Developer Handover Pack

Everything needed to build the automation from scratch: current state, full agent specs, data flow, and the build stack.

4 pagesPDF · Technical

FS-DOC-04Technical

Developer Handover Pack

Referral Programme Management

[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]

This document is the primary technical reference for the FullSpec build team delivering the Referral Programme Management automation. It covers the current-state process map with bottleneck flags, full agent specifications including IO contracts and implementation constraints, an end-to-end data flow trace, and the recommended build stack. The FullSpec team uses this pack to build, wire, and test all three agents without ambiguity. The process owner does not need to act on this document directly; it is the internal source of truth for every technical decision made during the build.

01Process snapshot

Step

Name

Description

Receive and Read Referral Submission

Sales Coordinator reads incoming referral from the shared Gmail inbox. No fixed schedule means submissions sit unread for up to three days. (10 min)

Check for Duplicate Contact in CRM

Coordinator searches HubSpot manually to confirm the referred contact is not already a lead or customer. A manager decides credit if a match is found. (8 min)

Create Contact and Deal in CRM

New contact and deal created manually in HubSpot, with referrer name and reward tier recorded in a custom field. Errors here cause downstream reward disputes. (12 min)

Log Referral in Tracking Spreadsheet

Referral row appended to the shared Google Sheet register capturing referrer name, referred contact, submission date, and status. (7 min)

Send Acknowledgement to Referrer

BOTTLENECK. Manually written Gmail email to the referrer confirming receipt. Frequently skipped under high workload, leaving referrers with no confirmation. (8 min)

Assign Lead to Sales Rep

Coordinator forwards referral details to the appropriate sales rep via Slack. Rep may receive incomplete context if the original email was fragmented. (6 min)

Monitor Deal Progress in CRM

BOTTLENECK. Coordinator periodically checks HubSpot for deal stage changes and updates the Google Sheet accordingly. Done weekly at best, causing register lag. (20 min)

Update Spreadsheet on Deal Stage Change

Coordinator manually mirrors HubSpot deal stage changes in the Google Sheet. The two records fall out of sync between update cycles. (5 min)

Confirm Deal Closed and Reward Eligibility

Coordinator checks programme rules in HubSpot to confirm the referrer qualifies for a reward, including partner-type eligibility. (15 min)

Raise Reward Payment in Accounting System

Finance Contact creates a bill or expense in Xero for the referral reward. Reward tier must be looked up manually from the programme rules document. (12 min)

Notify Referrer of Reward

BOTTLENECK. Email sent to referrer confirming reward approval and expected payment timing. Frequently delayed by days pending finance contact availability. (8 min)

Mark Programme Register as Complete

Google Sheet entry updated to Rewarded status and reward amount recorded for monthly reporting. (4 min)

Time cost summary: Total manual time per referral cycle is 115 minutes. At 40 referrals per month and 6 hours per week of coordination, the programme consumes approximately 26 hours every 30 days. The automation replaces steps 1 through 12 in full, retaining only the finance contact's Xero payment approval as a deliberate human control point. Steps 5, 7, and 11 are the three confirmed bottlenecks: acknowledgement skips, weekly monitoring lag, and reward notification delays.

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FS-DOC-04Technical

02Agent specifications

Referral Intake Agent

Receives each new Typeform submission via webhook, extracts all referral fields, and queries HubSpot by the referred contact's email address to detect duplicates. If no match exists, the agent creates a new HubSpot contact and associated deal, populating the referrer name, reward tier, and submission timestamp in custom fields. It then appends a new row to the Google Sheets referral register with all submission data and sets the initial status to Open. If a duplicate is detected, the agent posts a Slack flag to the Sales Manager for manual review and halts further processing for that submission. Estimated build time: 12 hours. Complexity: Moderate.

