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Launch Plan
Referral Programme Management
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything that happens between now and go-live for your Referral Programme Management automation. It covers what is being built, how the build is structured, what FullSpec needs from you to get started, and what your ongoing role looks like once the automation is running. FullSpec handles all design, configuration, testing, and deployment. Your team's role is to provide access to your existing tools and confirm a small number of programme decisions before build begins.
01What you're launching
You are automating the full referral programme cycle, from the moment a referral form is submitted in Typeform through to the referred deal closing in HubSpot and the reward bill being raised in Xero. Currently, a sales coordinator touches each referral up to twelve times across email, HubSpot, Google Sheets, and Xero. Three automated agents will replace eleven of those twelve manual steps, leaving only the finance contact's payment approval in Xero as a deliberate human control point. Referrers will receive an acknowledgement within seconds of submitting, the programme register will update in real time, and reward notifications will fire automatically on deal closure.
Process
Referral Programme Management
Trigger
A referral form is submitted via Typeform
Final output
Referrer acknowledged, deal logged in HubSpot and Google Sheets, Xero draft bill created, reward notification sent to referrer
Agents being built
3 agents: Referral Intake Agent, Referral Communications Agent, Reward Processing Agent
Tools involved
Typeform, HubSpot, Google Sheets, Gmail, Slack, Xero
Volume
~40 referrals/month (approximately 310 automation runs this month)
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02How the build works
FullSpec builds this automation in four structured stages: Connect, Build, Test, and Launch. Each stage has a clear set of actions and a defined owner. The three agents are built sequentially so each can be tested before the next depends on it. You do not need any technical involvement during the build itself. Your main responsibilities are confined to the Connect stage, where you confirm a small number of programme decisions and hand over tool access, and the Launch stage, where you confirm that the live flow matches your expectations before sign-off.
Complexity level: Moderate. Estimated delivery window: 15 business days (3 weeks). The delivery clock starts at the close of Connect, not payment. Until Connect is complete and all tool credentials are confirmed, the build timeline has not begun.
1Connect
Business days 1 to 3
FullSpec
Sends you the credential request form and programme rules worksheet. Reviews your existing HubSpot deal pipeline stages, Typeform form structure, and Google Sheets register layout. Confirms reward tier logic is understood and flags any ambiguity before build begins.
You
Complete the credential request form with API access details for all six tools. Fill in the programme rules worksheet confirming reward tiers and eligibility conditions. Confirm which HubSpot deal stage signals Closed Won in your pipeline.
2Build
Business days 4 to 12
FullSpec
Builds and unit-tests the Referral Intake Agent (Typeform to HubSpot duplicate check, contact and deal creation, Google Sheets logging). Then builds the Referral Communications Agent (Gmail acknowledgement, Slack lead alert, reward notification email). Finally builds the Reward Processing Agent (HubSpot stage-change trigger, Google Sheets sync, Xero draft bill creation). Each agent is tested in isolation before the next is connected.
You
Available to answer any questions that arise about reward tier edge cases or pipeline stage naming. No technical action required during this stage.
3Test
Business days 13 to 14
FullSpec
Runs end-to-end tests using real and dummy Typeform submissions. Confirms duplicate detection, reward tier assignment, Gmail delivery, Slack posting, Google Sheets row accuracy, and Xero draft bill creation. Tests edge cases including missing email addresses and duplicate contacts. Shares a test summary report with you.
You
Review the test summary report. Submit one or two real test referrals using the live form to confirm the flow behaves as expected from your perspective. Raise any issues before the Launch stage begins.
FullSpec
Switches the automation to live against your production Typeform form, HubSpot pipeline, and Xero account. Monitors the first five real referral submissions to confirm all outputs are correct. Delivers the SOP and Runbook so your team knows how to handle duplicate flags and update reward tiers going forward.
You
Confirm go-live approval. Notify your sales coordinator and finance contact that the automation is active and that reward bills will now appear as drafts in Xero for their approval. No manual steps are needed for intake, acknowledgement, or register updates from this point.
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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. Everything below can be gathered by the person who manages your software subscriptions. All credentials are used solely to configure and test the automation and are handled in line with FullSpec's data security practices.
Typeform
Admin access to the referral form and the workspace API token to receive submission webhooks
Before Connect closes
HubSpot
Private app API key with read and write access to Contacts, Deals, and custom properties; confirmation of the Closed Won deal stage name
Before Connect closes
Google Sheets
Edit access to the referral programme register spreadsheet and the Google account used to authorise API access
Before Connect closes
Gmail
A Gmail account (or Google Workspace account) to send acknowledgement and reward notification emails; OAuth authorisation for send access
Before Connect closes
Slack
Ability to install a Slack app in your workspace and the name of the sales rep channel where lead alerts should post
Before Connect closes
Xero
Xero organisation connection via OAuth, with permission to create draft bills; confirmation that active referrers exist as contacts in Xero
Before Connect closes
Key decision before Connect closes: You must confirm your reward tier structure in full before the Build stage begins. This means defining how many tiers exist, the monetary value of each tier, and the conditions that determine which tier a referrer qualifies for (for example, whether it is based on deal value, referrer type, or programme membership level). The Reward Processing Agent cannot be configured until these rules are locked. If tiers are unclear at Connect, the build timeline will extend.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner)
Review and approve draft reward bills in Xero before payment is released. Handle any duplicate contact flags that the automation routes to the sales manager for a manual decision. Update reward tier rules in the programme configuration if the programme structure changes. Review the Google Sheets register periodically for programme reporting.
Reading referral emails in the shared inbox. Manually creating HubSpot contacts and deals. Writing acknowledgement emails. Updating the Google Sheets register by hand. Chasing deal stage updates. Writing reward notification emails. Manually raising Xero bills for rewards.
FullSpec
Monitors the automation for errors and failed runs. Responds to support requests at support@gofullspec.com. Applies fixes for any API or webhook issues caused by tool updates. Advises on reward tier reconfiguration if the programme structure changes significantly.
N/A
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The automation is live and processing real Typeform submissions. Referrers receive acknowledgement emails within two minutes of submitting. The Google Sheets register is updated automatically. Sales reps receive Slack alerts within seconds of each new referral arriving. A small number of edge cases (such as duplicate contacts) may require manual review while your team gets familiar with the new flow.
No referral sits unacknowledged for more than two minutes. The Google Sheets register matches HubSpot in real time.
Month 1
All three agents are running reliably across the full referral volume of approximately 40 submissions. Draft Xero bills are appearing correctly for closed referrals and the finance contact is approving them without needing to look up reward amounts manually. The sales coordinator is no longer spending time on any of the eleven automated steps. Coordination time drops from 6 hours per week toward the target of 0.5 hours per week.
Sales coordinator time on referral programme drops by at least 80 percent. No missed reward notifications. Xero draft bills accurate on every closed deal.
Month 3
The programme is running with minimal oversight. The Google Sheets register is the authoritative, always-current source of truth for programme reporting. Referrers are receiving timely communications at every stage, building confidence in the programme. You have full visibility into which referrers are driving closed revenue. Annual coordination cost is tracking toward the $390 target versus the $9,360 baseline, saving approximately $9,000 per year.
Annual saving on track toward $9,000. Referrer satisfaction measurably improved. Programme register accurate without any manual updates.
Next step: To begin the Connect stage, reach out to the FullSpec team at support@gofullspec.com. We will send you the credential request form and the programme rules worksheet within one business day. Once both are returned and confirmed complete, the build clock starts and your go-live date is set.
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