Automating Client Onboarding for a Digital Marketing Agency.

The agency’s client onboarding process was lengthy and required a great deal of manual work every time a new client was onboarded or a new project was initiated for an existing client. The onboarding process consumed at least 10 hours, resulting in inefficiencies and potential delays in delivering services to clients.

We developed a comprehensive automation that triggers when the agency marks a sales opportunity in their CRM, Capsule, as Closed Won. The automation streamlines over 20 tasks, including:

• Google Drive: Creating a structured client folder and project sub-folders, along with uploading the Statement of Work (SOW) to the appropriate sub-folder.

• Capsule: Linking project resources within the Opportunity record, creating essential follow-up tasks assigned to team members, tagging contacts, and ensuring that all relevant information is organized.

• Google Sheets: Adding the new client to a spreadsheet for easy reference.

• ClickUp: Creating or updating client folders and a Wiki for central project documentation.

• Slack: Assigning the project manager through a Slackbot workflow, ensuring timely communication and assignment.

• Gmail: Drafting invoicing and client alignment meeting emails to facilitate prompt communication.

This integrated solution transformed our client’s onboarding process, allowing them to execute these tasks in minutes, excluding time to approve and send email drafts and project manager assignments.