Client onboarding,
on autopilot
An automated onboarding system built for a financial services firm, cutting client onboarding from 3 days to process 4 clients down to under 30 minutes per client.
An automated onboarding system built for a financial services firm, cutting client onboarding from 3 days to process 4 clients down to under 30 minutes per client.
Before working with us, onboarding a new client meant tracking every prospect by email. That meant coordinating meeting times, sending NDAs and engagement letters one at a time, chasing signatures, building invoices by hand, and filing documents manually. Nothing lived in one place, so keeping track of the pipeline meant reconstructing it from memory and inbox searches every time.
We built an automated pipeline that takes a prospect from first contact to signed, paid, and active client, with almost no manual entry required.
The prospect fills out a short intake form and books a meeting directly through an embedded Calendly widget. The moment they submit, they land on the team's dashboard automatically, with no manual entry required. KPI cards (Total Pipeline, Needs Review, Docs in Flight, Active Clients) and a “Needs Your Attention” strip surface exactly who needs a decision next.
After reviewing intake answers and meeting notes, a single “Approve & Send Documents” click fires the NDA and engagement letter through Adobe Sign and creates the client's folder in Google Drive.
Once the client signs, an invoice generates and sends through ZohoBooks automatically, with every milestone timestamped on a pipeline progress bar. The moment it's paid, the client flips to Active, with all signed documents already filed in their Drive folder.
Onboarding is a bottleneck for any business that brings on new clients through meetings, contracts, and invoices. This same workflow can be adapted regardless of industry. If your team is still doing it by hand, let's talk.
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