6 Ways to Automate Agency Client Onboarding

Client onboarding is one of the most important yet time-consuming tasks for any marketing agency. From gathering information and signing contracts to setting up communication channels, it can feel like a never-ending process. The good news? You don’t have to do it all manually.

Automation can save you countless hours, reduce errors, and make the onboarding experience smoother for both your team and clients.

In this post, we’ll explore six ways to automate your agency’s client onboarding process, so you can get new clients up and running faster, while providing a seamless, professional experience.

1. Automate Document Signing with E-Signature Tools

Why spend time chasing down signatures when you can automate the process? E-signature tools like DocuSign and HelloSign allow clients to sign contracts and agreements digitally, eliminating the need for printing, scanning, or faxing.

What It Does:

• Instantly send contracts and NDAs for client signatures.

• Automatically track who has signed and send reminders to clients who haven’t.

• Store signed documents securely in the cloud, reducing paperwork clutter.

Automating this step not only speeds up the process but also gives clients a more convenient, modern experience.

2. Use Client Onboarding Portals for Centralized Communication

Instead of endless back-and-forth emails, use a client onboarding portal like Theflow to centralize everything. A customized portal can collect information, manage communications, and house all important files in one secure place.

What It Does:

• Clients can fill out forms, answer questions, and upload documents directly to the portal.

• It allows them to sign contracts, make payments, and access project details in real time.

• Provides a seamless communication hub that connects your agency and clients in one place.

With everything organized in a single location, there’s no more chasing down scattered emails or missing documents. Theflow makes sure the entire onboarding process is smooth and easy for everyone involved.

3. Automate Data Collection with Forms and Surveys

Collecting essential information from new clients doesn’t have to be a chore. Tools like Typeform and Google Forms allow you to automate the process of gathering client data, such as business details, goals, or preferences.

What It Does:

• Create branded, customizable forms that clients can complete online.

• Automatically capture client information into a spreadsheet or CRM, reducing manual data entry.

• Easily track responses and ensure you’re gathering all necessary information upfront.

By automating data collection, you ensure you’re capturing everything you need from the start, while saving time and reducing errors.

4. Automate Payment Processing

If your agency collects upfront payments or payment plans as part of the onboarding process, automating payments makes things easier for both you and your clients. Tools like Stripe, PayPal, or Square can automate the payment process with just a few clicks.

What It Does:

• Clients can pay online instantly via credit card, debit card, or bank transfer.

• Set up recurring billing for clients on a subscription model.

• Automate payment reminders and follow-ups for missed payments.

Automation ensures you’re not waiting around for payments to come through and minimizes the risk of late payments.

5. Integrate with Your CRM to Streamline Client Management

Your client relationship management (CRM) system can be the backbone of your onboarding process. By integrating your onboarding process with your CRM (like HubSpot or Salesforce), you can track each step and ensure smooth handoffs from sales to project management.

What It Does:

• Automatically add new clients to your CRM when they fill out onboarding forms.

• Track all client interactions, including emails, calls, and meetings, in one place.

• Set up automated reminders for follow-up tasks or milestones in the client journey.

Integrating your CRM with the onboarding process gives you full visibility into your clients’ status, so nothing falls through the cracks.

6. Automate Client Communication with Onboarding Sequences

Instead of manually sending welcome emails and reminders, create automated onboarding email sequences that provide clients with all the information they need to get started. Tools like Mailchimp or ConvertKit can help you set up automated email workflows that deliver valuable content at the right time.

What It Does:

• Send welcome emails, tutorials, and other helpful resources automatically.

• Set up trigger-based emails that send messages when clients complete certain actions (e.g., signing a contract, making a payment).

• Keep clients informed and engaged without the need for manual emails.

By automating client communication, you ensure that clients are never left in the dark and that you’re always delivering value at the right moments.

Bonus: Use Theflow for a Fully Automated Onboarding Experience

If you’re looking to supercharge your onboarding process, Theflow offers an all-in-one solution that automates almost every step. From document signing and payment collection to real-time communication and file uploads, Theflow ensures your clients have a smooth and professional onboarding experience.

What It Does:

• Centralizes your client’s onboarding in a customizable portal.

• Automates the entire process, from data collection to contract signing.

• Speeds up the process by allowing clients to complete everything in one go.

By using Theflow, you can reduce manual work and provide a faster, more seamless onboarding process that leaves a lasting impression on your clients.

Conclusion

Client onboarding doesn’t have to be a slow, tedious process. By automating key aspects like document signing, data collection, payments, and communication, you can streamline your workflows, reduce errors, and create a smooth onboarding experience for your clients.

Implementing even a few of these automation strategies can save your agency time and effort, while providing a seamless and professional onboarding experience that your clients will appreciate.

And if you’re ready to take client onboarding to the next level, Theflow can further automate and centralize the process, allowing you to onboard clients 10x faster.