Hey,
Last week I broke down the no-show automation that saved 8 hours per week.
Today I’m tackling the next time-killer: client onboarding.
Here’s what happens in most businesses when a new client signs:
1. You send the contract manually
2. You wait for them to sign
3. You send the invoice manually
4. You wait for payment
5. You create their project folder
6. You add them to your project management tool
7. You send the welcome email with login details
8. You schedule the kickoff call
9. You send prep materials before the call
10. You remind them about the call
That’s 10 separate actions. Most of them require you to remember to do them.
And when you forget step 7 or step 9? The client shows up confused. You look unprofessional. The relationship starts rocky.
I watched one of my clients spend 3 hours onboarding a single new customer last month.
3 hours. For admin work that a system could handle in 8 minutes.
THE REAL COST
Let’s do the math:
3 hours per new client
x 4 new clients per month
= 12 hours of onboarding admin
At $200/hour (conservative for a business owner’s time), that’s $2,400/month in hidden costs.
$28,800 per year.
On tasks that require zero human judgment.
THE FIX
Here’s the automation we built:
TRIGGER: New payment received in Stripe
THEN (all automatic):
- Contract sent via DocuSign/PandaDoc
- Project folder created in Google Drive
- Client added to project management tool (Notion/Asana/Monday)
- Welcome email sent with all login details
- Kickoff call scheduler sent (Calendly link)
- 24-hour reminder scheduled for prep materials
- 1-hour reminder scheduled before call
Total setup time: 2 hours
Time saved per client: 2.5+ hours
Break-even: First client
THE TECH STACK
You have options:
Option A: GoHighLevel (all-in-one)
- Built-in CRM, email, contracts, and scheduling
- One platform, one login
- Best for: Service businesses that want simplicity
Option B: Make.com + Individual Tools
- Stripe + DocuSign + Google Drive + Notion + Calendly
- More flexible, more control
- Best for: Businesses with existing tools they love
Option C: Zapier (simpler but limited)
- Good for basic automations
- Gets expensive fast with complex workflows
- Best for: Simple 2-3 step automations only
THE 8-MINUTE VERSION
Here’s exactly what the automated version looks like:
Minute 0: Client pays
Minute 1: Contract auto-sent
Minute 2: Folder created, PM tool updated
Minute 3: Welcome email delivered
Minute 4: Scheduling link in their inbox
Minutes 5-8: They book their kickoff call
You did nothing. The system handled everything.
You get a notification: “New client onboarded. Kickoff call scheduled for Thursday, 2 pm.”
That’s it.
THE HIDDEN BENEFIT
This isn’t just about saving time.
It’s about the client experience.
When everything happens instantly and professionally:
- They feel taken care of
- They trust you more
- They’re less likely to have buyer’s remorse
- They show up to the kickoff call prepared
- They’re easier to work with
Bad onboarding = clients questioning their decision
Great onboarding = clients excited to get started
The automation pays for itself in reduced refunds alone.
YOUR HOMEWORK
This week, I want you to map your current onboarding process:
1. Write down every single step from “payment received” to “kickoff call completed”
2. Put a time estimate next to each step
3. Mark which steps require human judgment vs pure admin
4. Total up the admin time
Most people are shocked when they see the number.
Reply and tell me what you found. I read every response.
WHAT TO DO NEXT
Option 1: Build It Yourself
Use the framework above. Start with GoHighLevel or Make.com. Block 2 hours this weekend and build version 1.
Option 2: Grab the Template
I put together a complete onboarding automation template with the exact workflows, email templates, and setup instructions.
$97. Copy, paste, customize, launch.
Reply or Comment “ONBOARDING” and I’ll send the link.
Option 3: Let Me Build It
If you want the whole thing done for you, custom to your business, with 30 days of support, I have 2 spots open this month.
$1,997. You’ll have it running within 2 weeks.
Reply or Comment “BUILD” and I’ll send details.
COMING UP ON THURSDAY
I’m breaking down the follow-up sequence that turned cold leads into $47k in recovered revenue.
These are people who said “not right now” and then bought 3-6 months later because we didn’t let them forget about us.
See you on Thursday.
-DSG
P.S. December is when smart business owners set up their systems for January. Everyone else will be scrambling in the new year, while you’re already running smoothly. Don’t wait.