FS-DOC-01Operations
Launch Plan
Contractor Management Automation
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how the build progresses, what FullSpec needs from you, and what your day-to-day role looks like once the automation is live. FullSpec handles all technical design, integration, testing, and deployment. Your job is to provide access to your existing tools, confirm one key configuration decision before build starts, and be available for a short sign-off during the test stage. Nothing in this document requires technical knowledge.
01What you're launching
Right now, every new contractor engagement kicks off a chain of manual steps: operations emails a form, chases missing documents, files compliance certificates, sets up a supplier in Xero, notifies the team, logs invoices, chases approvals, and periodically checks whether insurance certificates are about to expire. These 12 steps are spread across email, Google Drive, Airtable, and Xero, with no automated handoffs and no single person responsible for the full chain. FullSpec is replacing ten of those steps with three purpose-built agents that handle onboarding, invoice approval routing, and compliance monitoring automatically. Two steps, an invoice discrepancy review and a final offboarding sign-off, remain with your team because they require a human judgement call.
Process
Contractor Management: onboarding, invoice approval, and compliance document monitoring
Trigger
A new contractor onboarding form is submitted via Google Forms, or a contractor submits an invoice
Final output
Contractor fully onboarded in Airtable and Xero, compliance documents filed in Drive, invoice approved and scheduled for payment, expiry alerts sent automatically 30 days before lapse
Agents being built
3 agents: Contractor Onboarding Agent, Invoice Approval and Payment Agent, Compliance Monitor Agent
Tools involved
Google Forms, Airtable, Google Drive, Xero, Slack
Volume
Approximately 6 contractor engagements per month, with weekly invoice and compliance checks
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02How the build works
The build runs across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for the FullSpec team and a clear, minimal set of actions for you. The overall build is rated Moderate complexity, reflecting the number of tools being integrated and the conditional approval logic required for invoice discrepancy handling. The total estimated delivery window is 15 to 19 business days from the close of the Connect stage. FullSpec manages all technical work within each stage and keeps you updated at every milestone.
Complexity level: Moderate. Estimated delivery window: 15 to 19 business days. The delivery clock starts at the close of Connect, not payment. Delays in providing tool access or confirming configuration decisions during Connect will shift the delivery window accordingly.
1Connect
Estimated time: 2 to 3 business days
FullSpec
Reviews your existing Google Forms structure and Airtable schema. Maps contractor data fields to confirm naming conventions match across tools. Identifies any data inconsistencies before build begins. Sends you a credentials checklist and one configuration question to answer.
You
Share access credentials for Google Forms, Airtable, Google Drive, Xero, and Slack (see Section 03). Confirm the single configuration decision around invoice approval threshold. Reply to FullSpec's credential checklist within 1 business day to keep the clock moving.
2Build
Estimated time: 7 to 10 business days
FullSpec
Builds the Contractor Onboarding Agent: connects Google Forms to Airtable, Google Drive, and Xero, and fires the Slack team notification. Builds the Invoice Approval and Payment Agent: invoice detection, one-click Slack approval routing, Xero bill creation, and discrepancy flagging. Builds the Compliance Monitor Agent: daily Airtable expiry checks and 30-day Slack or email alerts. Runs internal unit tests on each agent before passing to the Test stage.
You
No actions required during Build. FullSpec will contact you only if an unexpected data inconsistency is found that requires your clarification. You will receive a brief progress update at the midpoint of this stage.
3Test
Estimated time: 3 to 4 business days
FullSpec
Runs end-to-end tests covering a sample onboarding form submission, a mock invoice approval, a deliberate invoice discrepancy to confirm the human-review flag works, and a simulated document expiry alert. Fixes any issues found and documents all exception-handling steps in your runbook.
You
Review the test results summary FullSpec sends you. Submit one live or realistic test contractor record to confirm the onboarding flow works with your actual data. Confirm you are satisfied with the Slack approval message format before sign-off. This typically takes under 30 minutes of your time.