Trigger

Typeform webhook fires on new referral form submission

Tools

Typeform, HubSpot, Google Sheets, Slack (duplicate flag only)

Replaces steps

1, 2, 3, 4

Estimated build

12 hours / Moderate

// Input
typeform.submission.form_id          : string  // must match production form ID
typeform.submission.referrer_name    : string
typeform.submission.referrer_email   : string
typeform.submission.referred_contact_name  : string
typeform.submission.referred_contact_email : string
typeform.submission.referred_company : string
typeform.submission.reward_tier      : string  // sourced from Typeform hidden field or dropdown
typeform.submission.submitted_at     : ISO8601 datetime

// Output (no duplicate)
hubspot.contact.id                   : string  // newly created contact ID
hubspot.deal.id                      : string  // newly created deal ID
hubspot.deal.referrer_name_field     : string  // custom property: referral_source_name
hubspot.deal.reward_tier_field       : string  // custom property: referral_reward_tier
hubspot.deal.submission_timestamp    : ISO8601 datetime
google_sheets.row.referrer_name      : string
google_sheets.row.referred_contact   : string
google_sheets.row.submission_date    : date
google_sheets.row.status             : 'Open'
google_sheets.row.hubspot_deal_id    : string  // link column for downstream sync

// Output (duplicate detected)
slack.message.channel                : '#referral-manager-alerts'
slack.message.text                   : 'Duplicate detected: [referred_contact_email] already exists in HubSpot. Review required before processing.'

Typeform plan must be at least Basic tier to expose webhook event delivery. Confirm the production form ID before wiring the trigger; a staging form should be used during QA to avoid polluting live data.
HubSpot duplicate check uses the referred contact's email address as the match key via the Contacts Search API (POST /crm/v3/objects/contacts/search, filter on email property). If the referred contact has no email address in the submission, the agent must route to the duplicate flag path and alert the Sales Manager; it must never create a contact without an email.
HubSpot custom deal properties required before build: referral_source_name (single-line text), referral_reward_tier (enumeration matching programme tiers), referral_submitted_at (datetime). Confirm these exist in the HubSpot portal or create them during discovery.
Google Sheets append uses the Sheets API v4 spreadsheets.values.append method targeting a named range (Sheet1!A:J). The hubspot_deal_id column is mandatory in the append payload because the Reward Processing Agent uses it for downstream row matching.
Reward tier values from Typeform must exactly match the enumeration labels defined in HubSpot. Agree on the canonical tier name list (e.g., Tier 1, Tier 2, Tier 3) before build and validate that Typeform dropdown options use the same strings.
If the Typeform webhook fails to deliver (timeout or 5xx from the automation platform), the platform must retry with exponential backoff up to three attempts before logging to the error table and alerting via email to support@gofullspec.com.

Referral Communications Agent

Handles all outbound communication triggered by two distinct events: deal creation and deal closure. On deal creation, it sends a personalised acknowledgement email to the referrer via Gmail confirming receipt of the submission, naming the referred contact, and stating expected next steps. Simultaneously, it posts a formatted lead alert to the assigned sales rep's Slack channel containing the referred contact's details, the referrer's name, and a direct link to the new HubSpot deal. On Closed Won, it fires the reward notification email to the referrer confirming the reward amount, the expected payment date, and a personalised thank-you. Estimated build time: 8 hours. Complexity: Simple.

Trigger

Deal creation event (acknowledgement path) and Closed Won deal stage change event (reward notification path), both sourced from HubSpot webhooks

Tools

Gmail, Slack

Replaces steps

5, 6, 11

Estimated build

8 hours / Simple

// Input (acknowledgement path)
hubspot.deal.id                       : string
hubspot.deal.referral_source_name     : string  // referrer_name
hubspot.deal.referral_reward_tier     : string
hubspot.contact.email                 : string  // referrer email
hubspot.contact.firstname             : string  // referrer first name for personalisation
hubspot.deal.referred_contact_name    : string

// Output (acknowledgement path)
gmail.message.to                      : referrer_email
gmail.message.subject                 : 'We have received your referral, [referrer_firstname]'
gmail.message.body                    : personalised template including referred_contact_name and next_steps_copy
slack.message.channel                 : '#sales-leads'  // or rep-specific channel if configured
slack.message.blocks                  : structured Block Kit payload with deal link, referrer name, referred contact

// Input (reward notification path)
hubspot.deal.id                       : string
hubspot.deal.dealstage               : 'closedwon'
hubspot.deal.referral_source_name     : string
hubspot.deal.referral_reward_tier     : string
hubspot.contact.email                 : string  // referrer email
hubspot.contact.firstname             : string
reward_amount                         : number  // resolved from tier-to-amount mapping table

