Automate Your Client Onboarding Process with AI (So You Can Focus on What Matters)

You closed the deal. Now what?
Let’s ditch the messy email chains and build a smooth, automated onboarding experience your clients will love—and you don’t have to touch.

This is your step-by-step AI workflow for client onboarding—made for busy founders and built with tools you probably already use.

📝 Step 1: Create a Smart Intake Form

Use Tally.so or Typeform to gather:

Project goals
Timeline
Budget
Key contacts

Use GPT to help generate your form questions if you’re unsure what to ask.

📬 Step 2: Send a Personalized Welcome Email (Auto-Magically)

Use Make.com to trigger an email the moment a form is submitted.

Add a touch of ✨ by letting GPT generate a warm, customized message:

“Hey Sarah, I loved reading about your project idea—especially your goal to scale with automation!”

📄 Step 3: Auto-Generate Onboarding Docs

Use Airtable + Google Docs + GPT to:

Auto-fill contracts or proposals
Include project summary
Add timelines and deliverables

Send via email or share a Notion link.

📅 Step 4: Book the Kickoff Call Instantly

Integrate Calendly or TidyCal with Google Calendar.
Let GPT generate a call agenda based on the intake form.

📂 Step 5: Create a Client Dashboard

Auto-create a Notion or Airtable dashboard:

Project status
Milestones
Files & updates

This replaces back-and-forth emails and builds trust instantly.

✅ Step 6: Assign Tasks + Notify

Push tasks into ClickUp, Trello, or Asana automatically.
Notify your team—or even just yourself—via Slack or Gmail.

⏰ Step 7: Weekly Check-Ins? AI Handles It.

Have GPT generate and send:

Progress updates
Reminders
Next-step nudges

Feels personal. Actually automated.

🧩 Tools You’ll Need:

Typeform or Tally
Make.com
GPT-4
Notion or Airtable
Google Calendar + Calendly
ClickUp or Trello

Bonus Tip: Add a Loom video to your onboarding email to humanize the process without adding extra time.

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