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Launch Plan
Renewal and Contract Expiry Management
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your end-to-end guide to getting the Renewal and Contract Expiry Management automation live. It covers what is being built, how the four-stage build process works, what you need to provide, what your team's role looks like once the system is running, and how to measure whether it is working. FullSpec handles every aspect of configuration, testing, and deployment. Your role is to provide access to your existing tools and confirm a small number of decisions before the build begins.
01What you're launching
You are automating the full contract renewal lifecycle, from the moment a contract enters the 90-day expiry window through to a signed agreement and a raised invoice in Xero. Today, account managers manually pull expiry data, write individual outreach emails, chase follow-ups from memory, route approvals informally over Slack, and re-enter signed contract details into both HubSpot and Xero. Three purpose-built agents will replace nine of the ten manual steps, leaving only the preparation of non-standard proposals with a person where commercial judgement is genuinely needed.
Process
Renewal and Contract Expiry Management
Trigger
A contract expiry date is within 90 days and no renewal activity has been logged in HubSpot
Final output
Signed contract stored in DocuSign, HubSpot deal moved to Renewed stage, and a recurring invoice raised in Xero
Agents being built
3 agents: Contract Monitoring Agent, Renewal Outreach Agent, Approval and Closing Agent
Tools involved
HubSpot, Gmail, DocuSign, Slack, Xero, Google Sheets
Volume
30 to 50 contract renewals per month
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02How the build works
The build follows four sequential stages: Connect, Build, Test, and Launch. FullSpec manages the entire delivery from the close of the Connect stage onward. Each stage has a defined set of actions for the FullSpec team and a small set of inputs or decisions required from you. The full delivery window for this Standard build is three to five business weeks, which reflects the moderate complexity of connecting five live tools, building three agents, and running a parallel test against your real contract data before cutover.
Complexity level: Moderate (38 estimated build hours across 3 agents). Delivery window: 3 to 5 business weeks. The delivery clock starts at the close of Connect, not payment. Until Connect is complete and all tool access is confirmed, the build has not started.
1Connect
Business days 1 to 3
FullSpec
Sends a secure credential request for each tool. Reviews any existing HubSpot deal structure, expiry date fields, and Google Sheets contract data to identify gaps before the build begins. Confirms the DocuSign template structure and Xero product line items are suitable for automation.
You
Provide admin access or connected credentials for HubSpot, Gmail (per account manager), DocuSign, Slack, and Xero. Confirm which HubSpot field holds the contract expiry date and whether a standard renewal DocuSign template already exists. Complete the one configuration decision described in Section 03.
2Build
Business days 4 to 15
FullSpec
Audits and cleans HubSpot expiry date data across all active contracts. Builds and tests the Contract Monitoring Agent (daily scan, deal ranking, Google Sheets write-back). Builds and tests the Renewal Outreach Agent (three-stage Gmail sequence, reply detection, HubSpot logging). Builds and tests the Approval and Closing Agent (Slack approval routing, DocuSign contract send, HubSpot and Xero post-signature updates).
You
Review and approve the three outreach email templates before they are loaded into the sequence. Confirm the internal approval chain in Slack (who approves renewals, and whether a backup approver is needed). Respond to any clarification questions from FullSpec within one business day to keep the build on schedule.
3Test
Business days 16 to 20
FullSpec
Runs the full automation in parallel alongside your existing manual process for one complete week. Tests all three agents against a sample of live contracts, including edge cases such as contracts with non-standard terms, contracts without an expiry date populated, and approval requests that are declined in Slack. Documents results and resolves any issues before sign-off.
You
Account managers review the daily monitoring outputs and outreach emails generated during the parallel run. Confirm that flagged contracts, email content, HubSpot logging, and Slack notifications are accurate. Flag any discrepancies to FullSpec. Sign off on the parallel run results to trigger the Launch stage.
FullSpec
Switches off the manual process triggers and sets the automation to live. Confirms all agents are running on their scheduled cadences. Delivers the Runbook and monitors the first live week for any unexpected behaviour. Provides a go-live summary report to your team.
You
Inform account managers and the sales manager that the automation is live and the manual spreadsheet check is no longer required. Direct any questions or exceptions during the first week to support@gofullspec.com.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required on your side. You do not need to build anything, configure any integrations, or understand how the agents work internally. The table below lists every tool connection required, what specifically is needed, and when it must be in place. All credentials are handled through a secure handover process and are never stored in plain text.