// Output (reward notification path)
gmail.message.to                      : referrer_email
gmail.message.subject                 : 'Your referral reward has been approved'
gmail.message.body                    : personalised template including reward_amount, expected_payment_date

Gmail sending requires a connected Google Workspace account. The sending address must be confirmed during discovery (e.g., referrals@[YourCompany.com]). OAuth 2.0 scopes required: gmail.send, gmail.compose. The automation platform must store the refresh token in the shared credential store; do not use personal account credentials.
Email templates must be built as reusable template objects within the automation platform (not hardcoded strings). Placeholders for referrer_firstname, referred_contact_name, reward_amount, and expected_payment_date must be resolved at send time from the triggering deal payload.
The Slack alert uses Block Kit formatting. The HubSpot deal URL is constructed as https://app.hubspot.com/contacts/[portal_id]/deal/[deal_id]. Confirm the HubSpot portal ID during credential setup.
The Slack channel for sales rep alerts (default '#sales-leads') must be confirmed before build. If rep-specific routing is required, a lookup table mapping rep email to Slack member ID must be configured in the platform.
The reward notification path must only fire when the deal property referral_source_name is populated. Add a conditional check at the start of the Closed Won branch to prevent the email firing on non-referral deals.
Expected payment date in the reward notification email is a configurable offset from the Closed Won date (default: 14 calendar days). This value must be agreed with the finance contact before go-live.

Reward Processing Agent

Monitors HubSpot for deal stage change events on all deals where referral_source_name is populated. On any stage change, it locates the corresponding row in the Google Sheets register by matching the hubspot_deal_id column and updates the status and stage fields in real time. When the deal stage reaches Closed Won, the agent resolves the reward amount from the tier-to-amount mapping, creates a draft bill in Xero against the referrer's contact record for finance approval, and updates the Google Sheet row to Pending Reward. The finance contact retains sole authority to approve and release payment in Xero; the automation does not approve or submit any payment. Estimated build time: 12 hours. Complexity: Moderate.

Trigger

HubSpot deal stage change webhook for all deals with referral_source_name property set

Tools

HubSpot, Google Sheets, Xero

Replaces steps

7, 8, 9, 10, 12

Estimated build

12 hours / Moderate

// Input (any stage change)
hubspot.webhook.event_type            : 'deal.propertyChange'
hubspot.webhook.property_name         : 'dealstage'
hubspot.deal.id                       : string
hubspot.deal.dealstage               : string  // new stage value
hubspot.deal.referral_source_name     : string  // must be non-empty to proceed
hubspot.deal.referral_reward_tier     : string

// Output (any stage change)
google_sheets.row.status              : string  // mapped from dealstage label
google_sheets.row.last_updated        : ISO8601 datetime
google_sheets.row.hubspot_deal_id     : string  // match key for row lookup

// Input (Closed Won path only)
hubspot.deal.dealstage               : 'closedwon'
hubspot.deal.referral_reward_tier     : string  // used to resolve reward_amount
hubspot.contact.id                    : string  // referrer HubSpot contact ID
xero.contact.id                       : string  // referrer Xero contact ID (pre-confirmed)
reward_amount                         : number  // resolved from tier mapping

// Output (Closed Won path)
xero.bill.contact_id                  : string  // referrer's Xero contact ID
xero.bill.line_items[0].description   : 'Referral reward: [referred_contact_name] - [reward_tier]'
xero.bill.line_items[0].unit_amount   : number  // reward_amount
xero.bill.line_items[0].account_code  : string  // referral expense account code, confirm with finance
xero.bill.status                      : 'DRAFT'
xero.bill.due_date                    : date    // submission_date + 14 days
google_sheets.row.status              : 'Pending Reward'
google_sheets.row.reward_amount       : number
google_sheets.row.xero_bill_id        : string  // for reconciliation

// On finance approval (manual, outside automation)
// Finance contact opens Xero draft bill, approves, and schedules payment.
// No automation action occurs after bill creation.

