Open when a client signs

Client Onboarding

Step by step. In order. Don't skip anything.

1
Within 1 Hour of Signing
Day 0
Send welcome message
Warm, professional. Confirm project, next step, excitement to work together.
Template
"Hi [Name], so glad we're moving forward! I'll send the contract and invoice within the next hour. Once both are settled, I'll book our kickoff call and we'll be off. Excited to dig into this with you! — RJ"
Send contract via PandaDoc
Use Service Agreement v3. Customize: client name, scope, amount, timeline. Send for e-signature.
Send invoice via Wise
Use Invoice Template from your OS. USD amount, Wise payment instructions. Save copy to DNV folder.
Add client to Notion CRM
Clients database → New row. Fill: name, company, email, service, start date, status: Onboarding.
2
After Contract + Payment Confirmed
Day 1–2
Book kickoff call
Send Cal.com link. 45–60 min. Agenda: confirm scope, understand current workflow, access needed, comms channel.
Create client workspace in Notion
Duplicate client workspace template. Rename to [Client Name]. Add project, tasks, SOPs, file storage.
Share access
Share Notion workspace with client. Confirm preferred communication channel (email, Slack, WhatsApp).
3
Kickoff Call
Day 3–5
Confirm scope and deliverables
Walk through exactly what they'll get, in what order, by when. Get verbal confirmation on priorities.
Audit their current systems
What tools do you use, what's broken, what's working, where does information get lost?
Send call summary within 24 hours
Brief recap: what was discussed, what you're building first, timeline, next check-in. Creates paper trail.
4
Delivery
Week 1–2
Show progress by Day 5
Don't disappear for 2 weeks. Show a partial build early. Clients get anxious when they hear nothing.
Weekly update message (every Friday)
What was done, what's next, any questions. Short and specific. Takes 5 minutes, builds massive trust.
Final delivery + Loom walkthrough
Record a Loom of everything built. Share workspace with all deliverables. Send final invoice if balance remaining.
Pitch the retainer
"I'd love to continue supporting you monthly so this system stays updated. Retainers are quoted based on scope — can I send you the details?"