4Launch
Estimated time: 1 to 2 business days
FullSpec
Switches the automation to live mode against your production tools. Confirms all three agents are running and monitoring is active. Sends you the completed runbook, exception-handling guide, and the full document suite. Monitors the first 48 hours of live operation and addresses any issues immediately.
You
Notify your operations and finance teams that the new process is live and point them to the runbook for exception handling. Direct the next real contractor engagement through the new Google Form to confirm the full live flow. Contact support@gofullspec.com for any questions after go-live.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from you or your team. All connections are made by the FullSpec team using the credentials and permissions listed below. You do not need to install anything, write any code, or change how your tools are currently set up, except where a minor structural change to your Google Form is needed to align field names with Airtable columns.
Google Forms
Admin access to view and edit the existing contractor onboarding form, or permission to create a new form in your Google Workspace
Before Connect closes
Airtable
Owner or Creator-level access to the contractor tracking base so FullSpec can review the schema and configure the automation connection
Before Connect closes
Google Drive
Access to the folder where compliance documents are currently stored, with permission to create subfolders and upload files programmatically
Before Connect closes
Xero
A finance team member must authorise the Xero OAuth connection from within Xero's connected apps screen. Standard user access is not sufficient; the authorising user needs adviser or admin permissions
Before Connect closes
Slack
Workspace admin access to install the automation's Slack app and grant it permission to post to the relevant channels and send direct messages for invoice approvals
Before Connect closes
Configuration decision required before Connect closes: You must confirm the invoice approval threshold. Specifically, confirm whether all invoices regardless of amount are routed to the hiring manager for one-click approval, or whether invoices above a certain dollar value require a second approval from the finance manager before the Xero bill is created. This decision determines how the Invoice Approval and Payment Agent is built. If you change this rule after the Build stage begins, rework will be required and the delivery window will extend.
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04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / operations team)
Review flagged invoice discrepancies when the agent cannot match an invoice amount to the agreed contractor rate. Confirm final offboarding sign-off when a contractor engagement ends. Update contractor rates in Airtable when agreed terms change. Add new compliance document types to the Airtable tracking fields if your requirements expand.
Manually sending onboarding forms or chasing missing documents. Setting up suppliers in Xero. Logging and forwarding invoices for approval. Checking Airtable or calendars for compliance expiry dates. Posting Slack notifications about new contractors.
FullSpec
Monitors automation health and responds to any reported issues at support@gofullspec.com. Provides fixes for any agent failures caused by tool API changes or credential expiry. Available for configuration updates if your process requirements change.
No ongoing manual process involvement. FullSpec's role after launch is support and maintenance, not day-to-day operation.
05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first live contractor onboarding runs through the new form. Airtable, Drive, and Xero are all populated automatically. The team receives a Slack notification without anyone sending it manually. The first invoice approval request arrives in Slack rather than an email inbox.
Zero manual data entry for the first onboarding. Xero supplier record created within minutes of form submission, not days.
Month 1
All contractor onboardings for the month processed automatically. Invoice approvals handled via Slack one-click responses. At least one compliance document expiry alert sent and actioned without the operations manager spotting it manually. Finance team reports fewer interruptions from operations chasing Xero setup.
Weekly invoice processing time under 20 minutes. No compliance documents expired unnoticed. Operations manager handling exceptions only.
Month 3
The full volume of approximately 6 contractor engagements per month flowing through the automation without issue. Around 50 hours of operations admin time recovered over the quarter. Contractor onboarding consistently completed in under 30 minutes from form submission. Build cost on track to be recovered within the 4-month payback window.
Estimated $2,600 in operations staff time recovered. No invoice payment delays attributable to the approval process. Compliance document status in Airtable current for all active contractors.
Next step: Share your tool credentials and confirm the invoice approval threshold decision with the FullSpec team to open the Connect stage and start the delivery clock. Reach out at support@gofullspec.com with any questions before or during the build.
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