HubSpot deal stage change webhooks must be scoped to the CRM deal object with a property change subscription on dealstage. The HubSpot app OAuth scopes required are: crm.objects.deals.read, crm.objects.contacts.read, crm.objects.deals.write. Confirm these are granted on the connected private app before build.
Google Sheets row matching uses the hubspot_deal_id column as the lookup key. The automation must use a Sheets API spreadsheets.values.get call to find the row index before issuing the update. If no matching row is found, the agent must log the error to the Supabase error table and send an alert; it must never create a duplicate row silently.
Xero integration requires OAuth 2.0 with the accounting.transactions scope and the accounting.contacts.read scope. The Xero tenant ID must be stored in the shared credential store. Bill creation uses the POST /api.xro/2.0/Invoices endpoint with Type: ACCPAY and Status: DRAFT.
Every active referrer must exist as a named contact in Xero before go-live. Confirm this with the finance contact during discovery. If a referrer is not found in Xero at bill creation time, the agent must log the failure and alert the finance contact directly rather than creating a bill against a blank contact.
The tier-to-amount mapping table must be built as a static configuration object within the automation platform (e.g., a JSON object or lookup table node). Tier names must match the enumeration values set in HubSpot exactly. Any tier not found in the mapping must trigger an error log rather than defaulting to zero.
The Xero account code for the referral expense line item must be confirmed with the finance contact before build. Do not hardcode a default; leave this as a required configuration variable.

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03End-to-end data flow

Full end-to-end data flow: Typeform submission to Xero draft bill and reward notification email

// ============================================================
// REFERRAL PROGRAMME MANAGEMENT: END-TO-END DATA FLOW
// Trigger to output, field-level trace across all three agents
// ============================================================

// --- TRIGGER ---
// Referrer submits the hosted Typeform referral form
TYPEFORM_WEBHOOK_POST /your-platform-endpoint/referral-intake
  payload.form_id                   -> validate against PRODUCTION_FORM_ID
  payload.answers.referrer_name     -> referrer_name : string
  payload.answers.referrer_email    -> referrer_email : string
  payload.answers.referred_name     -> referred_contact_name : string
  payload.answers.referred_email    -> referred_contact_email : string
  payload.answers.referred_company  -> referred_company : string
  payload.answers.reward_tier       -> reward_tier : string
  payload.submitted_at              -> submission_timestamp : ISO8601

// --- AGENT 1: Referral Intake Agent ---
// Step 1: Duplicate check in HubSpot
HUBSPOT POST /crm/v3/objects/contacts/search
  filterGroups[0].filters[0].propertyName : 'email'
  filterGroups[0].filters[0].value         : referred_contact_email
  -> response.total == 0 ? PROCEED_TO_CREATE : ROUTE_TO_DUPLICATE_FLAG

// Duplicate flag branch (exit path)
  SLACK POST /chat.postMessage
    channel : '#referral-manager-alerts'
    text    : 'Duplicate: ' + referred_contact_email + ' found in HubSpot. Manual review needed.'
  -> HALT processing for this submission

// Step 2: Create HubSpot Contact
HUBSPOT POST /crm/v3/objects/contacts
  properties.firstname               : referred_contact_name (first token)
  properties.lastname                : referred_contact_name (remaining tokens)
  properties.email                   : referred_contact_email
  properties.company                 : referred_company
  -> response.id                     -> hubspot_contact_id : string

// Step 3: Create HubSpot Deal
HUBSPOT POST /crm/v3/objects/deals
  properties.dealname                : referred_contact_name + ' (Referral)'
  properties.pipeline                : 'default'
  properties.dealstage               : 'appointmentscheduled'  // first active stage
  properties.referral_source_name    : referrer_name
  properties.referral_reward_tier    : reward_tier
  properties.referral_submitted_at   : submission_timestamp
  -> response.id                     -> hubspot_deal_id : string

// Associate contact to deal
HUBSPOT PUT /crm/v3/objects/deals/{hubspot_deal_id}/associations/contacts/{hubspot_contact_id}/deal_to_contact

// Step 4: Append row to Google Sheets register
SHEETS POST /v4/spreadsheets/{SHEET_ID}/values/Sheet1!A:J:append
  values[0][0] : referrer_name
  values[0][1] : referrer_email
  values[0][2] : referred_contact_name
  values[0][3] : referred_contact_email
  values[0][4] : referred_company
  values[0][5] : reward_tier
  values[0][6] : submission_timestamp
  values[0][7] : 'Open'               // status
  values[0][8] : hubspot_deal_id       // match key for downstream agents
  values[0][9] : ''                    // xero_bill_id (populated later)

