Client Onboarding Automation
Every new client gets the same first week. The welcome, the documents, the signatures and the kickoff, sent and tracked without anyone at your business remembering, for practices, firms and trades across metro Detroit and Michigan.
Talk to usIn short
The week after a client says yes, run the same way every time for your Michigan business: welcomed the same day, documents collected and chased, agreements signed and filed, the kickoff in the diary.
- Welcomed within the hour
- Documents chased ahead of their dates
- Signed on a phone, filed where your files live
- Typed once, into the systems you run
Why the first week decides the relationship
They said yes on Tuesday. They heard nothing until the following Monday.
A new client is never more willing to fill in a form, sign a document or book a date than in the days after they decided. Most businesses spend those days doing the work for the last client. By the time the welcome email goes out, the client has already formed a view of how organised you are.
We write the first week down once, build it into the systems you already run, and let it happen. The welcome goes the hour they say yes. The documents are asked for and chased ahead of their dates. The agreement is signed on a phone and filed. The kickoff is booked from your real calendar. Your team meets the client at the kickoff with everything already in hand.
From the day they said yes
Illustrative. The steps, the dates and the wording are yours; the system chases them and tells you what stalled.
In the work
Welcome, collect, sign, record, book, show
The welcome, the same day
What happens next, who they will hear from and when, and the one thing you need from them first. Sent the hour they say yes, in your voice, so the first impression is not silence.
Documents collected and chased
A checklist of what you need, a place to upload it, and a reminder ahead of each date it is due. What has arrived and what is missing is status you can see, not an email thread you have to reread.
Agreements signed and filed
The engagement letter, the service agreement, the consent form, sent for e-signature and stored where your files live. The client signs on a phone; the copy lands in the folder.
Into your systems, typed once
The record created in your CRM, practice system or job system from what the client entered, so nobody retypes a name that was already typed, and the address is the same everywhere.
The kickoff, booked
The first appointment, the site visit or the discovery call, offered from your real calendar and confirmed by text. The client's first week ends with a date in the diary.
A page the client can check
What is done, what is next, what is waiting on them. It replaces the “what do you need from me?” email, and it is where they look instead of calling.
Getting there
Write it down, build the checklist, connect, pilot, run
- 01
Write the first week
What a new client needs to receive, sign and provide, and in what order. Most businesses have never written it down, which is why every client's first week is different.
- 02
Build the checklist and the dates
Each item with who owns it, when it is due and what happens if it is late. The reminders fire from these dates, ahead of them.
- 03
Connect the systems
E-signature, file storage, the CRM or practice system, the calendar. The client's answers land where your team already looks.
- 04
Pilot on the next three clients
Run beside the old way for three onboardings. What the team still does by hand becomes a step; what they never needed comes out.
- 05
Run it
Monitored, repaired when a vendor changes something, reported monthly: time from yes to kickoff, what stalls, and where.
Fitted work
What comes up here, specifically
The new patient
For a dental or medical practice: intake forms by text before the visit, consents signed, insurance cards photographed, the answers landing in the chart's fields. Handled under a Business Associate Agreement, and nothing clinical is decided by the system.
The new listing client
For a Michigan agent: the listing agreement and the seller disclosures for signature, the photography day booked, the pre-listing checklist chased, and the seller's status page showing where things stand. The client hears from you before they have to ask.
The new homeowner for a trade
For an HVAC, lawn or cleaning company in metro Detroit: the service agreement signed, the seasonal plan set, the first visit booked and the gate code, the dog and the parking note captured once, so the crew never asks twice.
Two languages, one first week
Welcome, checklist and reminders in Arabic or Spanish alongside English for clients in Dearborn, Hamtramck and southwest Detroit. The same steps, the same dates, in the language they read.
Right time when
When this is worth doing
A good fit
- Every new client's first week is different, depending on who handled it
- Documents arrive by email, text and photo and live in four places
- Someone is always chasing a signature
- The kickoff happens without the paperwork being done
Not a fit
- A client is a single transaction with nothing to collect
- You take on a client or two a year and enjoy the ceremony
- The agreement has never been written, in which case that comes first
Scope
What we do not build
Write your agreement
The engagement letter, the consent, the service terms are yours or your attorney's. We send them, collect the signature and file the copy. Nothing here is legal advice.
Collect what you do not need
Every field on the intake is one you asked for and use. A form that asks for a social security number a business will never look at is a liability, not thoroughness.
Skip a step you required
If a document is required and it has not arrived, the kickoff does not happen and a person is told why. The system chases and reports; it does not decide a requirement no longer matters.
Reasonable to ask
Before you commission it
Does this work for a medical or dental practice?
Yes, and patient intake is where it started. Forms by text before the visit, consents signed, the answers landing in the chart's fields, all under a Business Associate Agreement. The rules about what the system may write to the chart are the practice's.
Can clients upload documents?
Yes, from a phone, to a page that shows them what is still missing. Uploads land in your file storage under the client's name, and the checklist updates itself.
What happens when a client stalls?
They are reminded ahead of each date, in your voice, and a person at your business is told when a date passes. Stalls are also reported monthly, which is how you find the step that always stalls and fix it.
Do we keep our own forms?
Yes. Your forms, your agreement, your checklist, your wording. The system runs them; it does not replace them with a template.
Does it work with our CRM or practice system?
It is built into the systems you already run, through their own integrations, so the record is created where your team already looks. We do not name vendors until we have connected one for a client.
Describe your last onboarding.
Who sent what, when, and what the client had to ask for twice. We will hand you back the first week written down, with the steps a system would run and the two or three that genuinely need a person.
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