I Automated My Client Onboarding: Here’s The Stack

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I Automated My Client Onboarding: Here’s The Stack

Each new client onboarding use to take me about 1h.

And was a little inconsistent…

Until I finally sat down and built the perfect AI workflow to take care of it for me.

Before: 1h+ of repetitive work.

After: 10min review and send.

Clean, consistent, and mostly hands-off.

Here’s how I built a fully AI-assisted onboarding system:

Step 1: Call Notes → Proposal

Use Otter or Fireflies to transcribe your sales calls.

Not just for record keeping, these notes become the source of truth for what matters to the client.

Then pipe them into ChatGPT with a prompt like:

The result is a personalized proposal based on their words, not your memory.

Automating it: This can be automated with n8n to pull in the transcript, fill out a Google Doc/Slide, and send for approval.

Step 2: Contract Generation

Once they say yes, use the same variables (name, scope, pricing, timeline) to fill out a contract template.

I use n8n + Google Docs for this. You could also plug into PandaDoc or DocuSign.

Add a "Human-in-the-loop" step to review before it gets sent out.

AI will do the structure, legal blocks, and formatting, you just need to confirm specifics.

I used to dread this part because it felt overly formal and easy to mess up.

Now it’s just a quick scan before clicking send.

Automating it: You can also store reusable contract clauses and let ChatGPT decide which ones to include depending on the project type.

Step 3: Invoice + Payment Reminders

Next up, invoices.

Use those same variables to:

• Auto-create a Stripe invoice

• Draft personalized reminder emails with ChatGPT

• Send follow-ups via Gmail (or WhatsApp via Twilio if you want to get fancy)

Here’s how AI adds value:

• It doesn’t just say “Hi, just following up.”

• It crafts messages that reflect the tone, offer, and urgency of your project.

• It can even reference parts of the original sales call to remind the client of what they’re getting.

For example:

Automating it: All of this can be handled in an n8n workflow that pulls in data from your CRM, generates reminders with AI, and queues them in Gmail.

This used to take 30 min every time and 2 check-ins email…

Step 4: Onboarding Questionnaire → Brief

Once paid, the onboarding form goes out.

I use Tally for the questionnaire and ask:

• Who’s your audience?

• What’s your main offer?

• What problems are we solving?

Previously, I had to copy/paste answers, highlight what was important, and try to make sense of it all.

Now it’s:

1. Form gets submitted

2. Answers are passed to ChatGPT

3. The AI summarizes the insights into a brief

4. Final doc lands in the client folder automatically

Optional: Trigger all this with n8n, and even integrate your PM tool like Notion or Trello.

Bonus: 24/7 Support GPT

Give your client access to a custom GPT that’s trained on:

• Your onboarding material

• Project FAQs

• Timelines, deliverables, scope

I break this down in this video

They get instant answers. You get fewer "just checking in" emails.

The Full Stack (TL;DR):

• Otter / Fireflies → Call transcripts

• ChatGPT → Proposal, contract, reminders, brief

• n8n → Automations across steps

• Tally/Google Form → Client questionnaire

• Google Docs / PandaDoc/DocuSign → Proposals + contracts

• Stripe → Invoice

This used to be a drag. Now it's mostly done for me.

If you want help setting this up, reply to this email and I’ll point you in the right direction.

Or just tell me which step you want to automate first.