Sample Launch Plan

See exactly what your launch plan includes.

Every FullSpec launch plan is a complete, developer-ready package. Explore a real example below, from the technical handoff to the go-live checklist.

Map Your First Process
What's inside

Every document in the launch plan

This is a real sample plan for a Quote to Invoice automation. Select any document to read the full version below.

Launch Plan

What FullSpec will build for you, what happens at each stage, and what your automation looks like once live.

6 pagesPDF · 640 KB
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Launch Plan

Quote to Invoice & Payment Reconciliation

This document is yours to keep. It maps what FullSpec will build for you, what you can expect at each stage, and what your automation will look like once it is live. FullSpec handles everything end to end, from the first setup call through to launch and beyond. Your role is to provide access to your tools and approve the output at the right moments.

1. What you're launching

Your session mapped the process that turns a new customer enquiry into a paid invoice. Today, that journey takes five manual steps, three bottlenecks, and up to 90 minutes per quote. The automation below replaces most of that work, without removing you from the decisions that matter.

Process
Quote-to-Invoice Automation
Trigger
New customer enquiry via website form or phone
Final output
Invoice sent to client via Xero, payment link shared
Agents being built
3 (Lead Capture, Quote Builder, Invoice Sync)
Tools involved
HubSpot, Google Docs, Google Sheets, Xero, Gmail
Volume
15 to 20 quotes per week

2. How the build works

Once your payment is confirmed, FullSpec moves through four sequential stages. Each stage has a defined purpose and a clear handoff. You will receive a status update at the start of each stage and a completion note when it is done.

Your delivery window: this is a Moderate complexity build with a delivery window of 4 business days from the close of Connect. The delivery clock starts the moment Connect is complete, not from payment.
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Stage 1: Connect (business day 1)

Who
Actions
FullSpec
Send you a short credential request by email listing exactly what access we need. Set up your orchestration environment and verify all five tool connections. Confirm your quote template, rate card structure, and HubSpot pipeline stages before any build begins. Confirm any decisions that affect the build, such as whether you approve quotes before they reach clients.
You
Provide the access and credentials listed in the email we send you. Most items take 5 to 10 minutes each. Confirm your quote template is locked and your rate card is up to date. Answer one or two configuration questions if anything is unclear.

Stage 2: Build (business days 2 to 3)

Who
Actions
FullSpec
Build Agent 1 (Lead Capture): monitors your enquiry inbox, creates a HubSpot contact and deal, notifies your sales rep. Build Agent 2 (Quote Builder): pulls from your rate card, creates a draft quote in Google Docs, emails it to you for approval. Build Agent 3 (Invoice Sync): tested against a Xero sandbox, not connected to live Xero yet. Set up error logging so all three agents log failures automatically. Run an end-to-end test and test edge cases: duplicate submission, missing email, product not in rate card.
You
No action required during this stage. FullSpec will contact you if a configuration question arises.

Stage 3: Test (business day 4)

Who
Actions
FullSpec
Send you a test quote generated by the automation to review. This is your first real view of the output. Make any amendments based on your feedback before switching to production. Switch all credentials from sandbox to live. Run one final end-to-end test in the production environment. Confirm error logging is active and alerts are firing correctly.
You
Review the test quote. Confirm the format, pricing, and layout match your expectations. Flag any changes before sign-off. Changes after go-live may require a re-test. Confirm you are ready to go live.

Stage 4: Launch (end of day 4)

Who
Actions
FullSpec
Switch the automation live. Monitor the first live enquiry through all three agents end to end. Monitor error logs for the first two weeks post-launch. Fix any bugs or edge cases that surface in the first two weeks at no additional cost.
You
Continue reviewing and approving draft quotes as normal, this is the one human step that remains. Update the rate card in Google Sheets whenever your pricing changes. The agent reads from it on every quote. Contact FullSpec if anything behaves unexpectedly.
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3. What FullSpec needs from you

FullSpec handles all technical setup. The only items you need to provide are access to your existing tools. We will send you a credential request at the start of Connect with clear instructions for each item. Nothing below requires technical knowledge to complete.

Tool
What we need
When
HubSpot
Private App access token (Starter tier or above). We will specify the exact scopes required.
Before Connect closes
Gmail
OAuth2 access to the enquiry inbox and your sales rep send account. We guide you through this step.
Before Connect closes
Google Docs
Service account access to your quote template. Template must be agreed and locked before build begins.
Before Connect closes
Google Sheets
Service account access to your rate card. We confirm the required column structure with you.
Before Connect closes
Xero
OAuth2 connection via the Xero Developer Portal. We guide you through the 10-minute setup.
Before Connect closes
One decision to make before Connect closes: does the agent send the approved quote directly to your client, or does it CC you on every send? This affects how Agent 2 is configured and needs to be confirmed before the build begins. We will ask you this during Connect.
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4. Your role once live

Once the automation is live, it runs without manual input. The table below shows what you own and what FullSpec owns on an ongoing basis.

Role
Ongoing responsibilities
What you no longer touch
You (business owner)
Review and approve draft quotes before they reach clients. Update the rate card when pricing changes. Contact FullSpec if the automation behaves unexpectedly.
Logging leads. Building quotes. Chasing approvals. Creating invoices in Xero.
FullSpec
Monitor error logs for the first two weeks post-launch. Fix any bugs or edge cases that surface. Update agent configuration if your tools or process change (subject to support plan).
Day-to-day quote approvals. Rate card management. Client communication.

5. What success looks like

After go-live, here is what to expect and what tells you the automation is working.

Timeframe
What to expect
Sign of success
Week 1
Automation handles all new enquiries. You receive a draft quote for each one to approve. Expect one or two small configuration tweaks as real-world edge cases surface.
No leads logged manually. Every enquiry appears in HubSpot within 5 minutes of submission.
Month 1
Process is stable. Error log is quiet. Quote turnaround drops from 3 to 5 days to same day. Finance team notices invoices appearing in Xero without being asked.
Quote approval time under 2 minutes per quote. Zero manual invoice creation.
Month 3
Full ROI visible. Approximately 6 hours per week of manual work recovered. Pricing errors eliminated. CRM data complete and reliable.
HubSpot pipeline reflects real deal flow. No gaps in contact records. Revenue reporting accurate.
Next step: questions before we start? Contact the FullSpec team from your account or reply directly to your session summary email. Once Connect is complete and credentials are in, the build clock starts immediately.
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