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Launch Plan
Pricing Approval Workflow
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for how the Pricing Approval Workflow goes from confirmed process map to a live, running automation. It covers what is being built, how FullSpec structures the build, what you need to provide, what your role looks like once the system is live, and how to know it is working. FullSpec handles every technical step end to end. Your team's job is to provide access credentials, confirm the one configuration decision described in Section 03, and then use the finished system.
01What you're launching
The Pricing Approval Workflow automates every step between a sales rep raising a discount request and the final approved or declined decision landing in HubSpot. Today that process travels through email threads and Slack messages with no structure, no tracking, and no escalation path. Approvers miss requests, deals stall, and the CRM ends up out of date. The automation captures each request the moment it is submitted, routes it to the right approver with a one-click response mechanism, escalates to finance automatically when thresholds are crossed, and writes the outcome back to HubSpot and the audit log without anyone touching a keyboard. The only step that stays with a human is the approver making the actual pricing decision, which is intentional.
Process
Pricing Approval Workflow
Trigger
A sales rep marks a HubSpot deal as requiring a pricing exception and submits the request form on the deal record
Final output
Approved or declined decision recorded in HubSpot, Google Sheets audit log updated, and rep notified in Slack
Agents being built
3 agents: Request Intake Agent, Approval Routing Agent, CRM Update Agent
Tools involved
HubSpot, Slack, Gmail, Google Sheets, DocuSign
Volume
~35 pricing requests per month
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02How the build works
FullSpec runs the build across four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined scope, a clear owner for every action, and a gate that must be passed before the next stage begins. The total estimated delivery window is four weeks, which assumes that discount tier thresholds and HubSpot deal property names are agreed during Connect. If those decisions require internal sign-off time, the timeline extends accordingly. You do not need any technical knowledge at any stage. FullSpec handles all configuration, integration, and testing.
Complexity level: Moderate. Estimated delivery: 4 weeks (20 business days). The delivery clock starts at the close of Connect, not payment. Until Connect is complete and your tool credentials are confirmed, the build has not formally started.
1Connect
Business days 1 to 3
FullSpec
Send the credential request list; confirm HubSpot deal property names needed for the intake agent; agree the Google Sheets log structure with your team; set discount tier thresholds in the configuration document; schedule the Connect close call
You
Provide admin access to HubSpot, Slack, Gmail, and Google Sheets (see Section 03); confirm or adjust the three discount tier thresholds; confirm the Google Sheets file the audit log should write to; attend the 30-minute Connect close call
2Build
Business days 4 to 15
FullSpec
Build and unit-test the Request Intake Agent (HubSpot trigger, field validation, Sheets logging); build the Approval Routing Agent (Slack interactive message, tier logic, Gmail escalation, reminder cadence); build the CRM Update Agent (HubSpot write-back, Slack rep notification); connect all agents in sequence on the orchestration layer
You
Remain available for any clarification questions (typically one or two short messages); ensure the Slack workspace admin approves the Slack app when FullSpec shares the install link during the routing agent build
3Test
Business days 16 to 18
FullSpec
Run end-to-end test requests across all three discount tiers; validate the Google Sheets audit log entries; confirm Slack one-click approvals and denials record correctly; confirm finance Gmail escalation fires at the correct threshold; verify HubSpot deal properties update for every outcome; resolve any issues found before handing to you
You
Review three sample test transactions provided by FullSpec and confirm the Slack messages, Gmail escalations, and HubSpot deal updates look correct; flag any field labels or notification wording you want adjusted before go-live
4Launch
Business days 19 to 20
FullSpec
Switch the automation to live on your production tools; run a first real request through the system alongside your team; confirm all notifications and log entries are correct; deliver the SOP Runbook and full document suite; remain on standby for 48 hours post-launch
You
Notify the sales team that the new process is live; brief the sales manager and finance lead on the one-click approval mechanic in Slack; submit the first real pricing request as a live test with FullSpec monitoring
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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. The table below lists exactly what access is needed for each tool and when it must be provided. All credentials should be shared before Connect closes so the delivery clock is not delayed.
HubSpot
A Private App token with read and write access to Deals, Contacts, and Custom Properties; or admin credentials to create the token during Connect
Before Connect closes
Slack
Workspace admin to approve the Slack app install (FullSpec provides the install link); no password sharing required
Before Connect closes
Gmail
A dedicated sending account (can be an alias such as approvals@[YourCompany.com]) with OAuth consent granted to the automation platform
Before Connect closes
Google Sheets
Editor access to the shared Google Sheet used as the approval audit log; FullSpec will create the sheet structure if one does not already exist
Before Connect closes
DocuSign
API key from a DocuSign developer or production account; needed only for the post-approval quote send step
Before Connect closes
The one decision you must confirm before Connect closes: your discount tier thresholds. Specifically, the percentage or deal value at which a manager-only approval becomes a finance-level escalation. The Approval Routing Agent cannot be built until these numbers are locked. If they change after the build starts, FullSpec will update the configuration values but a short re-test cycle will be required. Come to the Connect call with your sales manager and finance lead, or have the numbers agreed in writing beforehand.
04Your role once live
Once the automation is live, the day-to-day process runs without manual intervention from your team. The table below sets out what you remain responsible for and what FullSpec continues to own.
Role
Ongoing responsibilities
What you no longer touch
You (business owner and sales team)
Sales reps submit pricing exception requests via the HubSpot deal form as normal. Managers and finance approvers click approve or deny in Slack or Gmail when a request arrives. If discount tier thresholds change, notify FullSpec so the configuration is updated. Review the Google Sheets audit log periodically to spot patterns.
Drafting approval request emails or messages; chasing approvers for a reply; manually logging outcomes in HubSpot or the spreadsheet; forwarding finance escalations; sending duplicate requests because the first was lost
FullSpec
Monitor the automation for errors and failed runs; apply fixes if any agent fails or a tool API changes; update tier thresholds or notification wording on request; provide ongoing support via support@gofullspec.com.
N/A
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05What success looks like
The milestones below give you a clear picture of what to expect at each stage after go-live, and what a healthy, working automation looks like at each point. If anything does not match the expected signs of success, contact FullSpec at support@gofullspec.com and the team will investigate immediately.
Timeframe
What to expect
Sign of success
Week 1
The first real pricing exception requests flow through the system. Approvers receive Slack messages with one-click buttons. Reps receive outcome notifications without chasing. Google Sheets log populates automatically after each decision.
Every request submitted results in a Slack approval message within 60 seconds; HubSpot deal properties update the same day the decision is made; no rep needs to follow up manually
Month 1
All ~35 monthly requests are running through the automation. Finance escalations trigger automatically for above-threshold discounts. The audit log has a complete record of every request, decision, and approver for the month. The team has stopped using email threads for approvals.
Approval turnaround is under 2 hours on average; 100% of deals with a pricing exception have an updated CRM record; the Google Sheets log has no gaps or manual entries
Month 3
The workflow is routine for the sales team. Approximately 62 hours of manual effort have been returned to the team since go-live. The sales manager has a clear view of discount patterns across all deals. Finance can reconcile approved margins without requesting a separate report.
Around 62 staff hours recovered; finance escalation response time is measurably faster than the pre-automation baseline; no pricing decisions are sitting unresolved for more than the defined reminder window
Next step: the FullSpec team will send your credential request list and a calendar invite for the Connect session within one business day of receiving this plan. If you have questions before then, reach out at support@gofullspec.com. Once Connect closes, the four-week delivery clock starts and FullSpec gets to work.
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