Client onboarding used to be my least favorite part of the business.
A new client signs. Excitement hits.
Then reality kicks in:
- • Send the welcome email
- • Create their folder in Google Drive
- • Set up their project in Asana
- • Add them to the CRM with the right tags
- • Send the intake form
- • Schedule the kickoff call
- • Create their Slack channel
- • Send login credentials...
Every. Single. Time.
It took 45 minutes to an hour per client. Minimum.
Now it takes zero minutes. One click starts everything.
The Real Cost of Manual Onboarding
It wasn't just the time that bugged me.
It was the mental load.
Every new client meant remembering 12 different steps across 6 different tools.
Miss one step? Client has a bad first impression.
Get interrupted mid-process? Now you have to remember where you left off.
And if you're onboarding 4-5 clients a month? That's 4-5 hours of pure admin work.
Hours you could spend actually serving those clients.
The 4-Hour Build That Changed Everything
One Saturday morning, I decided enough was enough.
I mapped out every single onboarding step on a whiteboard.
Then I asked one question: "What can a robot do instead of me?"
The answer? Almost everything.
The Automated Onboarding System
Trigger: A deal moves to "Won" in my CRM.
What happens automatically:
Welcome email sends
Personalized with their name, project details, and next steps. Includes the intake form link.
Google Drive folder creates
With subfolder structure: Contracts, Assets, Deliverables, Notes. Automatically shared with the client.
Project creates in Asana
Template populates with standard tasks and timeline based on project type.
CRM updates with tags
Client marked as "Active," added to appropriate segment, and pipeline moves to "Onboarding."
Slack channel creates
Named after the client, team members auto-added, welcome message posted with key links.
Calendar hold creates
Kickoff call reminder added for me with client details and prep checklist.
The Results
I literally do nothing. The system handles it all.
No checklist to remember. No steps to forget. Complete peace of mind.
Everything happens instantly. Clients feel like they're working with a well-oiled machine.
Time I now spend on strategy, growth, and actually delivering results.
How to Build Your Own
The exact tools don't matter. The process does:
Step 1: List every single thing you do when a new client signs.
Step 2: For each item, ask: "Can this be triggered automatically?"
Step 3: Identify the starting trigger (usually something in your CRM or payment processor).
Step 4: Build the workflow in Make.com, Zapier, or n8n. Start simple. Add complexity later.
Step 5: Test with a fake client. Fix bugs. Go live.
That's it. 4 hours of setup. 10+ hours saved every single week.
Want This Built for You?
Time is your most valuable asset.
Every hour you spend on repetitive onboarding is an hour you're not spending on growth.
I build automated onboarding systems for businesses that are ready to scale without adding admin overhead.
Get Your Free Automation AuditSee exactly where you can save 10+ hours a week.