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Launch Plan
Win/Loss Analysis Automation
[YourCompany.com] · Sales Department · Prepared by FullSpec · [Today's Date]
This Launch Plan is your single reference for everything that happens between now and the moment your Win/Loss Analysis automation goes live. It covers what is being built, how the build is sequenced, what FullSpec needs from you to get started, what your role looks like once the system is running, and how you will know it is working. FullSpec handles all configuration, testing, and deployment end to end. Your main job is to unlock tool access and confirm the win/loss reason taxonomy before the build begins.
01What you're launching
Right now, when a deal closes in HubSpot, outcome data collection depends entirely on a sales manager remembering to chase the deal, a rep recalling context days after the fact, and a quarterly manual effort to spot patterns in an inconsistent spreadsheet. This automation replaces that entire loop. The moment a deal is marked Closed Won or Closed Lost, three agents work in sequence: one captures the deal and fires a buyer survey and rep notification immediately, a second classifies the responses against a standardised taxonomy and writes results back to HubSpot and Google Sheets, and a third generates a structured monthly insight report in Notion and posts a digest to Slack. The one human step kept is an optional manager review for high-value lost deals where no survey response is received.
Trigger
Deal property changes to Closed Won or Closed Lost in HubSpot
Final output
Structured outcome data in HubSpot and Google Sheets, plus a monthly insight report published to Notion and posted to the Slack sales channel
Agents being built
3 agents: Deal Capture Agent, Outcome Classification Agent, Insight Report Agent
Tools involved
HubSpot, Typeform, Gmail, Slack, Google Sheets, Notion
Volume
~35 closed deals/month (approx. 175 automation runs/month across all steps)
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02How the build works
The build is structured as four stages that run in sequence over four weeks. FullSpec leads every stage: the technical configuration, credential wiring, agent logic, testing, and go-live handover are all handled by the FullSpec team. Your involvement is focused and bounded at each stage so you are never pulled into work outside your expertise. The table under each stage below shows exactly who does what.
Complexity level: Moderate. Estimated delivery window: 4 weeks (20 business days). The delivery clock starts at the close of Connect, not payment. Until the taxonomy is agreed and tool access is confirmed, the build cannot begin.
1Connect
Business days 1 to 5
FullSpec
Conducts a kick-off session to review HubSpot pipeline stage names, confirm deal stage trigger conditions, review the Typeform survey draft, and document the win/loss reason taxonomy with your sales manager. Validates all tool connections are reachable and sets up the credential vault.
You
Attend the kick-off session, supply admin access to HubSpot, Typeform, Slack, Google Sheets, and Notion, and sign off on the final win/loss reason taxonomy. This is the only decision that must be locked before the build begins.
2Build
Business days 6 to 15
FullSpec
Builds and wires all three agents in sequence: Deal Capture Agent (days 6 to 10), Outcome Classification Agent (days 11 to 13), Insight Report Agent (days 14 to 15). Validates the AI classification logic against 20 historical deals and confirms the Notion report template structure.
You
Review and approve the Slack rep notification message and the Typeform survey link format when FullSpec shares drafts for sign-off. No technical input is required. Expected time commitment: under 30 minutes total across the build stage.
3Test
Business days 16 to 18
FullSpec
Runs end-to-end QA across all three agents using live pipeline data: fires test deal stage changes, confirms survey delivery and rep notification, validates classification accuracy against the agreed taxonomy, and checks the Notion report and Slack digest output. Any failures are fixed before sign-off is requested.
You
Review the QA summary FullSpec sends you, check that one sample Notion report and one sample Slack digest look correct, and confirm you are happy to proceed to go-live. No system access or technical review is needed from you.
4Launch
Business days 19 to 20
FullSpec
Switches all three agents to live mode against your active HubSpot pipeline, monitors the first 48 hours of live runs, confirms the first real deal trigger fires and completes correctly, and delivers the completed SOP and monitoring guide to your team.
You
Brief your sales reps that they will receive a Slack form when a deal closes and that completing it within 24 hours is expected. No system changes are needed from your side on go-live day.
