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Launch Plan
Purchase Order 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 is structured, and what you need to do (and when) to keep the project on track. FullSpec handles every technical step from connecting your tools to testing and going live. Your role is limited to providing access credentials, confirming one configuration decision before the build starts, and reviewing the finished flow before it goes live. Nothing here requires technical knowledge.
01What you're launching
Right now, every purchase order at [YourCompany.com] moves through a fully manual chain: requests arrive by email, Slack, or word of mouth; the ops manager logs, validates, and chases approvals by hand; and the PO is typed into Xero, emailed to the supplier, and tracked in a spreadsheet that is rarely current. The result is approvals that stall for days, suppliers who never confirm, and finance unable to match invoices at month end. This automation replaces that chain with a structured Google Form intake, automated Slack-based approval routing, and a single post-approval flow that creates the PO in Xero, emails the supplier, updates the procurement register, and notifies the requester, all without anyone touching a keyboard.
Process
Purchase Order Management
Trigger
A staff member submits a purchase request via a structured Google Form
Final output
A finalised PO in Xero, a supplier email sent via Gmail, an updated procurement register in Google Sheets, and a Slack notification to the requester
Agents being built
3 agents: Intake and Validation Agent, Approval Routing Agent, PO Creation and Notification Agent
Tools involved
Google Forms, Slack, Xero, Gmail, Google Sheets, workflow automation platform
Volume
Approximately 60 purchase orders per month
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02How the build works
The build is broken into four sequential stages: Connect, Build, Test, and Launch. FullSpec leads every stage. You will be asked to provide tool access at the start and to review the finished flow before it goes live. Each stage has a defined set of actions for FullSpec and a short list of things your team needs to confirm or supply. The stages run in order and the timeline below assumes no delays in receiving credentials or configuration decisions.
This is a Moderate complexity build estimated at 48 build hours, with a total delivery window of approximately 4 weeks. The delivery clock starts at the close of Connect, not payment. The Connect stage is used to gather access and confirm configuration before any build work begins.
1Connect
Business days 1 to 3
FullSpec
Send credential request list, review Xero API plan tier, confirm Slack workspace permissions, document approval threshold rules and department codes, and finalise the build scope.
You
Share Xero login details or connected app credentials, confirm the Slack workspace, provide the approval threshold rules (spend limits by department), and supply or confirm the supplier contact data source.
2Build
Business days 4 to 15
FullSpec
Build the Google Form intake, validation logic, and Slack prompt for missing fields (Intake and Validation Agent). Configure spend-threshold routing rules, Slack approval messages with action buttons, and the 24-hour reminder (Approval Routing Agent). Connect Xero PO creation, Gmail supplier send, Google Sheets register update, and requester Slack notification into the post-approval flow (PO Creation and Notification Agent).
You
Remain available to answer questions about approval rules or supplier data. No active tasks required during this stage unless FullSpec flags a clarification.
3Test
Business days 16 to 18
FullSpec
Run end-to-end tests using real sample requests, verify Xero PO records match expected values, confirm Gmail supplier emails are delivered, check Google Sheets rows are written correctly, and validate Slack approval and notification messages.
You
Review one or two live test submissions, confirm the Slack approval message looks correct, and sign off that the Xero PO format meets finance requirements. Flag any issues to FullSpec before go-live.
4Launch
Business days 19 to 20
FullSpec
Switch on the live automation flow, confirm monitoring is active, deliver the SOP runbook to the ops manager, and support the cutover from the manual spreadsheet process.
You
Communicate the new Google Form submission process to your team, retire the manual spreadsheet intake, and submit the first real purchase request through the new form to confirm everything is working live.
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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. The table below lists every credential or permission needed and when it must be ready. Having these in place before Connect closes keeps the build on schedule.
Google Forms
Access to the Google Workspace account so the intake form can be created and linked to the workflow
Before Connect closes
Slack
Workspace admin access or permission to install a new Slack app for approval routing and notifications
Before Connect closes
Xero
A connected app credential (client ID and secret) with purchase order write permissions, or admin login to create one. Xero plan must support API access.
Before Connect closes
Gmail
A Google account (or shared ops mailbox) authorised to send outbound supplier emails via the automation platform
Before Connect closes
Google Sheets
Edit access to the existing procurement register, or confirmation that a new sheet should be created for the procurement log
Before Connect closes
The one configuration decision you must confirm before Connect closes is your approval threshold and routing rules: specifically, what spend amounts trigger which approver, and whether different departments have different rules. The Approval Routing Agent cannot be built until these rules are documented and agreed. If these rules are not yet written down, FullSpec will walk you through capturing them during the Connect call.
04Your role once live
Once the automation is live, day-to-day purchase order management runs without manual intervention for the vast majority of requests. The table below summarises what your team stays responsible for and what FullSpec continues to handle on the operational side.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / ops manager)
Review and action rejected or escalated purchase requests that require human judgment. Update approval threshold rules when they change. Add new supplier contacts to the form reference data. Communicate any process changes to your team.
Manually logging requests in a spreadsheet. Chasing approvers by email or Slack. Creating PO documents and emailing them to suppliers. Entering PO details into Xero. Tracking supplier confirmation emails. Notifying requesters of PO status.
FullSpec
Monitor the automation for errors or failed runs. Apply fixes or updates when tool APIs change. Support threshold rule updates when requested. Provide ongoing access to support@gofullspec.com for any operational questions.
N/A
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05What success looks like
The table below sets out what to expect at each stage after go-live. These milestones are based on your confirmed volume of approximately 60 purchase orders per month and the benchmarked time savings of 7 hours per week recovered for the ops manager.
Timeframe
What to expect
Sign of success
Week 1
The Google Form is live and being used for all new requests. The first real approvals are routed through Slack and POs are appearing in Xero automatically. The team is adjusting to the new submission process.
At least one PO created end-to-end without manual intervention. No requests arriving via email or chat.
Month 1
All purchase requests are flowing through the form. Approval turnaround is under 4 hours for the majority of requests. The ops manager is spending roughly 1 hour per week on PO admin instead of 7. Xero records are matching every approved PO.
Approval turnaround below 4 hours. Xero PO match rate at or near 100%. Ops manager reports materially less time on procurement admin.
Month 3
The process is fully embedded. Approximately 88 hours of ops manager time has been recovered. Finance is reconciling invoices against Xero PO numbers without chasing. Supplier confirmation tracking is handled by the automation, with follow-up emails sent automatically after 48 hours.
Zero manual PO creation steps. Finance reconciliation queries related to missing PO numbers are eliminated. Annual saving trajectory on track toward $18,200/year.
Next step: To get started, send your tool credentials and your approval threshold rules to support@gofullspec.com. FullSpec will schedule the Connect call within one business day of receiving this information and the delivery clock will start from the close of that session. If you are unsure about any credential on the list above, the Connect call is the right place to work through it together.
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