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Launch Plan
Sales Forecasting Automation
[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, and what FullSpec needs from you to keep things moving. It is written for the process owner and covers everything from the first session through to go-live. FullSpec handles all technical work end to end. Your role is to provide access to your existing tools, review the forecast once it is live, and confirm one configuration decision before the build begins.
01What you're launching
Right now, every forecast cycle means someone spending several hours exporting deal data from HubSpot, cleaning it in a spreadsheet, applying probability weights by hand, chasing reps for missing record updates, and finally distributing a forecast that is already out of date by the time leadership sees it. This automation replaces that cycle with three agents that pull live CRM data on a schedule, calculate weighted projections automatically, and distribute the approved forecast via Gmail and Slack. The only step that stays with a person is the 15-minute review and approval before the forecast goes out.
Trigger
Weekly scheduled run, or immediately when a HubSpot deal above the configured value threshold moves pipeline stage
Final output
Formatted forecast email delivered to the leadership list via Gmail, pipeline snapshot posted to Slack, and Tableau dashboard refreshed, all within 30 minutes of the trigger firing
Agents being built
3 agents: Data Pull and Completeness Agent, Forecast Calculation Agent, Distribution Agent
Tools involved
HubSpot, Google Sheets, Slack, Gmail, Tableau
Volume
Approximately 4 full forecast cycles per month, plus on-demand runs when a major deal changes stage (18 runs recorded this month)
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02How the build works
FullSpec builds this automation in four stages: Connect, Build, Test, and Launch. Each stage has a defined set of actions for the FullSpec team and a short list of things your team needs to do at the same time. The stages run in sequence. Nothing in Build starts until Connect is closed out, which means the single most important thing you can do to protect the timeline is to provide tool access and confirm your one configuration decision promptly during Connect.
Complexity level: Moderate. Estimated delivery: 5 weeks from the close of Connect. The delivery clock starts at the close of Connect, not payment.
1Connect
Estimated time: Days 1 to 3
FullSpec
Reviews your HubSpot pipeline stage setup and probability values, audits the existing Google Sheets forecast template structure, confirms field mapping between CRM and spreadsheet, and documents any gaps that need resolving before build begins.
You
Share access credentials for HubSpot, Google Sheets, Slack, Gmail, and Tableau. Confirm the probability percentage assigned to each pipeline stage. Confirm who is on the leadership distribution list for the forecast email.
2Build
Estimated time: Days 4 to 25 (weeks 1 to 4)
FullSpec
Builds the HubSpot API connection, weekly schedule trigger, and stage-change trigger. Builds the Data Pull and Completeness Agent including stale-record detection and automated Slack nudge logic. Builds the Forecast Calculation Agent including stage-based probability weighting, historical comparison, and Google Sheets write step. Builds the Distribution Agent including the Google Sheets approval trigger, Gmail distribution, Slack summary post, and Tableau refresh call.
You
Remain available to answer questions about your pipeline data or spreadsheet layout. No technical work is required during this stage. Expect one or two short check-in messages from the FullSpec team if a data question comes up.
3Test
Estimated time: Days 26 to 30 (week 5)
FullSpec
Runs three full forecast cycles in parallel with your existing manual process to verify that weighted projections match expected outputs. Tests the approval flow, distribution logic, Slack nudge targeting, and Tableau refresh. Documents any discrepancies and resolves them before sign-off.
You
Run your normal manual forecast process alongside the automated one during parallel testing. Compare the outputs and flag any figures that look wrong to the FullSpec team via support@gofullspec.com. This parallel run is the quality gate before go-live.
4Launch
Estimated time: Day 31 onwards
FullSpec
Switches the automation from staging to live, confirms all triggers are active, delivers the process runbook and operating documentation, and remains on hand for the first two live cycles to monitor outputs and resolve any issues.
You
Stop running the manual process. The sales manager reviews each forecast in the Google Sheets review tab and approves or adjusts before distribution. Contact support@gofullspec.com if anything looks unexpected in the first live cycles.
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03What FullSpec needs from you
FullSpec needs only access to your existing tools. No technical knowledge is required from your side. All connection and configuration work is handled by the FullSpec team. The table below lists every tool credential needed and when it is needed. Providing these before Connect closes is the single biggest thing you can do to keep the build on schedule.
HubSpot
A private app token or admin credentials with access to the Deals API, pipeline stage configuration, and deal property fields
Before Connect closes
Google Sheets
Editor access to the forecast template spreadsheet, shared with the FullSpec service account, and confirmation of the sheet's column layout
Before Connect closes
Slack
A Slack app token (bot scope) with permission to post messages to the rep channels and the forecast distribution channel
Before Connect closes
Gmail
OAuth authorisation for the sending account used for forecast distribution, with the confirmed leadership email list
Before Connect closes
Tableau
Site admin or Creator credentials plus the data source name and site URL. Note: if your Tableau licence tier requires a manual publish step, this will be confirmed at Connect and may keep the dashboard refresh partially manual
Before Connect closes
One configuration decision you must confirm before Connect closes: the probability percentage assigned to each of your HubSpot pipeline stages. If any custom stages exist or if probability values have not been set, the Forecast Calculation Agent cannot weight deals correctly. The FullSpec team will review your stage setup with you during Connect and document the agreed values before build begins.
04Your role once live
Once the automation is live, the day-to-day workload for your team drops significantly. The table below sets out what you and the FullSpec team are each responsible for on an ongoing basis.
Role
Ongoing responsibilities
What you no longer touch
You (Sales Manager)
Open the Google Sheets review tab each cycle, check the flagged anomalies highlighted by the agent, and either approve the forecast for distribution or adjust specific deal weightings before approving. This takes around 15 minutes per cycle. Contact support@gofullspec.com if outputs look wrong.
Exporting CRM data manually, chasing reps for record updates via Slack, cleaning and pasting data into spreadsheets, applying probability weights by hand, building projection tables and charts, distributing the forecast by email and Slack, updating Tableau manually.
FullSpec
Monitors the automation for failures or unexpected behaviour, maintains API connections as HubSpot and Google Sheets update their interfaces, applies any changes to weighting logic or distribution configuration when you request them, and provides ongoing support at support@gofullspec.com.
Not applicable.
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05What success looks like
The table below sets out what you should expect to see at each point after go-live, and how you will know the automation is working as intended.
Timeframe
What to expect
Sign of success
Week 1
The automation runs its first two or three live cycles. The sales manager reviews and approves in the Google Sheets tab. Slack nudges go to reps with incomplete records. The forecast email reaches the leadership list within 30 minutes of the trigger firing.
No manual CRM export or spreadsheet work required. Forecast reaches leadership the same day the trigger fires.
Month 1
The full weekly cadence is running without manual intervention. Reps are responding to automated nudges and record completeness improves. The sales manager's time on the forecast process drops to around 15 minutes per cycle, versus the previous 2 to 4 hours.
Forecast cycle time under 30 minutes end to end. Sales manager and Sales Ops are not touching spreadsheets for the forecast.
Month 3
Approximately 75 hours of manual effort have been saved across the team. The forecast reaching leadership is based on data that is under one hour old at distribution, compared to up to one business day previously. Leadership has a consistent, reliable forecast format every week with no version confusion.
Around $4,500 in staff time recovered. Forecast accuracy and data freshness are measurably better. The automation is running without FullSpec intervention on a cycle-by-cycle basis.
Next step: the FullSpec team will send you a short Connect session invite to confirm tool access and your pipeline stage probability values. That session closes the Connect stage and starts the build clock. If you have questions before then, reach out to support@gofullspec.com and the team will get back to you promptly.
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