Client onboarding automation for web agencies

From signed client to project kickoff. Without the manual chasing.

I connect intake forms, client-material requests, follow-up emails, and project tools—so your team can see what’s missing and what’s ready to move forward.

Discuss your workflow See the workflow

Built around your current tools. Scope agreed before implementation.

Illustration: an onboarding checklist for a client project fills in automatically. A reminder is sent for missing brand assets, and the project becomes ready for kickoff.

Illustrative example

The workflow problem

A signed project can still be waiting on the basics.

Website content. Brand assets. Access invitations. An intake form that’s only half finished. When these arrive in different places, someone has to check what’s missing and follow up.

If your current setup already handles this well, you may not need another system. If it doesn’t, that’s the workflow I can help connect.

Example workflow

One connected process, from intake to handoff.

  1. 01

    Start intake

    An approved client handoff starts the intake process.

  2. 02

    Track required materials

    Requested content, assets, and intake details are checked against the agreed requirements.

  3. 03

    Follow up on missing items

    Reminders are sent according to agreed rules, with exceptions flagged for a person.

  4. 04

    Update the project workspace

    Relevant records and tasks are created or updated in the team’s existing tools.

  5. 05

    Hand over for review

    The team reviews readiness and decides when to proceed.

Illustrative workflow—not a client case study.

The exact workflow depends on your tools, access permissions, and process. Integration feasibility is checked before the scope is agreed.

How I work

Four steps, agreed before I build.

  1. Understand the current process

    We walk through a recent onboarding, the tools involved, and where manual coordination happens.

  2. Agree on a focused implementation

    You receive a defined scope, price, responsibilities, and acceptance criteria before work starts.

  3. Build and test

    I connect the agreed steps and test the normal flow, missing information, and exceptions.

  4. Hand over

    You receive documentation and a walkthrough. Any ongoing support is scoped separately.

Fit and boundaries

When this is worth exploring

Suitable when:

  • Client projects repeatedly require information or materials before kickoff.
  • Someone manually tracks missing items or copies information between tools.
  • The team can provide a process owner and appropriate system access.

May not be necessary when:

  • Existing tools already handle the process reliably.
  • Onboarding happens too infrequently to justify implementation.
  • The underlying process needs defining before it can be automated.

Not every step needs AI. I use straightforward automation where it is the better fit, with human review where judgment is needed.

Portrait of Martin Riemer

Built by Martin Riemer

I build automation workflows that connect customer-facing interactions with the work happening behind the scenes. My hands-on projects include onboarding workflows, email automation, chatbots, and voice-agent demos.

My current focus is client intake and onboarding: getting the right information into the right systems without unnecessary manual handoffs.

Common questions

Before we talk

Do we need to replace our current tools?

The starting point is your existing setup. I first check whether its built-in features can solve the problem. Any additional integration or tool is discussed before implementation.

Is this an AI audit?

No. The focus is a specific operational workflow and, where there is a worthwhile fit, implementing the agreed improvement.

What does it cost?

Pricing depends on the workflow, integrations, and implementation scope. You receive a proposal before work starts.

Can you guarantee time savings?

No fixed savings are promised before understanding the process. We agree on what to measure and assess the result against the starting point.

How is access handled?

System access and data handling are agreed before implementation. Don’t send passwords, sensitive client documents, or credentials through the website contact form.

Do you offer ongoing support?

Ongoing monitoring and support can be scoped separately where needed.

Walk me through your onboarding.

Tell me how a signed client becomes an active project, which tools are involved, and where your team still needs to intervene manually.

Discuss your workflow Or email me

martin@smartoolsforbiz.com  ·  martinriemer.tech

Please don’t send passwords, credentials, or sensitive client documents by email or through this site.