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Launch Plan
Supplier Onboarding Automation
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to how FullSpec builds, tests, and delivers the Supplier Onboarding automation. It covers exactly what is being built, how the delivery stages work, what FullSpec needs from you to get started, what your ongoing role looks like once the automation is live, and how to know the system is working as intended. FullSpec handles all technical build and configuration work. Your role is to provide tool access, confirm one key decision before the build begins, and approve the final test run before go-live.
01What you're launching
Right now, onboarding a single new supplier takes up to 140 minutes of manual effort spread across Gmail, Xero, HubSpot, DocuSign, and Slack. The process depends entirely on individuals remembering to send forms, chase documents, and key data into multiple systems, with no single owner tracking progress. Suppliers slip through with incomplete records, causing payment delays and compliance gaps. This automation replaces nine of the ten manual steps with three purpose-built agents, reducing human effort per supplier to under 15 minutes and cutting time-to-active from three to five business days to under 24 hours.
Process
Supplier Onboarding: intake, document collection, compliance routing, and system activation
Trigger
A new supplier request is approved by the operations or procurement lead
Final output
Active supplier records in Xero and HubSpot, signed agreement filed, and Slack confirmation posted to the operations channel
Agents being built
3 agents: Intake and Chaser Agent, Document Review Agent, Supplier Activation Agent
Tools involved
Gmail, Google Forms, DocuSign, Xero, HubSpot, Slack
Volume
~8 new suppliers per month (approximately 96 per year)
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02How the build works
FullSpec delivers this automation in four structured stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for the FullSpec team and a small number of inputs required from you. The stages run in sequence, with the Build stage covering the three agents in the order they appear in the workflow. You do not need any technical knowledge to participate. The only things required from your side are tool access (covered in Section 03), one configuration decision, and your sign-off at the end of testing.
Complexity level: Moderate. Estimated delivery window: 3 to 4 weeks (15 to 20 business days). The delivery clock starts at the close of Connect, not payment. Connect closes once all tool credentials are confirmed and the configuration decision in Section 03 is locked in.
1Connect
Business days 1 to 3
FullSpec
Sends you a secure credential intake form for each tool. Reviews your existing intake form template and trading agreement. Maps the supplier approval trigger source (form, CRM, or spreadsheet) and confirms the document checklist required before a supplier can be activated. Schedules a 30-minute Connect call to confirm all inputs.
You
Complete the credential intake form with API or login access for Gmail, Google Forms, DocuSign, Xero, HubSpot, and Slack. Confirm the one configuration decision (see Section 03). Share your current supplier intake form template and trading agreement document.
2Build
Business days 4 to 15
FullSpec
Builds the Intake and Chaser Agent (Gmail and Google Forms: automated outreach, 48-hour and 96-hour reminder sequences). Builds the Document Review Agent (DocuSign agreement dispatch, completeness check against your configured checklist, structured Slack alert to the finance lead). Builds the Supplier Activation Agent (Xero supplier record creation, HubSpot contact creation, Slack confirmation to the operations channel). Connects all agents in the orchestration layer and wires the compliance approval trigger from the finance lead's Slack response.
You
Available to answer questions if a document checklist item or approval routing rule needs clarification. No action required unless FullSpec flags a question via email.
3Test
Business days 16 to 18
FullSpec
Runs end-to-end test onboardings using sample supplier data. Validates all system records created in Xero and HubSpot. Tests the exception path (incomplete documents flagged to the finance lead). Confirms Slack notifications fire correctly. Prepares a test summary and hands you a short checklist to review during UAT.
You
Review the UAT checklist and confirm each item passes. Action: approve three sample supplier onboardings by following the finance lead's Slack sign-off step as you would in real operation. Raise any issues to FullSpec at support@gofullspec.com within 24 hours of receiving the UAT pack.
4Launch
Business days 19 to 20
FullSpec
Deploys the automation to the live environment. Monitors the first two real supplier onboardings end-to-end. Delivers the SOP and Runbook so your operations team knows how to handle escalations, update document checklists, and amend supplier records post-activation. Confirms go-live and closes the delivery.