HubSpot
Admin-level API access or a connected app authorisation. FullSpec will confirm which deal properties hold contract expiry dates and map the deal pipeline stages used for renewals.
Before Connect closes
Gmail
OAuth authorisation from each account manager whose Gmail address will be used for renewal outreach. Each user completes a one-click authorisation via a secure link FullSpec provides.
Before Connect closes
DocuSign
Admin access to the DocuSign account. At least one standard renewal contract template must exist in DocuSign, or your team must provide the contract document so FullSpec can set it up as a template.
Before Connect closes
Slack
Ability to install a connected app to your Slack workspace. FullSpec will configure the approval channel and approver list. No Slack admin password is shared.
Before Connect closes
Xero
Connected app authorisation with invoicing permissions. A standard product or service line item for renewals must exist in Xero, or your team must confirm the line item details so FullSpec can set it up.
Before Connect closes
Google Sheets
Edit access to the existing contract tracking spreadsheet, or permission for FullSpec to create a new shared summary sheet in your Google Workspace.
Before Connect closes
One decision you must confirm before Connect closes: Does your team use a single shared Gmail inbox for renewal outreach, or does each account manager send from their own individual Gmail address? The answer changes how the Gmail authorisation is structured and affects the outreach personalisation logic. If this is not confirmed before the build begins, it will delay the Renewal Outreach Agent build.
04Your role once live
Role
Ongoing responsibilities
What you no longer touch
You (business owner / sales team)
Review the daily Slack summary of active renewals. Prepare custom renewal proposals for any contract flagged as non-standard (those requiring custom terms or pricing). Approve renewal proposals via the Slack approval message when prompted. Flag any data errors or unexpected outputs to support@gofullspec.com.
Manual spreadsheet checks for expiry dates. Writing and sending individual renewal outreach emails. Logging CRM activity after each email. Chasing non-responders at the 60 and 30-day marks. Routing approval requests manually over Slack or email. Uploading contracts to DocuSign. Updating HubSpot deal stages after signing. Raising renewal invoices in Xero.
FullSpec
Monitor automation health and uptime. Apply fixes within agreed response times if an agent fails or a tool API changes. Provide updates to email templates or approval routing rules on request. Deliver performance reports at the end of Month 1 and Month 3. Handle any tool re-authorisation if OAuth tokens expire.
Not applicable. FullSpec does not own your client relationships, approve your proposals, or make commercial decisions.
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05What success looks like
Timeframe
What to expect
Sign of success
Week 1
The Contract Monitoring Agent runs its first live daily scans. Account managers receive their first Slack summaries showing the active renewal queue ranked by urgency and deal value. The first automated outreach emails go out from each account manager's Gmail address. Some minor adjustments to email templates or Slack notification format may be made based on team feedback.
Every contract within 90 days of expiry appears in HubSpot and the Google Sheets summary by 8am each day. At least one renewal outreach email is sent and logged to HubSpot without manual action. No duplicate or missing entries in HubSpot compared to the Google Sheets output.
Month 1
The full three-agent sequence is running across all active renewals. Approval requests are routing through Slack, DocuSign contracts are being sent on approval, and Xero invoices are being raised automatically on signature. Account managers report significantly reduced manual effort on renewal admin. CRM activity logging rate approaches 100% for all outreach.
Renewal cycle time (from expiry flag to signed contract) drops toward the 7 to 12-day target, compared to the previous 18 to 30 days. CRM logging rate reaches 100% for automated outreach. No contracts lapse without at least one logged outreach attempt. The team has not needed to revert to the spreadsheet process.
Month 3
The automation is fully embedded in the sales team's workflow. Account managers no longer think about the renewal calendar because the system surfaces everything they need via Slack. The time saved (approximately 6 hours per account manager per week) is redirected to higher-value sales activity. The payback period on the build investment is on track to complete by month 4.
Annualised staff cost saving tracking toward $14,000. Contracts lapsing without outreach below 2%. Renewal outreach on time for 98% or more of contracts entering the 90-day window. Account managers confirm they are not performing any of the manual steps the automation was built to replace.
Next step: the FullSpec team will send you a secure credential request and a short Connect call invitation within one business day of your confirmation. If you have any questions before then, contact the team at support@gofullspec.com.
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