Client onboarding automation — every engagement begins the same way
Once the contract is signed the emails begin: documents, access, invoicing details, agreeing a start date. Every client goes through it slightly differently, depending on who is looking after them. Onboarding automation runs one agreed sequence the moment the quote is accepted — without asking anyone’s permission and without skipping steps.
Implementation starts at PLN 6,900 and takes 10 working days from when we receive access.
- one agreed start-of-engagement sequence for every client
- ready-written welcome messages and reminders
- documents generated with the client’s details
- a kick-off form that gathers everything in one go
How to tell your onboarding needs sorting out
The first two weeks look different every time
Depending on who happens to be looking after the client and what they remembered.
The client asks “what happens now”
Which means they don’t know — and they usually ask at the point when their enthusiasm is highest and easiest to lose.
With every third client something gets forgotten
The access, the form, introducing their account manager, the invoice.
Two weeks pass between signing and the actual start
Most of which is waiting for something nobody asked for clearly enough.
Step by step, concretely
- Accepting the quote starts the sequenceA signature on the contract, a paid invoice or a status change in the CRM.
- The client gets a welcome messageWhat happens next, who their account manager is, what you need from them and by when. One message instead of four spread over a week.
- Documents go out for electronic signatureThe contract, the GDPR notice, the NDA — generated with data pulled from the kick-off form, with nothing retyped and no risk of the previous client’s name being left in the contract.
- The kick-off form gathers what you needInvoicing details, access, materials, expectations. One form instead of a series of questions by email.
- Payment is triggered automaticallyAn invoice or a payment link, with a reminder if nothing comes in.
- The team gets its tasksCreating the project, preparing access, booking the first meeting — assigned to named people with deadlines.
- If the client doesn’t respond, the system reminds themGently and specifically: exactly what is missing and what it is holding up.
- You can see the status of every onboardingWho is at which stage, where something is stuck and for how long.
We work with the tools you already use
CRM, quoting system, payment gateway, a signed contract.
Autenti, DocuSign, PandaDoc, Google Docs generated from a template.
Typeform, Google Forms, Tally, a form on your own website.
Stripe, Przelewy24, Fakturownia, wFirma, inFakt, iFirma.
Asana, ClickUp, monday, Trello, Notion, Jira.
What is included in the implementation
Specific ranges for this process
| Scope | Price net of VAT | Timeline |
|---|---|---|
| A welcome message and a kick-off form | PLN 3,600 | 5 working days |
| Full onboarding with documents, payment and tasks | PLN 6,900 | 10 working days |
| Onboarding joined with sales and reporting | from PLN 16,000 | 3–6 weeks |
The price is driven by how many documents have to be generated, how payment is handled and whether different client types follow different paths.
If onboarding one client currently takes the team 3 hours spread over two weeks and you take on 8 new clients a month, that is 24 hours a month. At PLN 70 an hour — PLN 1,680. An implementation costing PLN 6,900 pays back in just under five months.
The effect that is harder to count is usually the more important one: cutting the start from two weeks to three days means work begins sooner, payment arrives sooner, and the client sees from day one that the company has its house in order.
Honestly, so as not to waste your time
With large, infrequent contracts the onboarding is different every time anyway, and preparing it is part of the value you sell.
Then we automate only the shared part — documents, payment, invoicing details — and leave the rest to a person. That is a smaller scope and a lower price.
In consulting the first meetings build the relationship and shouldn’t feel like a procedure. In that case we automate the administrative side, which the client never sees.
If the start drags because the client keeps negotiating terms after signing, no automation will shorten that.
A short list, so the implementation starts without hold-ups
The first point is often the hardest and the most valuable. Companies usually discover that they don’t have one onboarding but three different ones — one per person who looks after clients.
Frequently asked questions.
Yes — an electronic signature is fully binding for commercial contracts in Poland. We connect Autenti, DocuSign or whatever tool you already use.
We build one sequence with branches — for example a separate path for retainer clients and project clients. Branches raise the price, but only once.
Yes. The invoice is issued automatically, and with online payments the client gets a link. The system also handles reminders if nothing comes in.
The system reminds them and escalates to their account manager after an agreed interval. In practice completion rates rise when there is one form arriving immediately, rather than a series of questions spread over a week.
We write the messages so they read as coming from their account manager, because in substance they convey that person’s decisions. The client gets what they were going to get anyway, faster and more completely — the difference shows in the pace, not the tone.
Let’s find out how long it takes you to start an engagement
30 minutes, an online call, no obligation. We will walk through the steps from signing to the first day of work and show you where the hold-ups usually appear.
Book a free consultation →