Business Growth, Business Mindset, Online Business, Personal Growth

August 5, 2024

Why It’s Time to Automate Your Client Onboarding Process

When it comes to welcoming new clients into your world, first impressions matter—a lot. You want your clients to feel supported, valued, and like they’re in good hands from the get-go. But let’s face it, the back-and-forth admin work that goes into onboarding can be time-consuming and, well, overwhelming.

Enter automation. Automating your client onboarding process doesn’t mean turning your business into a cold, robotic operation. In fact, when done right, automation improves the client experience, gives them clear next steps, and ensures nothing falls through the cracks—all while saving you hours of time that you can reinvest back into your business.

In this guide, we’re going to walk through how you can create a smooth, automated onboarding process that not only makes life easier for you but also sets the tone for a stellar client journey. Plus, I’ll share my top tips on how to personalize this process so it still feels like a warm welcome.

Why You Should Automate Your Client Onboarding Process

Let’s start with the big picture. Why bother automating your client onboarding process in the first place? The onboarding experience is a critical moment in your client’s journey. It sets the stage for the relationship, communicates your professionalism, and helps them feel confident in their decision to work with you. But when the process is manual and scattered, things can easily slip through the cracks—and that’s not the kind of first impression you want to make.

Here’s why automating your onboarding process is a game-changer:

Save time and energy: Instead of repeating the same steps over and over with each new client, automation handles the routine tasks for you, giving you back valuable time.
Improve client experience: Automation ensures that every client gets the same level of attention, timely information, and clarity from day one.
Reduce human error: No more forgetting to send a contract, misplacing an intake form, or scrambling to schedule that first session. Automation ensures consistency every time.
Create scalability: If you’re planning to grow your business, automating your onboarding process lets you take on more clients without increasing your admin workload.

Now that you see the value, let’s talk about how to set it up.

How to Automate Your Client Onboarding Process

The beauty of automation is that it doesn’t have to be complicated. In fact, the goal is to simplify. Let’s break down the essential steps of a great client onboarding process and how to automate each one.

1. Welcome Email Sequence

Once a client has officially signed on, the first thing you want to do is send them a warm welcome. The easiest way to do this is by setting up an automated welcome email sequence.

This sequence can include:

A personalized thank you for choosing to work with you.
A brief overview of what they can expect in the coming days or weeks.
Any next steps they need to take (filling out a form, scheduling a call, etc.).

My tip: Use a tool like Dubsado, HoneyBook, or ConvertKit to set up this sequence. Include at least two or three emails spread out over a few days, and be sure to weave in personal touches—like addressing them by name and referencing specific details about your work together.

2. Automate Contracts and Forms

One of the most tedious parts of onboarding is handling the paperwork: contracts, agreements, and any intake forms you need to gather information from your client. Automating this process saves you from hours of chasing down signatures and collecting important details manually.

Here’s how you can streamline it:

Contracts: Tools like Dubsado or HelloSign allow you to send, sign, and store contracts digitally. You can even set up automated reminders if a contract hasn’t been signed yet.
Intake forms: Use tools like Google Forms or Typeform to automate the collection of information you need from your clients upfront. These forms can be embedded in your welcome email sequence or shared as a link.

My tip: Make your forms feel personal by adding a welcome note at the top. You can say something like, “Thank you for taking the time to fill this out! Your answers will help me create the best experience possible for you.”

3. Scheduling Made Simple

Next up: scheduling. Rather than going back and forth over email to find a time that works for your first session or consultation, automate the process with a scheduling tool like Acuity or Calendly.

How it works:

Your client receives a link to your calendar where they can choose a time that works for them based on your availability.
The tool sends confirmation and reminder emails automatically, so you don’t have to worry about follow-ups.
It syncs with your personal calendar to ensure no double bookings.

My tip: To keep the scheduling process warm and personal, customize the confirmation emails that go out after they book a session. Include a quick note about what to expect during the session and a friendly “looking forward to connecting!”

4. Automate Payment Invoices

One of the most important parts of onboarding? Getting paid! Automating your invoicing process ensures that payments are handled promptly and professionally without you having to chase them down.

How to set it up:

Tools like Dubsado, HoneyBook, or Wave allow you to set up automatic invoicing. When a client signs on, the system generates an invoice and sends it to them without you having to lift a finger.
Set up automatic payment reminders so that if a client’s payment is overdue, the system will follow up on your behalf. No more awkward conversations about unpaid invoices.

My tip: Include a thank-you message in your invoice emails. Something like, “Thank you for your payment! I’m excited to start working with you,” keeps it feeling personal.

5. Create a Client Portal

If you’re working with clients long-term, a client portal is a great way to keep everything organized and in one place. It can house contracts, invoices, session notes, and resources that your client may need to access throughout your work together. Dubsado and HoneyBook both offer easy-to-use client portals that can be automated once the client is onboarded.

Here’s why client portals rock:

Clients can access their own portal 24/7, so they don’t have to reach out to you for basic information.
It keeps everything organized for both you and your client, eliminating unnecessary admin work.

My tip: Set up a welcome video in the portal to greet clients and walk them through how to use the portal. This adds a personal, human touch that makes the experience feel warm and welcoming, even though it’s automated.

Personalizing Your Automated Onboarding Process

Automation sometimes gets a bad rap for feeling impersonal, but it doesn’t have to be that way. In fact, with a few thoughtful touches, you can make your automated onboarding process feel just as warm and personal as if you were handling it manually.

Here’s how to personalize the process:

Use their name: Always address your clients by name in automated emails. Most systems allow you to add personalization tags to emails that pull in the client’s name automatically.
Add personal notes: Reference something specific about their business, project, or needs in your onboarding emails. This could be something they mentioned during your consultation call or something you learned about them from your intake form.
Include video or voice notes: Record a short welcome video or voice note to include in your welcome email. This simple gesture can make a huge difference in how connected a new client feels to you right off the bat.

The Benefits of Automating Your Onboarding Process

So, what’s the big payoff of automating your client onboarding? Here’s what you’ll gain:

More time: Automation saves you hours of manual work, giving you more time to focus on your clients and the work you love.
Consistency: Every client gets the same high-quality experience, ensuring no details are missed.
Better client experience: Clients feel supported, informed, and clear on what to expect from the beginning, which builds trust and sets a positive tone for your work together.
Less stress: You can rest easy knowing that your onboarding process is running smoothly in the background without you having to manage every detail.

Ready to Save Time and Improve Your Client Experience?

Automating your client onboarding process is one of the best ways to create a seamless, professional experience for your clients while saving yourself time and energy. Plus, when you sprinkle in personal touches, the whole thing still feels just as warm and welcoming as if you were handling it manually.

If the tech side of things feels a bit overwhelming, don’t worry—I’ve got you covered! As a Tech VA, I can help you set up all the automation systems you need to streamline your onboarding process and ensure every client feels taken care of from day one.

Ready to automate your client onboarding and free up more time for what you love? Book a consultation today and let’s simplify your systems together!