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Launch Plan
Proposal Creation Automation
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to getting the Proposal Creation automation live. It covers exactly what is being built, how FullSpec will build and hand it over, what you need to provide, and what the process looks like once it is running in the background every day. FullSpec handles all technical design, configuration, testing, and delivery. Your role is to provide access to your existing tools, confirm one key configuration decision before the build begins, and then review outputs during the pilot run.
01What you're launching
Right now, every proposal your team sends requires a sales rep to manually pull deal details from HubSpot, hunt down the correct pricing tier in a shared spreadsheet, copy figures into a PandaDoc template, wait for a manager to reply via email or Slack, apply edits, and then remember to update the CRM after sending. That process takes up to three hours per proposal and introduces errors at nearly every step. The Proposal Creation automation replaces the manual grind with two intelligent agents: the Proposal Assembly Agent, which reads your HubSpot deal data and generates a fully populated PandaDoc draft automatically, and the Approval and Delivery Agent, which routes the document to your sales manager in Slack, waits for a one-click approval, and sends the proposal to the prospect via Gmail without any further rep involvement. The only step that stays human is the manager clicking Approve or Request Changes in Slack, which is a genuine judgement call that belongs with a person.
Trigger
A HubSpot deal is moved to the 'Proposal Requested' stage
Final output
A personalised PandaDoc proposal link sent to the prospect via Gmail, with the HubSpot deal updated and the activity logged automatically
Agents being built
2 agents: Proposal Assembly Agent and Approval and Delivery Agent
Tools involved
HubSpot, PandaDoc, Google Docs, Slack, Gmail
Volume
Approximately 20 proposals per month
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02How the build works
FullSpec builds this automation in four sequential stages: Connect, Build, Test, and Launch. Each stage has a defined scope and a clear split between what the FullSpec team handles and what you need to do. The total estimated delivery window is four weeks from the close of Connect, assuming credentials are provided promptly and pricing rules are already documented. No coding or technical knowledge is required from your side at any stage.
Complexity level: Moderate. Estimated delivery window: 4 weeks (20 business days). The delivery clock starts at the close of Connect, not payment. If the Connect stage takes longer because access or pricing documentation is outstanding, the delivery window adjusts accordingly.
1Connect
Business days 1 to 3
FullSpec
Reviews your process map, confirms HubSpot deal field names, validates PandaDoc template variable names, and documents the pricing tiers and discount rules. Flags any gaps or edge cases before build begins.
You
Provide login credentials or API access for HubSpot, PandaDoc, Slack, and Gmail. Confirm the pricing rules are documented. Answer any clarifying questions about deal types, approval thresholds, or template variations.
2Build
Business days 4 to 14
FullSpec
Builds the Proposal Assembly Agent (HubSpot trigger, pricing resolution logic, PandaDoc document generation) in week two. Builds the Approval and Delivery Agent (Slack approval loop with inline buttons, Gmail send, HubSpot deal update) in week three. Runs test records through each agent in isolation before connecting them.
You
Remain available to answer questions if an edge case appears during build, for example an unusual product combination or a non-standard discount rule. No action is required unless FullSpec flags something for your input.
3Test
Business days 15 to 18
FullSpec
Runs five live proposals through the automation in parallel with your existing manual process. Compares output accuracy, checks CRM logs, verifies the Slack approval message renders correctly, and confirms the Gmail delivery and PandaDoc link tracking are working.
You
Review the five parallel proposals and confirm the automated output matches what your team would have produced manually. Flag any inaccuracies. Your sales manager tests the Slack approval buttons in a real scenario.
4Launch
Business days 19 to 20
FullSpec
Switches the automation to live for all new proposals. Delivers the Process Runbook to your sales team, hands over monitoring access, and remains on standby for the first five live proposals to resolve any unexpected behaviour quickly.
You
Brief your sales team and manager that the automation is live. Confirm the first live proposals are being processed correctly. No action needed beyond normal deal management in HubSpot.
