Client Onboarding Flow
Most agencies sign a deal and then scramble. Welcome emails written ad-hoc, Slack channels created days later, the team unsure what was promised. I built a signature-to-kickoff flow that runs the entire first week of a client relationship without anyone having to remember a step.
Full walkthrough · agency client onboarding
The problem
The agency was winning deals faster than it could onboard them. Each new client meant 30+ minutes of admin: copy contract details into the CRM, create a Slack channel, invite the right teammates, draft a welcome email, book the kickoff, send a prep questionnaire.
When the team was busy, things slipped. New clients felt the wobble in week one — exactly when they shouldn't.
From signature to kickoff
- Contract signedPandaDoc fires a webhook the moment the client signs. The rest of the flow runs from there.
- Payment capturedStripe customer created, invoice sent, payment status tracked back to the CRM record.
- Welcome sequence kicks offBranded welcome email goes out immediately, with a follow-up sequence over the first week.
- Slack channel + team briefDedicated client channel created, assigned team auto-invited, one-page brief pinned to the top.
- Kickoff bookedCalendar invite for the kickoff call sent automatically with a prep questionnaire attached.
- Check-ins scheduledDay-30 and Day-90 reviews booked into the timeline at the start, so relationship-building doesn't slip.
Outcome
The agency now closes a deal at 3pm and the client receives a complete, branded onboarding package by 3:05pm — every time, without anyone having to remember.