// --- AGENT 1 -> AGENT 2 HANDOFF ---
// Agent 1 completion triggers Agent 2 acknowledgement path
// Passed fields: hubspot_deal_id, referrer_name, referrer_email,
//                referred_contact_name, reward_tier, submission_timestamp

// --- AGENT 2: Referral Communications Agent (acknowledgement path) ---
// Step 5: Send acknowledgement email
GMAIL POST /gmail/v1/users/me/messages/send
  to      : referrer_email
  subject : 'We have received your referral, ' + referrer_firstname
  body    : TEMPLATE_ACKNOWLEDGEMENT {
    referrer_firstname      : referrer_name (first token)
    referred_contact_name   : referred_contact_name
    submission_timestamp    : submission_timestamp
    next_steps_copy         : configured during build
  }

// Step 6: Post Slack lead alert
SLACK POST /chat.postMessage
  channel  : '#sales-leads'
  blocks   : Block Kit payload {
    referrer_name          : referrer_name
    referred_contact_name  : referred_contact_name
    referred_contact_email : referred_contact_email
    referred_company       : referred_company
    deal_url               : 'https://app.hubspot.com/contacts/{PORTAL_ID}/deal/' + hubspot_deal_id
    reward_tier            : reward_tier
  }

// --- DEAL STAGE CHANGE TRIGGER (continuous, event-driven) ---
// HubSpot fires webhook on every dealstage property change
// for deals where referral_source_name is non-empty

// --- AGENT 3: Reward Processing Agent (stage sync path) ---
HUBSPOT_WEBHOOK POST /your-platform-endpoint/deal-stage-change
  payload.objectId               -> hubspot_deal_id : string
  payload.propertyName           : 'dealstage'
  payload.propertyValue          -> new_stage : string

// Fetch full deal to confirm referral_source_name
HUBSPOT GET /crm/v3/objects/deals/{hubspot_deal_id}
  properties: referral_source_name, referral_reward_tier, referral_submitted_at
  -> referral_source_name == '' ? HALT (non-referral deal) : CONTINUE

// Step 7/8: Update Google Sheets row
SHEETS GET /v4/spreadsheets/{SHEET_ID}/values/Sheet1!H:H
  -> find row index where column H (hubspot_deal_id) == hubspot_deal_id
  -> row_index : integer

SHEETS PUT /v4/spreadsheets/{SHEET_ID}/values/Sheet1!G{row_index}:I{row_index}
  values[0][0] : stage_label_map[new_stage]  // human-readable stage name
  values[0][1] : ISO8601 now()               // last_updated

// --- CLOSED WON BRANCH ---
// new_stage == 'closedwon' ? EXECUTE_REWARD_PATH : END

// Step 9: Resolve reward amount from tier mapping
TIER_MAP = { 'Tier 1': 500, 'Tier 2': 250, 'Tier 3': 100 }  // configure at setup
reward_amount = TIER_MAP[referral_reward_tier]
// If referral_reward_tier not in TIER_MAP -> log error, alert, halt

// Step 10: Create Xero draft bill
XERO POST /api.xro/2.0/Invoices
  Type                               : 'ACCPAY'
  Status                             : 'DRAFT'
  Contact.ContactID                  : xero_contact_id  // pre-confirmed referrer record
  DueDate                            : submission_timestamp + 14 days
  LineItems[0].Description           : 'Referral reward: ' + referred_contact_name + ' - ' + referral_reward_tier
  LineItems[0].UnitAmount            : reward_amount
  LineItems[0].AccountCode           : REFERRAL_EXPENSE_ACCOUNT_CODE  // confirm with finance
  LineItems[0].Quantity              : 1
  -> response.Invoices[0].InvoiceID  -> xero_bill_id : string

// Update Google Sheets row: status + reward amount + xero_bill_id
SHEETS PUT /v4/spreadsheets/{SHEET_ID}/values/Sheet1!G{row_index}:J{row_index}
  values[0][0] : 'Pending Reward'
  values[0][1] : ISO8601 now()
  values[0][2] : reward_amount
  values[0][3] : xero_bill_id

// --- AGENT 3 -> AGENT 2 HANDOFF ---
// Closed Won event also triggers Agent 2 reward notification path
// Passed fields: referrer_email, referrer_name, reward_amount,
//                referred_contact_name, xero_bill_id