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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 every tool credential needed and when it must be provided. All access is used solely to build, test, and monitor the automation, and credentials are stored securely in line with FullSpec's standard access policy. If you have questions about credential security, contact support@gofullspec.com.
HubSpot
Private app token with read/write access to Deals, Contacts, and Activities. Your HubSpot plan must support webhook triggers (Starter tier or above).
Before Connect closes
PandaDoc
API key with permission to create documents from templates and retrieve document status. The master proposal template must be shared with the FullSpec workspace.
Before Connect closes
Slack
A Slack app token installed in your workspace with permission to post to the sales manager's approval channel and handle interactive button responses.
Before Connect closes
Gmail
An authorised Gmail account (OAuth 2.0) for the sending address your team uses for proposals. No password sharing is required.
Before Connect closes
Google Docs
Read access to the pricing spreadsheet currently used by the team, so FullSpec can map all pricing tiers and discount rules before encoding them into the agent.
Before Connect closes
One decision you must confirm before Connect closes: does every proposal require manager approval before it reaches the prospect, or are there deal types or deal values where a sales rep can self-approve and send immediately? This approval threshold determines how the Approval and Delivery Agent is configured. If this is not confirmed, FullSpec will default to requiring manager approval on all proposals, which is the safer setting and can be relaxed later.
04Your role once live
Once the automation is live, the day-to-day proposal workload shifts almost entirely to the two agents. The table below sets out what you and your team are still responsible for and what FullSpec continues to handle on your behalf.
Role
Ongoing responsibilities
What you no longer touch
You (business owner and sales team)
Move deals to 'Proposal Requested' in HubSpot as normal. Sales manager clicks Approve or Request Changes in Slack for each proposal. Flag any unexpected outputs to FullSpec via support@gofullspec.com.
Manually copying deal data into templates. Looking up pricing in spreadsheets. Chasing approval over email. Logging proposal sends in HubSpot. Remembering to update the deal stage after sending.
FullSpec
Monitors automation health, resolves any errors or failed runs, updates the logic when your pricing rules or PandaDoc template change, and provides a dedicated support channel for questions at support@gofullspec.com.
Day-to-day proposal decisions, approval judgements, and any direct communication with your prospects. Those remain entirely with your team.
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05What success looks like
The table below sets realistic expectations for the first three months after go-live. The numbers are drawn from your process data and the confirmed ROI figures for this automation. If results are tracking below these benchmarks at any checkpoint, contact FullSpec and the team will diagnose and adjust the configuration.
Timeframe
What to expect
Sign of success
Week 1
The first live proposals run through the automation. A small number may require minor adjustments if edge-case deal data appears that was not covered in testing. FullSpec monitors every run during this period.
All proposals generate a complete, accurate PandaDoc draft without manual data entry. Slack approval messages arrive within two minutes of a deal being moved to Proposal Requested.
Month 1
The full proposal volume of approximately 20 proposals runs through the automation. Your team adjusts to the new workflow: reps stop touching proposals after moving the deal stage, and managers respond via Slack rather than email. Approximately 28 hours of manual work is recovered this month.
Proposal turnaround time drops below 30 minutes for the majority of deals. HubSpot deal stages and activity logs are 100 percent complete without any rep action. No pricing errors are reported by prospects.
Month 3
The automation is fully embedded in the sales team's workflow. Approximately 87 hours of manual effort have been recovered since go-live. The annual saving is tracking toward $18,200. The payback period for the build cost of $4,500 is already complete.
CRM compliance is consistently at 100 percent. Proposal error rate is below 1 percent. The sales manager's review time in Slack is the only human touchpoint remaining. The team has capacity to handle a higher proposal volume without adding headcount.
Next step: to get the build started, send your tool credentials to support@gofullspec.com and confirm your manager approval threshold. FullSpec will schedule the Connect session within one business day of receiving both. The delivery clock starts the moment Connect closes.
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