FS-DOC-01Operations
Launch Plan
Inventory Reorder Management
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear picture of what is being built, how FullSpec runs the build from start to finish, what you need to provide, and what your role looks like once the automation is live. FullSpec handles all technical work including connecting your tools, building the agents, testing every scenario, and deploying to production. Your job is to provide access to your existing tools, confirm one key configuration decision, and review outputs during the test phase. Nothing in this document requires technical knowledge.
01What you're launching
Today your operations coordinator spends around six hours every week pulling stock reports from Cin7, comparing levels against reorder points in a spreadsheet, calculating quantities by hand, drafting purchase orders one by one, emailing them for manager approval, chasing suppliers when they go quiet, and manually creating bills in Xero. The entire cycle depends on one person remembering to run it, and by the time a low-stock situation is caught, the reorder window has often already closed. This automation replaces that cycle with a continuous, rules-driven system that monitors Cin7 in real time, calculates the right reorder quantity the moment a SKU hits its threshold, routes high-value orders to the operations manager for Slack approval, emails the finalised PO to the supplier, creates the Xero bill, logs the order to the tracking sheet, and sends a supplier chaser automatically if no acknowledgement arrives within 24 hours.
Process
Inventory Reorder Management
Trigger
On-hand quantity for a SKU falls at or below its defined reorder point in Cin7
Final output
Supplier receives a finalised PO by email, a draft bill is created in Xero, the order is logged to the Google Sheets tracker, and a chaser is sent automatically if the supplier does not acknowledge within 24 hours
Agents being built
2 agents: Reorder Calculation Agent and PO Dispatch and Tracking Agent
Tools involved
Cin7, Xero, Gmail, Slack, Google Sheets
Volume
Approximately 120 SKUs monitored continuously; 15 to 30 purchase orders raised per month
Launch PlanPage 1 of 4
FS-DOC-01Operations
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, a clear owner for every task, and a defined output before the next stage begins. The Standard build for this process is scoped at four weeks and rated Moderate complexity, meaning it involves API connections to three or more systems, conditional logic for approval routing, and automated follow-up sequences. You will not need to interact with any technical tooling at any stage. FullSpec manages the entire build environment, credential handling, and deployment pipeline.
Complexity level: Moderate. Estimated delivery window: 4 weeks (20 business days). The delivery clock starts at the close of Connect, not payment. Connect must be completed and all credentials confirmed before the build timer begins.
1Connect
Business days 1 to 3
FullSpec
Sends you the credential collection form and access checklist for Cin7, Xero, Gmail, Slack, and Google Sheets. Reviews your Cin7 SKU setup and confirms reorder point fields are populated. Maps your supplier contacts and defines the data structure for the tracking sheet. Sets the approval threshold configuration with your operations manager.
You
Complete the credential form and grant API access for each connected tool. Confirm the dollar value above which purchase orders require manager approval. Verify that reorder point thresholds are set in Cin7 for your active SKUs. Nominate the operations manager who will receive Slack approval requests.
2Build
Business days 4 to 12
FullSpec
Builds the Cin7 polling trigger and the Reorder Calculation Agent, connecting to Google Sheets for sales velocity and lead time reference data. Then builds the PO Dispatch and Tracking Agent covering PO creation in Cin7, Slack approval routing, Gmail send, Xero bill creation, Google Sheets logging, and the 24-hour acknowledgement chaser. Sets up the conditional approval threshold logic and all error handling paths.
You
No action required during the build stage. FullSpec may send one or two short questions if a supplier contact detail or Cin7 field is ambiguous. Respond within one business day to avoid delays.
3Test
Business days 13 to 18
FullSpec
Runs end-to-end tests using real SKUs in a staging environment. Validates PO quantities, confirms Slack approval routing fires correctly for above-threshold orders, checks Xero bill accuracy, and verifies the 24-hour chaser logic. Shares a test summary report with you before sign-off.
You
Review the test summary report and confirm that sample PO values, supplier details, and Xero bill entries look correct. Check the Slack approval message in your own Slack workspace and confirm it reads as expected. Flag any discrepancies to FullSpec within two business days.
