Client onboarding systems for agencies
What happens in the first week after a new client signs? For most agencies it is a scramble of contracts, invoices, logins and welcome emails, all handled by hand. I build the onboarding system that does it the same way every time, inside the tools you already use.
Nairobi-based and working remotely with agency owners in the United States.
Where onboarding breaks
Most agencies do not have a sales problem. They have a handoff problem, and the founder is the one holding it together.
The contract is signed, then days pass before anything moves.
Logins, files and brand materials arrive in pieces, after repeated reminders.
Nobody is sure who is waiting on whom, so work sits.
No one notices until the client is already unhappy.
What I build
One intake form, one contract, one payment step, triggered the moment a client says yes.
A clear welcome sequence that collects assets and logins without you chasing.
Your team gets a project, tasks and a brief automatically in ClickUp or Asana.
See at a glance which clients are onboarded, waiting or stuck.
Automatic nudges, then an alert to you if a client still has not responded.
Every step written down so your team runs it and you own it.
My approach
I check that the fix will work for your business before I build it, and I tell you early if it will not.
Map how clients are onboarded today and find where they stall.
Plan the workflow on paper and agree scope before touching a tool.
Build it in your platform, test it against real edge cases, and document each step.
Fix what breaks and adjust as your agency grows.
Meet Jane
I believe a business should run without its founder in the middle of every handoff. Onboarding is where that starts. This is how I think about fixing it.
Systems in practice
Each project is labelled for what it is. Unfinished parts are marked as unfinished.
My own GoHighLevel build. Leads get lost or mishandled when intake, discovery bookings, reminders and follow-up sit in separate places.
Enquiry → intake → booking → reminders → proposal → onboarding
Read the full case study ↗Client delivery gets inconsistent when contracts, communication and onboarding depend on manual coordination.
Participant records get hard to coordinate as numbers and reporting needs grow.
Details shared on request, client name withheld
Packages
Most agencies begin with the audit. Each package includes everything in the one before it.
$150
Best for: agencies that know onboarding is messy but not where it breaks.
$650
Best for: agencies ready to stop onboarding by hand.
$1,500
Best for: growing teams with several services or tools.
One-time project prices. Scope is agreed before work starts, and third-party software fees are separate.
About Jane
My background is operations, data and CRM work. I now focus on one thing, client onboarding systems. I check whether a workflow will hold up before it is built, and I say so early if it will not.
More about Jane and how I workWorking together
Fill in a short form. It goes straight to my CRM.
We walk through your first week with a new client and find where it stalls.
You get a clear plan and a fixed price.
FAQ
It is everything that happens between a client saying yes and your team being ready to deliver: intake, contract, payment, welcome, asset and access collection, internal handover and status tracking. I connect these so they run the same way for every client.
GoHighLevel, HubSpot, Dubsado, Airtable, Asana, ClickUp, Zapier and Make. I build inside the platform you already use, so you own the system.
It depends on how many steps and tools are involved. I agree scope and a timeline with you before building anything.
That is the usual starting point. The Onboarding Audit and Blueprint maps what happens today, shows where clients stall, and gives you a written plan.
I am based in Nairobi, Kenya and work remotely with agencies in the United States. We agree overlap hours at the start.
Tell me how you onboard clients today and book a discovery call. No pressure, no jargon.
Tell me how you onboard today