Client onboarding at software agencies involves manually extracting client data, generating contracts, scheduling meetings, and setting up projects across multiple tools. This fragmented process creates delays, data errors, and bottlenecks that slow time-to-kickoff and limit team capacity.
Automation reads intake forms, generates and sends contracts for signature, assigns team members based on availability, schedules kickoff meetings, and creates project records in sequence. The result is a streamlined onboarding flow that completes in hours instead of weeks.
The full workflow, from trigger to completion.
Prospect submits intake form or discovery call is marked complete. The automation is triggered immediately.
The automation reads the intake form or call notes, extracts client name, email, company, project scope, budget, and timeline, and validates the data for completeness.
The automation populates a contract template with client details, project scope, rates, and timeline, then generates a PDF ready for signature.
The contract is sent to the client for electronic signature. tracks signature status and sends automatic reminders.
Once the contract is signed, the automation selects a project manager and developer based on availability and skill match, and notifies them.
The automation sends the client a link with available kickoff time slots. The client selects a time, and the meeting is automatically scheduled.
The automation creates a new project record in the project management system, adds the client and team members, and attaches the signed contract.
The automation sends the client and team members a message with onboarding documents, project brief, team bios, and a reminder of the kickoff meeting time.
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