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03What FullSpec needs from you
FullSpec only needs access to your existing tools. No technical knowledge is required from you or your team. The table below lists each tool, what access is needed, and when it must be in place. All credentials are handled securely by FullSpec and are never stored outside an encrypted vault.
HubSpot
Private app token with read/write access to Deals, Contacts, and Properties; pipeline stage names confirmed in writing
Before Connect closes
Typeform
Admin login or API key to access the buyer survey form and response data
Before Connect closes
Gmail
A dedicated sending address (e.g. sales@yourdomain.com) with OAuth authorisation approved by a Google Workspace admin
Before Connect closes
Slack
Slack workspace admin to approve the app installation; the target sales channel name confirmed
Before Connect closes
Google Sheets
Editor access to the master win/loss tracking spreadsheet, or confirmation that FullSpec should create a new one
Before Connect closes
Notion
Integration token with write access to the target workspace and confirmation of which page or database the monthly report should appear in
Before Connect closes
The single configuration decision you must confirm before Connect closes: the win/loss reason taxonomy. This is the fixed list of categories (for example: Price, Competitor, Timing, Feature Gap, No Decision) that the Outcome Classification Agent uses to tag every deal. Once the build starts, adding or renaming categories requires a workflow update. FullSpec will facilitate a short working session with your sales manager to draft and lock this list, but the final call on the categories belongs to you.
04Your role once live
Once the system is live, the day-to-day process runs without manual input. The table below is a clear split of ongoing responsibilities between you and FullSpec.
Role
Ongoing responsibilities
What you no longer touch
You (business owner / sales manager)
Review the monthly Notion insight report on the first business day of each month. Audit the Google Sheets tracker when a classification looks wrong and flag it to FullSpec via support@gofullspec.com. Review unanswered-survey flags for high-value lost deals and decide whether a follow-up call is warranted. Update the taxonomy by contacting FullSpec if a new reason category is needed.
Chasing reps for outcome notes, scheduling buyer interviews, manually tagging deal records in HubSpot, building pivot tables in Google Sheets, writing and distributing findings reports.
FullSpec
Monitor automation health and resolve any failed runs. Apply taxonomy or prompt updates on request. Push platform and integration updates as tool APIs change. Respond to support queries at support@gofullspec.com within one business day.
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 signal that tells you the system is performing as designed.
Timeframe
What to expect
Sign of success
Week 1
Every deal that closes triggers an immediate buyer survey via Gmail and a rep Slack notification. Deal records in HubSpot are updated within hours of close. Google Sheets rows are populated automatically. You will likely see your first real classified outcome within 24 to 48 hours of go-live.
At least one complete deal capture and classification cycle completes without manual input. The Google Sheets tracker shows structured rows with outcome tags matching your taxonomy.
Month 1
Approximately 35 deals are captured, classified, and logged. Outcome capture rate reaches 90 to 95 percent of closed deals, up from the inconsistent manual baseline. The first automated Notion insight report is generated on the first business day of the following month and posted to Slack. Your team reads win/loss patterns without anyone building a spreadsheet.
The Notion report publishes on schedule, the Slack digest reaches the sales channel, and the sales manager can identify the top two or three loss reasons for the month without opening a spreadsheet.
Month 3
Three monthly reports have been generated. Pattern data is reliable enough to inform sales coaching, pitch adjustments, and product feedback. The classification taxonomy has been stress-tested across roughly 100 closed deals. Payback on the build cost is on track: at $1,250 saved per month, the $6,500 build cost is recovered within five months of go-live.
The sales manager is using insight report data in team meetings. Classification accuracy is stable. The process runs entirely in the background with no manager time spent on data collection or report writing.
Next step: FullSpec will send you a Connect session invite within one business day of this plan being confirmed. To prepare, locate admin credentials for HubSpot, Typeform, Slack, Gmail, Google Sheets, and Notion, and begin drafting your preferred win/loss reason categories. If you have questions before the session, reach the FullSpec team at support@gofullspec.com.
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