received the Runbook and reviewed the escalation steps. Stand down from the manual reporting process for the accounts now covered by the automation. Contact support@gofullspec.com with any questions in the first week.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from you or anyone on your team. Everything listed below is a login, an API key, or a sharing permission that already exists inside tools you are already using. FullSpec will guide you through each one during the Connect stage. All credentials are collected securely and are not stored beyond the build.
HubSpot
A Private App API token with read access to Contacts, Companies, Deals, and Activities; confirm which custom properties are used for report metrics
Before Connect closes
Google Sheets
Editor access to the master reporting schedule spreadsheet and the client staging tabs
Before Connect closes
Google Looker Studio
Editor access to the branded report template; confirm the data source connector currently in use
Before Connect closes
Google Drive
Editor access to the client report archive folder structure so the automation can write exported PDFs to the correct client subfolder
Before Connect closes
Gmail
OAuth authorisation for the sending address used for client communications; confirm the sender display name and any email signature to include
Before Connect closes
Slack
A Slack bot token or incoming webhook URL for the channel where delivery notifications should be posted
Before Connect closes
Configuration decision to confirm before Connect closes: You must confirm which client accounts require a human to review the AI commentary draft before the report is sent. This is the review gate setting. It can be based on account tier, contract value, or a named list of clients. Once the gate criteria are set, they apply automatically to every run and can be updated at any time without rebuilding the automation. This is the one decision only you can make, and the build cannot be fully scoped without it.
04Your role once live
Once the automation is live, the day-to-day reporting cycle runs without any input from your team on standard accounts. Your role shifts from doing the work to occasionally reviewing outputs and managing exceptions. FullSpec remains responsible for the automation infrastructure, monitoring, and any changes to the build.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / ops team)
Review and approve commentary drafts for accounts flagged as requiring human sign-off (typically 5 minutes per flagged report). Update the client schedule in Google Sheets when a new client is added or a reporting date changes. Contact support@gofullspec.com if you notice a report that did not send or contains unexpected data.
Manually logging into HubSpot to pull metrics. Populating Looker Studio templates. Exporting PDFs. Composing and sending report emails. Logging delivery in HubSpot. Posting Slack notifications. Confirming recipient details each cycle.
FullSpec
Monitors the automation for failures, missed triggers, and API errors. Maintains the integration connections and updates credentials when they expire. Applies fixes or adjustments when source tool changes break a step. Responds to support requests at support@gofullspec.com.
Not applicable. FullSpec does not own any part of your client relationships or report content decisions.
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05What success looks like
The table below sets out what you should expect to see at each stage after go-live, and what a healthy signal looks like at each point. If anything does not match what you see in practice, contact FullSpec at support@gofullspec.com so the team can investigate.
Timeframe
What to expect
Sign of success
Week 1
The automation runs its first live reporting cycle. Flagged accounts surface commentary drafts for your review. All other accounts receive their reports automatically. The FullSpec team monitors every run and is on hand to resolve any issues same day.
Every report that was due in Week 1 is delivered on time. No manual formatting or sending is required from your team. Slack notifications arrive after each delivery. HubSpot shows a logged activity record for each sent report.
Month 1
The full monthly reporting cycle runs end to end without manual input on standard accounts. Your team spends a fraction of its previous time on reporting, limited to reviewing flagged commentary drafts. Any edge cases (missing data, new client accounts) have been raised and resolved.
Approximately 40 reports delivered on or before their due dates. Staff time on reporting drops from around 26 hours to under 4 hours for the month, covering only flagged account reviews and any exception handling.
Month 3
The automation is fully embedded in your operations rhythm. Your team has used the Runbook to add at least one new client to the schedule independently. Report delivery is consistent and on time. The cost saving is visible in how your operations team is spending their time.
Zero late or missed reports attributable to manual process failure. Annual saving on track toward $9,100. Operations Manager time freed for higher-value work. The review gate is tuned to your actual client mix and running reliably.
Next step: The Connect stage begins as soon as you confirm your tool access is ready and you have identified the client accounts that require the human review gate. Send that confirmation to support@gofullspec.com and the FullSpec team will schedule your Connect session within one business day. The delivery clock starts the moment Connect closes.
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