FS-DOC-01Operations
Launch Plan
Quote Generation & Follow-up
[YourCompany.com] · Sales 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, what FullSpec needs from you to get started, and what your role looks like once the automation is live. FullSpec handles every technical step from configuration through to go-live. Your job is to provide tool access, confirm one approval rule before build starts, and then let the system run. Everything else is covered.
01What you're launching
Right now, your sales reps spend around 168 minutes per quote moving between HubSpot, a pricing spreadsheet, PandaDoc, and Gmail, with approval sitting in a manager inbox and follow-up depending entirely on whoever remembers to chase. This automation replaces that chain with three connected agents that handle pricing lookup, document generation, approval routing, quote delivery, timed follow-up emails, and Xero invoice creation end to end. The only step that stays human is the manager clicking approve in Slack. Turnaround time drops from hours to under 30 minutes, and every outcome flows back into the CRM automatically.
Process
Quote Generation & Follow-up
Trigger
Opportunity stage moves to 'Quote Requested' in HubSpot
Final output
Delivered quote, timed follow-up sequence, HubSpot stage updated, Xero invoice created on acceptance
Agents being built
3 agents: Quote Builder Agent, Approval and Send Agent, Follow-up and Close Agent
Tools involved
HubSpot, Google Sheets, PandaDoc, Slack, Gmail, Xero
Volume
~40 quotes/month (approx. 210 automation runs/month)
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02How the build works
The build is structured across four stages: Connect, Build, Test, and Launch. FullSpec leads every stage. Your involvement is limited to a short call at Connect, providing credentials before that call closes, and signing off on test results before go-live. The four stages run sequentially over a confirmed business-day window, with each stage having a clear owner for every action so nothing stalls waiting for the wrong person.
This process is rated Moderate complexity, reflecting three agents, six tool integrations, and a conditional approval path. The confirmed delivery window is 15 to 20 business days. The delivery clock starts at the close of Connect, not payment.
1Connect
Business days 1 to 2
FullSpec
Runs the Connect call, confirms HubSpot field names and deal stage labels, reviews the Google Sheets pricing structure, documents the approval threshold rule, and locks the PandaDoc template variable list.
You
Attend the Connect call (30 to 45 minutes). Confirm the discount threshold that triggers mandatory manager approval. Share access credentials for all six tools before the call closes.
2Build
Business days 3 to 14
FullSpec
Builds and connects all three agents in sequence: Quote Builder Agent (HubSpot and Google Sheets to PandaDoc), Approval and Send Agent (Slack routing, Gmail send, HubSpot update), and Follow-up and Close Agent (PandaDoc events, Gmail sequence, Xero invoice creation, HubSpot close).
You
No action required during Build. FullSpec will reach out only if a credential is rejected or a tool permission is missing. Keep an eye on your inbox in case a quick confirmation is needed.
3Test
Business days 15 to 18
FullSpec
Runs 10 end-to-end test quotes covering standard quotes, discount-triggered approval paths, manager rejection loops, follow-up sequences, and Xero invoice creation. Shares a results summary for your review.
You
Review the test summary (typically 15 minutes). Confirm the Slack approval message looks correct, check one sample quote document, and give written sign-off to proceed to Launch.
4Launch
Business days 19 to 20
FullSpec
Switches the automation to live on your confirmed go-live date. Runs one live quote through the full flow. Delivers a short walkthrough for your sales team and confirms all monitoring is active.
You
Brief your sales manager and reps that the Slack approval flow is now live. No manual quoting steps are needed from go-live. Flag anything unexpected to support@gofullspec.com within the first 48 hours.
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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 six tools are already part of your stack. You simply provide the credentials listed below before the Connect call closes, and FullSpec handles the rest.
HubSpot
Admin-level API key or a connected app with pipeline and deal read/write access
Before Connect closes
Google Sheets
Shared access (Editor level) to the master pricing spreadsheet
Before Connect closes
PandaDoc
API key with template read access and document create/send permissions
Before Connect closes
Slack
Permission to install the FullSpec app to your workspace and access to the sales manager channel
Before Connect closes
Gmail
OAuth connection for the sending inbox used for quote delivery and follow-up
Before Connect closes
Xero
Connected app credentials with invoice create permissions on the relevant organisation
Before Connect closes
The one decision you must confirm before Connect closes: the discount threshold that triggers mandatory manager approval. Your team has indicated 15% as the working figure. FullSpec cannot configure the Approval and Send Agent until this threshold is locked. If the rule varies by product line or deal value, bring those details to the Connect call.
04Your role once live
Once the automation is live, the day-to-day quoting process runs without your team touching spreadsheets, chasing approvals over email, or manually logging outcomes in the CRM. The table below sets out exactly what each party is responsible for after go-live.
Role
Ongoing responsibilities
What you no longer touch
You (business owner and sales team)
Sales manager clicks approve or reject in Slack when a quote requires sign-off. Sales rep updates the pricing spreadsheet when products or rates change. Flag any unexpected behaviour to support@gofullspec.com.
Manually pulling pricing from spreadsheets. Drafting quote documents. Logging send dates in the CRM. Writing follow-up emails. Raising Xero invoices for accepted quotes. Updating deal stages after a quote is sent or closed.
FullSpec
Monitors the live automation for errors and failed runs. Maintains all API connections and resolves any tool authentication issues. Applies updates when connected tools change their APIs. Available at support@gofullspec.com for any query.
N/A
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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 delivering as designed.
Timeframe
What to expect
Sign of success
Week 1
The first live quotes run through the automation. The sales manager receives Slack approval requests instead of emails. Draft PandaDoc documents are generated automatically on each new Quote Requested trigger.
At least one quote goes from CRM trigger to prospect inbox without any rep involvement. The Slack approval message arrives within 2 minutes of the stage change. No manual CRM updates needed after send.
Month 1
The full quote volume (~40 quotes) runs through the system. Follow-up emails send automatically at day 3 and day 7. Xero invoices are created on acceptance without rep input. HubSpot pipeline reflects live deal status at all times.
Quote turnaround time is consistently under 30 minutes. Follow-up send rate reaches 100% of sent quotes. CRM stages update automatically on every outcome. Reps report reclaiming meaningful time previously spent on admin.
Month 3
The automation is fully embedded in the sales workflow. Reps have stopped their manual quoting habits. The pricing spreadsheet is the single source of truth and any updates reflect immediately in new quotes. The sales manager's approval workload is predictable and structured.
Approximately 87 hours of admin time saved since go-live. Annual staff cost of the process reduced from $9,100 to $650. Payback on the $3,200 build cost reached within 4 months. Pipeline data is consistently clean and up to date without manual effort.
Next step: the FullSpec team will send a Connect call invite within one business day of this plan being confirmed. Before that call, gather your tool credentials using the list in section 03 and have your approval threshold figure ready. If you have any questions in the meantime, reach out to support@gofullspec.com and the team will respond the same business day.
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