New Client Onboarding Sequence
A done-for-you marketing agency automation built for the New Business Coordinator, connecting QuickBooks, DocuSign, and Calendly so the work below happens on its own.
What this automation does, step by step
The moment a signed contract is detected through a DocuSign or PandaDoc webhook, this automation creates a new project folder in the shared drive, builds out a task list in Asana with every onboarding milestone pre-assigned to the right team member, and emails the client a welcome packet with a link to book their kickoff call.
Billing details are pushed into the invoicing system automatically so the first invoice goes out on schedule without a manual data entry step.
What used to take a new business coordinator most of a morning per client, chasing folder creation, task setup, and calendar links, now happens within minutes of the ink drying on the contract, and every client gets the same polished first impression regardless of who on the team is handling the account that week.
- Zapier or Make.com
- DocuSign or PandaDoc
- Asana
- Calendly
- HubSpot
- QuickBooks Online
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Without a system in place, a new business coordinator has to manually chase down updates, send reminders one by one, and hope nothing falls through the cracks. It's the kind of work that quietly eats hours every week.
With this automation
- Intake forms that sync straight into your CRM or practice software
- Document collection with automatic reminders
- Welcome sequences that set expectations from day one
- Kickoff and first appointments scheduled without back-and-forth
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