// --- AGENT 2: Referral Communications Agent (reward notification path) ---
// Step 11: Send reward notification email
GMAIL POST /gmail/v1/users/me/messages/send
  to      : referrer_email
  subject : 'Your referral reward has been approved'
  body    : TEMPLATE_REWARD_NOTIFICATION {
    referrer_firstname   : referrer_name (first token)
    reward_amount        : reward_amount (formatted as $NNN)
    expected_payment_date: xero_bill_due_date (formatted as DD Month YYYY)
    referred_contact_name: referred_contact_name
  }

// --- END OF AUTOMATED FLOW ---
// Finance contact opens Xero, reviews DRAFT bill, approves and schedules payment.
// Step 12 (register marked Rewarded) is a manual update by the finance contact
// or can be automated via a future Xero payment webhook if required.

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04Recommended build stack

Orchestration layer

A workflow automation tool running one dedicated workflow per agent (three workflows total): Referral Intake Workflow, Referral Communications Workflow, and Reward Processing Workflow. All three workflows share a single credential store so that API tokens for HubSpot, Google Sheets, Gmail, Slack, Typeform, and Xero are managed centrally and rotated without touching individual workflow nodes.

Webhook configuration

Two inbound webhook endpoints must be provisioned: one for the Typeform form submission event (consumed by the Referral Intake Workflow) and one for HubSpot deal stage change events (consumed by the Reward Processing Workflow). Both endpoints must enforce HMAC signature verification using the respective tool's signing secret. The HubSpot webhook subscription must be scoped to the deal object, propertyChange event, on the dealstage property only, and registered against the production HubSpot private app.

Templating approach

All outbound Gmail email bodies are built from template objects stored within the automation platform as reusable text nodes with named placeholder variables. Three templates are required: TEMPLATE_ACKNOWLEDGEMENT (steps 5), TEMPLATE_SLACK_LEAD_ALERT (step 6, Block Kit JSON), and TEMPLATE_REWARD_NOTIFICATION (step 11). Template content and placeholder values must be reviewed and approved by the process owner before go-live. No email body content should be hardcoded inline in the workflow nodes.

Error logging

A Supabase table (referral_automation_errors) captures every workflow error with the following columns: id (uuid, auto), timestamp (timestamptz), workflow_name (text), step_name (text), error_message (text), payload_snapshot (jsonb), resolved (boolean, default false). On any unhandled error or catch branch, the workflow writes a row to this table and sends an alert email to support@gofullspec.com. The alert email includes the workflow name, step, and a copy of the triggering payload for triage. Critical errors (Xero bill creation failure, Google Sheets row not found) also post a message to a designated '#automation-alerts' Slack channel.

Testing approach

All three workflows are built and tested against sandbox or staging credentials first. Typeform: use a cloned staging form with a separate form ID so test submissions do not enter the live register. HubSpot: use a sandbox portal or a clearly labelled test pipeline stage. Xero: use the Xero demo company (available on all paid plans) for all bill creation tests. Google Sheets: use a duplicate staging sheet with an identical column structure. Gmail and Slack: send to internal team addresses and a private test channel during QA. No live credentials or production data are used until the end-to-end QA sign-off milestone.

Estimated total build time

Referral Intake Agent: 12 hours. Referral Communications Agent: 8 hours. Reward Processing Agent: 12 hours. End-to-end integration testing and error handling: 8 hours. Total: 40 hours across a 3 to 4 week delivery window, consistent with the Standard build option.

Pre-build blockers to resolve before writing a single workflow node: (1) HubSpot custom deal properties confirmed or created (referral_source_name, referral_reward_tier, referral_submitted_at). (2) Reward tier names agreed and matching across Typeform, HubSpot, and the tier-to-amount mapping table. (3) All active referrers confirmed as named contacts in Xero. (4) Xero referral expense account code confirmed with the finance contact. (5) Typeform production form ID and signing secret obtained. (6) HubSpot portal ID and private app OAuth token with correct scopes granted. (7) Google Sheets spreadsheet ID and column layout locked. (8) Gmail sending address and OAuth refresh token stored in the shared credential store. (9) Slack channel names and bot token permissions confirmed. These nine items must be resolved in the Discovery and Tool Access stage before any agent build begins.

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Developer Handover Pack