About This Automation
Client onboarding at advisory firms involves manual contract verification, CRM data entry, intake form distribution, document collection, and kickoff scheduling spread across multiple tools and days.
Automation captures contract signatures, populates client records, distributes and tracks intake forms, organizes documents, and schedules kickoff calls in a unified workflow. The result is faster onboarding, cleaner data, and clients engaged within days instead of weeks.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Automation is triggered when a new client contract status changes to signed. Client details are automatically pulled from the contract record.
Client record is automatically created or updated with contract details, company name, contact information, and engagement start date.
A personalized intake form link is automatically sent to the primary contact with a deadline and clear instructions.
The automation monitors form submission status and automatically sends reminder emails if the intake is not completed within 2 days. A human reviews any non-responses after 5 days.
Completed intake form responses are automatically parsed and synced to the client record, populating company background, team structure, and project goals.
Documents uploaded with the intake form are automatically organized into a client folder with consistent naming and folder structure.
A link is automatically sent to the client with the advisor's available slots. Once booked, a calendar invite is created and shared with all parties.
A welcome email with company resources, onboarding checklist, and next steps is automatically sent to the client. A summary notification is sent to the advisor.
Most popular tool stack used
— the complete tool combinations companies use
Google Forms
Gmail
Google Drive
Outlook
OneDrive
Calendly
Typeform
Google CalendarWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
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