Automated Client Onboarding
End-to-end automation that transforms sales call recordings into signed contracts, sets up client workspaces, and delivers welcome sequences, all without manual work.
The Challenge
After closing a deal, agencies face a tedious onboarding process: reviewing call notes, manually drafting contracts, chasing signatures, setting up client folders, and sending welcome emails. This administrative burden delays project kickoff and creates a poor first impression.
The goal was to create a seamless handoff from "deal closed" to "client ready to start", automatically extracting all necessary information from sales conversations and executing the entire onboarding workflow.
The Solution
We built a comprehensive onboarding automation that listens for deal closure, processes call transcripts with AI to extract contract details, generates and sends contracts for e-signature, and sets up everything the client needs to get started.
Transcript Processing
Fathom call recordings are automatically fetched and processed. AI extracts project scope, deliverables, pricing, milestones, and timeline from conversation transcripts.
AI Contract Generation
Google Gemini extracts 16+ contract fields from transcripts: project title, fees, payment milestones, deliverables, acceptance criteria, and timeline estimates.
PandaDoc Integration
Contracts are automatically created in PandaDoc from templates, populated with extracted data, and sent to clients for e-signature.
Signature Monitoring
Hourly checks monitor contract status. When signed, the system triggers the welcome sequence and updates CRM automatically.
Workspace Setup
When clients book their onboarding call, the system creates a shared Google Drive folder and grants them access automatically.
Welcome Sequence
Personalized welcome email sent upon contract signature with onboarding guide, FAQ links, and calendar link for kickoff meeting.
The Workflow
Deal Marked as Closed
CRM sheet update triggers the automation. System fetches both sales call and closing call transcripts from Fathom.
AI Extracts Contract Data
Gemini AI processes combined transcripts and extracts all 16 contract fields with intelligent defaults for missing information.
Contract Created & Sent
PandaDoc contract generated from template, populated with extracted data, and sent to client for signature. Internal review email sent.
Signature Detected
Hourly monitoring detects completed contract. CRM updated, welcome email sent with resources and onboarding call booking link.
Onboarding Call Booked
Calendly webhook triggers folder creation. Shared Google Drive workspace set up and access granted to client automatically.
Tech Stack
The Results
What used to take hours of administrative work now happens automatically. From the moment a deal is marked closed, the client receives a professional contract within minutes. The entire onboarding flow, from signature to workspace setup, requires zero manual intervention.
This automation is ideal for agencies, consultancies, and service businesses that want to deliver a premium onboarding experience while eliminating administrative overhead.
Ready to Automate Your Onboarding?
Let's build an onboarding system that impresses your clients.