You
Give the go-ahead to switch from test to live. Notify your team that the new process is active. Process the first real supplier onboarding through the system with FullSpec monitoring in the background.
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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. All configuration, API authentication, and workflow logic is handled entirely by the FullSpec team. You provide login or API credentials for each tool listed below, and FullSpec takes it from there.
Gmail
A connected Google account with send permission, or an app password for the sending address used in supplier outreach
Before Connect closes
Google Forms
Editor access to the existing supplier intake form, or confirmation to build a new one from your template
Before Connect closes
DocuSign
Admin or API user credentials, plus access to the trading agreement template in your DocuSign account
Before Connect closes
Xero
A Xero user with API access enabled (Partner or Adviser level); a connected Xero app credential if your plan requires it
Before Connect closes
HubSpot
A HubSpot user with Contacts write permission; API key or private app token from your HubSpot account
Before Connect closes
Slack
A Slack app token or bot added to the operations channel and the finance lead's direct message channel
Before Connect closes
Configuration decision required before Connect closes: You must confirm which documents are mandatory before a supplier can be activated. The Document Review Agent is built around a fixed checklist. Typical items include: insurance certificate, signed NDA or trading terms, bank account details, and tax ID or ABN. If your requirements differ by supplier type (for example, international suppliers require additional tax forms), confirm all variants now. Changes to the checklist after the Build stage begins will require additional build time.
04Your role once live
Once the automation is live, the day-to-day operation of supplier onboarding requires very little from your team. The table below sets out what you remain responsible for and what FullSpec continues to handle.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / ops team)
Finance lead reviews the structured Slack brief and gives compliance sign-off for each new supplier. Operations team updates the document checklist in the automation if requirements change. Team approves any supplier record amendments in Xero or HubSpot after activation.
Sending intake emails and chasing responses. Manually collecting and reviewing compliance documents. Keying supplier data into Xero or HubSpot. Sending DocuSign envelopes. Posting Slack activation messages.
FullSpec
Monitors the automation for errors or failed runs. Applies updates if a connected tool changes its API or authentication requirements. Responds to support queries at support@gofullspec.com. Maintains the orchestration layer and agent logic.
Not applicable: FullSpec does not perform manual onboarding steps or manage supplier relationships.
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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 the specific signs that confirm the automation is performing as designed. If any of these signals are not present at the expected timeframe, contact FullSpec at support@gofullspec.com and the team will investigate immediately.
Timeframe
What to expect
Sign of success
Week 1
The first one to two live supplier onboardings run through the full automated flow. The finance lead receives a structured Slack brief instead of a forwarded email chain. Xero and HubSpot records are created automatically on approval.
No manual emails sent by the ops team. Supplier records appear in Xero and HubSpot within 24 hours of the intake form being submitted. Finance lead confirms the Slack brief is clear and actionable.
Month 1
Approximately eight supplier onboardings processed automatically. The ops team is no longer spending time chasing documents or keying data. Any incomplete document submissions are flagged automatically and routed to the finance lead with a clear summary.
Average human time per supplier is under 15 minutes (down from 140 minutes). Time to active supplier is under 24 hours for all compliant submissions. Zero supplier records created with missing mandatory documents.
Month 3
Approximately 24 suppliers onboarded through the automation. The process is fully embedded in the team's workflow. The ops team's time on supplier onboarding has reduced by more than 90 percent. Annual savings trajectory is on track toward $8,700 for the year.
Staff hours on onboarding are tracking at approximately 8 hours per year (versus 218 hours before automation). Supplier record completeness is at or above 98 percent. The build cost of $2,800 is on track to be recovered within 4 months of go-live.
Next step: to begin the Connect stage, send your tool credentials using the secure intake form FullSpec will share by email, and confirm your mandatory document checklist. Once both are received, FullSpec will schedule your Connect call and the delivery clock will start. Questions before then can be sent directly to support@gofullspec.com.
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