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The Automated Client Onboarding System
Onboard new clients professionally without spending hours on admin
4 hours/client
Time Saved
$200/month
Money Saved
$0/month on free plans
Total Cost
Tools in this system
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Request Setup QuoteThe Problem This System Solves
The Pain
Every time you sign a new client, you spend hours doing the same things. Sending welcome emails. Requesting information. Sharing documents. Creating project folders. Setting up tasks. Sending invoices. By the time you actually start the work, you have already lost half a day.
The Solution
This system automates the entire onboarding sequence. From the moment a client signs your contract to the moment work begins, every step happens automatically. You only intervene when real human judgment is needed.
What This System Does for Your Business
Every onboarding step runs automatically from contract to first project kickoff
Replaces manual admin work that would otherwise require a part-time assistant
A professional onboarding process converts more leads and justifies higher rates
How the System Works
The exact sequence of events once this system is set up and running:
Contract signed
Client signs contract via your preferred tool. This is the trigger for the entire sequence.
Notion client portal created
Zapier automatically duplicates your client portal template and populates it with their details.
Welcome sequence starts
ConvertKit fires the 5-part welcome sequence. Client feels welcomed and informed without you writing a single email.
Invoice sent via Wave
First invoice sent automatically. Payment link included. No chasing required.
Project tasks created
Standard first-week tasks appear in your project tracker automatically. Nothing to remember.
7-day check-in reminder
You get a notification to check in personally. The human touch, at exactly the right time.
Tools in This System
Each tool has a specific role. Click any tool to read the full review and access the affiliate link.
notion
Client Portal and Project Hub
Each client gets their own Notion page with their project details, documents, deliverables, and communication log. Professional, organised, and zero extra cost.
Free limit: Unlimited client pages on the free plan
Setup steps:
- 1 Create a Client Hub template in Notion with sections for: Overview, Documents, Deliverables, Meeting Notes
- 2 Duplicate this template for each new client
- 3 Share the client's page with them using a guest link
convertkit
Automated Welcome Sequence
The moment a client is tagged as new in your system, ConvertKit fires a 5-email welcome sequence over their first week. Introduces them to your process, sets expectations, and makes them feel taken care of.
Free limit: Free up to 1,000 subscribers
Setup steps:
- 1 Create a new sequence called 'New Client Welcome'
- 2 Email 1 (Day 0): Welcome, what to expect, your working hours
- 3 Email 2 (Day 2): How to access their Notion portal
- 4 Email 3 (Day 5): Introduction to your communication style and response times
zapier
Onboarding Automation Engine
Connects every tool in the sequence. New contract signed triggers the entire workflow automatically.
Free limit: 100 tasks per month on the free plan
Setup steps:
- 1 Zap 1: New client added to your CRM triggers creation of Notion client page
- 2 Zap 2: New Notion page created adds client to ConvertKit with 'New Client' tag
- 3 Zap 3: New ConvertKit tag fires welcome email sequence
- 4 Zap 4: 7 days after onboarding sends you a reminder to check in
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Frequently Asked Questions
Does this work for service businesses of any size? +
What if my client does not use email? +
How do I trigger the automation if I do not use a digital contract tool? +
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