Start hereAutomate the mechanicsCustomer onboarding
Onboarding a new client
Automate the mechanics: the steps repeat, the risk is low.
Current state · from your answers
- Send the contract through HelloSign
- Create and send the deposit invoice in Stripe
- Check whether the deposit cleared
- Set up the Notion project and Slack channel
- Send a welcome email with the onboarding questionnaire
- The questionnaire gets forgotten, and there's often a week between 'yes' and starting
- Manual today: Typing the same contract numbers into HelloSign and Stripe
Recommended operating design
- 01
Trigger
Software- The client says yes to the proposalYou told us
- 02
Context
Software- From the tools involved: HelloSign, Stripe, Notion, Slack, GmailYou told us
- Agreed scope and termsWorkflowr default
- Client contact detailsWorkflowr default
- Your onboarding checklistWorkflowr default
- 03
Automate
Software- Move information between HelloSign and Stripe and Notion instead of re-entering itYou told us
- Take over the manual work you described: “Typing the same contract numbers into HelloSign and Stripe”You told us
- Send the contract and deposit invoice from the agreed termsWorkflowr default
- Wait for payment confirmation before anything else startsWorkflowr default
- 04
Augment
AI- Draft the output for your reviewYou told us
- Summarize the inputs into a short briefYou told us
- Draft a personalized welcome message from the deal notesWorkflowr default
- 05
Judge
Human- Review the welcome and kickoff brief before the client sees themWorkflowr default
- Handle anything unusual in scope or termsWorkflowr default
- 06
Act
Software- Outcome: Contract signed, deposit paid, project space ready, questionnaire returnedYou told us
- Routine cases execute automatically. Anything outside the rules routes to a person instead of guessing.Workflowr default
- Send the welcomeWorkflowr default
- Hand off to delivery with the kickoff briefWorkflowr default
- 07
Measure
Software- Hands-on time per run, compared with today's ~60–120 minutesYou told us
- How often AI output is accepted, edited, or overriddenWorkflowr default
- Days from signed to startedWorkflowr default
- Onboarding steps missed or done lateWorkflowr default
- Intake forms returned on timeWorkflowr default
- 08
Learn
Human- Check results against your goal: “Nothing starts late because a step was missed”You told us
- Review exceptions regularly and turn recurring ones into rulesWorkflowr default
- Add questions the team keeps asking at kickoff to the intake formWorkflowr default
Division of labor
Software
- Move information between HelloSign and Stripe and Notion instead of re-entering it
- Take over the manual work you described: “Typing the same contract numbers into HelloSign and Stripe”
- Send the contract and deposit invoice from the agreed terms
- Wait for payment confirmation before anything else starts
- Outcome: Contract signed, deposit paid, project space ready, questionnaire returned
AI
- Draft the output for your review
- Summarize the inputs into a short brief
- Draft a personalized welcome message from the deal notes
Human
- Review the welcome and kickoff brief before the client sees them
- Handle anything unusual in scope or terms
Human checkpoint
Final review of the first things a new client receives
Onboarding is the client's first experience of working with you; tone and accuracy matter.
Recommended implementation
Your existing tools, kept
HelloSignStripeNotionSlackGmailGoogle Drive
Would need adding
- + A workflow automation layer (for example n8n)
- We'll confirm how HelloSign can connect (API, export, or a manual step) before anything is built.
- Designed around what you asked us to keep: Notion and Figma.
- Built inside your own accounts — you keep ownership of every workflow, prompt, and credential.
Expected impact
- Today: roughly 2–8 hours a month of hands-on time, based on your estimates.
- Design target: about 6–30 minutes of attention per run instead of 60–120 — an estimate to validate, not a promise.
- Routine runs happen without you; you only see the exceptions.
- Aimed at what you said slows this down: “The questionnaire gets forgotten, and there's often a week between 'yes' and starting”
- Human checkpoint preserved: Final review of the first things a new client receives
What Workflowr would monitor
- Hands-on time per run, compared with today's ~60–120 minutes
- How often AI output is accepted, edited, or overridden
- Days from signed to started
- Onboarding steps missed or done late
- Intake forms returned on time