Client onboarding, payment to welcome emailA UK marketing agency
Under 5 minutesfrom payment to welcome email.
- 6 to 8 hrsOf onboarding admin per client, found
- 250+Drive folders, built by hand every time
- Over a weekHow long one onboarding sometimes took
- Under 1 weekAnd how long the whole build took
The challenge.
A client paid. Then nothing happened.
Every step after the payment waited on the founder to start it by hand. New clients sat in limbo while the team caught up, and an onboarding that should have taken an afternoon sometimes ran past a full week.
The contract was drafted and sent fresh for every client. Someone watched for the signature, then chased it when it did not arrive, then filed the signed copy by hand. Filing it triggered nothing. So the next step waited on a person remembering it was their turn.
Then the workspace, which was a project of its own. A Google Drive structure of more than 250 folders, built by hand, every time. A Notion workspace created from scratch, every time. No standard process behind either, so no two clients got the same setup and things went missing in the gaps.
Then the welcome. The email written from nothing. Access to Notion and Drive granted by hand, account by account. Getting started instructions compiled fresh, again.
Six to eight hours of admin per new client. All of it work that only existed because one system did not hand to the next.
The real cost was not the hours. It was that the founder knew exactly what was waiting on the other side of a yes. That is a heavy thing to carry into a sales call.
The same four steps, before. Nothing joined, and every gap walked across by hand.
If that shape looks familiar, the consultation is where we go and find yours.
Start with the free consultationOne run through all four. It holds at the signature, then releases the rest.
What we built.
One sequence, and the payment starts it.
The moment the payment confirms, the intake form goes to the client. Nobody sends it.
When the client submits that form, their answers draft the contract. Their details are populated throughout it, and it goes out for signature on its own.
Then the sequence waits. This is the part that matters. It does not push on and hope. It holds at the signature, and when the signature lands it pulls the signed contract back and files it. That filing is what releases the next step.
Contract signed means workspace live. More than 250 Drive folders, in the right structure. A Notion workspace, configured. Identically every time, because nobody is building it from memory.
Identical is the point. Every client gets the same structure, whether they are the first that month or the fifth in a week.
When the workspace finishes, the welcome email sends itself. Personalised, with the Notion dashboard and the Drive access already granted and already linked, and the first steps laid out. Nobody writes a word.
From the client's side it is a short run of things arriving in the right order, each one already carrying what the last one collected. Nothing gets copied across by hand in between.
Built on Make.com, across Stripe, DocuSign, Google Drive and Notion. Live in under a week.
The results.
The list of things a person does after a client pays is now empty.
Nobody triggers the onboarding. Nobody drafts the contract or sends it. Nobody watches for the signature, chases it, or files it. Nobody builds the folder structure. Nobody creates the workspace. Nobody writes the welcome email or grants the access.
A whole class of mistakes went with those steps. Folders missed. Structures left half built. Client details mistyped into a contract. Someone forgotten in the queue across a busy week. One client getting a better setup than the next because of who happened to build it.
Those are not small mistakes. A half built workspace is the first thing a client sees after paying, and a first impression is the one thing you do not get to redo.
The six to eight hours were never the work. They were the admin around the work, and the admin is gone.
The first client onboarded after this went live went from payment to welcome email in under five minutes.
What changed underneath is the shape of the capacity. The sequence runs any number of onboardings at once, and none of them need the founder. Selling five in a week used to be a problem to survive. Now it is just a good week.
My goal was simple: automate my entire onboarding process. Johnny didn't just meet that goal. He rebuilt it properly. All of it fully automated. Before, my system was messy, time-consuming, and prone to mistakes. Now it's seamless, accurate, and professional. The first impression my clients get has gone from average to a 10/10.
Tell us what yours looks like.
Bring us the part of your business that runs on someone remembering. We will tell you what it would take to build it out.