4Launch
Business days 19 to 20
FullSpec
Deploys the automation to your production environment and switches the Cin7 polling trigger live. Monitors the first batch of real reorder events to confirm end-to-end flow. Delivers the SOP and Runbook document so your team knows how to update thresholds, override a PO, and handle supplier errors going forward.
You
Confirm go-live with your operations manager. Review the first two or three live POs to verify supplier receipt and Xero bill creation. Inform your coordinator that manual stock checks are no longer required as the primary process.
Launch PlanPage 2 of 4
FS-DOC-01Operations
03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from you or your team at any point. The table below lists each tool, what access is needed, and when it must be provided. All credentials are collected securely via the FullSpec credential form sent at the start of Connect.
Cin7
API key with read and write access to inventory, purchase orders, and product records
Before Connect closes
Xero
OAuth connection authorised for Bills (create and read) and Contacts
Before Connect closes
Gmail
OAuth connection for a send-capable account used for supplier communications
Before Connect closes
Slack
Bot token with permission to post messages in the operations channel and receive button interaction responses
Before Connect closes
Google Sheets
Editor access to the open PO tracking sheet and the sales velocity and lead time reference sheet
Before Connect closes
The one configuration decision you must confirm before Connect closes: the purchase order approval threshold. This is the dollar value above which the automation holds a PO and sends a Slack message to your operations manager for review before anything is sent to the supplier. Without a confirmed threshold, the approval routing cannot be built. If you are unsure of the right number, FullSpec recommends starting at $500 and adjusting after the first month of live data.
04Your role once live
Once the automation is live, day-to-day reorder management runs without manual input. The table below sets out what your team handles, what FullSpec continues to handle, and what no longer needs to be touched at all.
Role
Ongoing responsibilities
What you no longer touch
You (business owner and operations team)
Review and approve or reject high-value POs in Slack when prompted. Update reorder point thresholds in Cin7 when product demand changes. Review the open PO tracker in Google Sheets periodically. Contact support@gofullspec.com if a PO behaves unexpectedly.
Manual stock level checks. Spreadsheet comparisons. Hand-typed purchase orders. Emailing POs to managers for approval. Chasing suppliers for acknowledgement. Creating bills in Xero manually. Logging POs to a tracking sheet.
FullSpec
Monitors automation health and error logs. Responds to issues flagged via support@gofullspec.com. Applies updates if a connected tool changes its API or authentication requirements. Advises on threshold or routing adjustments as your business grows.
Not applicable.
Launch PlanPage 3 of 4
FS-DOC-01Operations
05What success looks like
The automation does not reach its full output overnight. The table below describes what to expect at each milestone and how to recognise that things are working as designed.
Timeframe
What to expect
Sign of success
Week 1
The automation fires on real SKU triggers for the first time. A small number of POs are created and sent automatically. The operations manager receives their first Slack approval request. FullSpec monitors the live run closely and resolves any edge cases.
At least one PO is sent to a supplier without manual input. The corresponding Xero bill and Google Sheets log entry appear correctly. The operations manager successfully approves or rejects a Slack request.
Month 1
The full reorder cycle runs without daily intervention. Between 15 and 30 POs are processed automatically. Supplier acknowledgement chasers fire on schedule. Your coordinator is no longer running manual stock checks as a routine task.
Manual reorder hours drop from 6 hours per week to under 1 hour. No stockout events occur due to a missed reorder trigger. The Google Sheets tracker shows a complete, accurate log of all POs raised during the month.
Month 3
The automation is running as the primary and trusted reorder system. The team has adjusted thresholds at least once based on real demand data. Annual cost savings are tracking toward the $9,700 target. Confidence in the system is high enough to consider raising the auto-approve threshold.
Time from stock alert to PO sent is consistently under 15 minutes. Supplier acknowledgement rate is at 100% within 24 hours. PO creation errors are near zero. The operations coordinator is redeployed to higher-value tasks.
Next step: FullSpec will send you the credential collection form within one business day of you returning this document. Complete the form and confirm your approval threshold to open the Connect stage and start the delivery clock. If you have questions at any point, contact support@gofullspec.com.
Launch PlanPage 4 of 4