FS-DOC-01Operations
Launch Plan
Vendor Performance Tracking
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This Launch Plan gives you a clear, plain-English picture of what is being built, how the build unfolds, what you need to provide, and what life looks like once the automation is live. It covers the full Vendor Performance Tracking build from the first Connect session through to go-live. FullSpec handles every technical step. Your role is to provide access to your existing tools, confirm one key configuration decision, and approve vendor escalation emails once the system is running.
01What you're launching
Right now your ops coordinator spends up to six hours every week manually pulling delivery and invoice data from Gmail and Xero, updating a Google Sheets scorecard, identifying underperforming vendors by eye, and assembling a monthly review report from memory and inconsistent notes. Problems only surface when someone has time to look. This automation changes that: every invoice or purchase order event in Xero triggers an automatic data pull, a vendor score update, and a threshold check. The ops manager receives a Slack alert the moment a vendor is flagged, complete with the context needed to act immediately. The only remaining human step is the manager's decision on whether to send a vendor escalation email, which is intentional because that relationship conversation requires judgement.
Process
Vendor Performance Tracking
Trigger
A new invoice is recorded in Xero or a purchase order is marked as received
Final output
An updated vendor scorecard in Google Sheets, a performance record in Airtable, a Slack alert for flagged vendors, and a monthly summary report generated automatically on the last business day of the month
Agents being built
3 agents: Vendor Data Collection Agent, Performance Scoring Agent, Escalation and Reporting Agent
Tools involved
Xero, Airtable, Google Sheets, Slack, Gmail
Volume
Approximately 40 vendor events tracked per month, with a weekly rollup and a monthly review cycle
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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 FullSpec and a small set of actions for you. FullSpec manages all technical work, including API connections, scoring logic, and agent configuration. You do not need any technical knowledge to participate. Your inputs are limited to confirming decisions, providing tool access, and reviewing outputs at key checkpoints.
Complexity level: Moderate. Estimated delivery: 15 to 20 business days from the close of Connect. The delivery clock starts at the close of Connect, not payment. Delays in providing tool access or confirming scoring thresholds will extend the timeline.
1Connect
Business days 1 to 3
FullSpec
Reviews your existing vendor records, Xero PO numbering conventions, and invoice structure. Maps the scoring criteria you want to apply and documents the escalation rules. Confirms the data fields available from Xero before any build begins.
You
Join a 60-minute Connect call with the FullSpec team. Confirm which vendors are in scope, describe what a poor performer looks like to your business, and agree the scoring thresholds and escalation trigger points. Arrange access to Xero, Airtable, Google Sheets, Slack, and Gmail for the FullSpec team.
2Build
Business days 4 to 14
FullSpec
Builds and tests the Vendor Data Collection Agent (Xero trigger, PO cross-reference, Airtable write). Builds the Performance Scoring Agent (configurable scoring model, threshold logic, Google Sheets and Airtable output). Builds the Escalation and Reporting Agent (Slack alert, Gmail draft approval flow, end-of-month report generation). Wires all three agents into a single end-to-end workflow on the automation platform.
You
Remain available for brief questions if a configuration decision arises mid-build. No active work is required from you during this stage. FullSpec will contact you by email if anything needs your input.
3Test
Business days 15 to 18
FullSpec
Runs the full automation against real historical vendor data. Validates that scores match agreed thresholds, Slack alerts fire correctly, the Gmail approval flow works as expected, and the monthly report assembles accurately. Documents any edge cases and resolves them before handoff.
You
Review test outputs shared by FullSpec and confirm they match what you expect. The ops coordinator and ops manager should each spend approximately 30 minutes reviewing the test scorecard and a sample Slack alert. Provide written sign-off that the outputs look correct.
4Launch
Business days 19 to 20
FullSpec
Switches the automation to live mode against your production Xero, Airtable, Google Sheets, Slack, and Gmail accounts. Monitors the first 48 hours of live runs. Delivers the full documentation suite including the SOP, Integration Spec, and Developer Handoff Pack. Provides a walkthrough session with your ops team.
You
Notify your ops coordinator and ops manager that the new process is live. Confirm that the first real Slack alert and the first automated scorecard update look correct. Archive the old manual spreadsheet process. Contact support@gofullspec.com if anything looks unexpected 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 your team. All credentials are handled securely and used solely to build and test your automation. The table below lists exactly what is needed and when.
Xero
OAuth connection authorised by a Xero admin user, with access to invoices and purchase orders
Before Connect closes
Airtable
Invite the FullSpec build account as a collaborator on the base used for vendor records, with editor-level access
Before Connect closes
Google Sheets
Share the master vendor scorecard with the FullSpec build account (editor access), and confirm which sheet tab is the active scorecard
Before Connect closes
Slack
Add the FullSpec bot to the ops channel where vendor alerts should be posted, and confirm the channel name
Before Connect closes
Gmail
Grant send-on-behalf authorisation for the email address that will send vendor escalation emails, via Google Workspace admin settings
Before Connect closes
The one configuration decision you must confirm before Connect closes: scoring thresholds. You need to agree with your ops manager on the numeric score below which a vendor is considered flagged and a Slack alert is triggered. The automation is only as useful as the rules it applies, and the build cannot proceed to the scoring agent until these thresholds are documented and signed off. FullSpec will provide a simple one-page template to capture this during the Connect call.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / ops manager)
Review Slack alerts when a vendor is flagged. Approve or decline the draft vendor escalation email before it is sent. Attend the monthly review meeting using the auto-generated Google Sheets report. Update scoring thresholds if your standards change by contacting support@gofullspec.com.
Manual data collection from Gmail and Xero. Spreadsheet scorecard updates. Performance score calculations. Identifying underperformers by visual scan. Writing the monthly review report from scratch.
FullSpec
Monitor automation health and uptime. Apply fixes if any agent fails or a connected tool changes its API behaviour. Reconfigure scoring thresholds or escalation rules on request. Provide ongoing support via support@gofullspec.com.
Nothing that is your team's responsibility. FullSpec operates in the background and only becomes visible when something needs attention.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The first real vendor events in Xero trigger automatic score updates in Airtable and Google Sheets. The ops coordinator no longer opens the scorecard to enter data manually. The ops manager receives the first automated Slack alert if any vendor crosses the threshold during this period.
Scorecard rows update without anyone touching them. The ops coordinator reports no manual data entry. At least one Slack alert is received and reviewed by the ops manager.
Month 1
All 40 or so monthly vendor events are processed automatically. The end-of-month report is generated without the ops coordinator spending 50 minutes assembling it. Any flagged vendor has received a reviewed and approved escalation email via Gmail.
The monthly review meeting opens with a complete, current report already in Google Sheets. The coordinator has recovered at least 20 hours of the working month. Zero scorecard gaps or missing events.
Month 3
The automation has processed roughly 120 vendor events. The $3,800 build cost is on track to be recovered within this quarter based on the projected $15,600 annual saving. The ops team has full confidence in the data and no longer debates vendor performance from memory.
Payback milestone reached or on track. Vendor escalations are handled faster and with better documentation. The ops manager can point to specific flagged events and outcomes backed by a timestamped Airtable record.
Next step: if you are ready to begin, contact the FullSpec team at support@gofullspec.com to schedule your Connect session. Have your Xero admin and ops manager available for that first call, and start thinking about the vendor scoring thresholds you want to apply. The delivery clock starts the moment Connect closes, and FullSpec will take it from there.
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