Stack Recipe · Standardise client onboarding for an agency or consultancy

Build a client onboarding system

A staged editorial checklist with candidate tools. Trial the complete workflow and quote the required plans before committing.

Medium

Difficulty

Depends on scope

Setup time

Not quoted

Current budget

7 tools

In the stack

Map the existing process, Create the intake form, Prepare the project record, then validate the complete handoff. This is an editorial plan, not a supplied implementation, documented client outcome or promised launch schedule.

Candidate features, model versions and integrations must be checked on the selected vendor plan. No comparative quality, growth, conversion or setup-time benchmark is established.

Validate this workflow

Confirm each required feature is included in your vendor plan.
Run one end-to-end example before migrating real users or selling.
Test failure, cancellation and export paths; keep a recovery copy.

Compare tools and evidence · Read implementation outlines

The stack

Candidate tools for the required roles.

These are editorial candidates. Check the feature, quote and handoff for each role.

Onboarding intake form

Candidate for the onboarding intake form. Confirm the required feature and trial the handoff before adopting it.

Verify plan

Required tier and usage unquoted

Client database + per-client workspace

Candidate for the client database + per-client workspace. Confirm the required feature and trial the handoff before adopting it.

Verify plan

Required tier and usage unquoted

Welcome + onboarding email sequence

Candidate for the welcome + onboarding email sequence. Confirm the required feature and trial the handoff before adopting it.

Verify plan

Required tier and usage unquoted

Deposit + invoicing

Candidate for the deposit + invoicing. Confirm the required feature and trial the handoff before adopting it.

Verify plan

Required tier and usage unquoted

Kickoff call booking

Candidate for the kickoff call booking. Confirm the required feature and trial the handoff before adopting it.

Verify plan

Required tier and usage unquoted

Pre-recorded "what to expect" walkthrough

Candidate for the pre-recorded "what to expect" walkthrough. Confirm the required feature and trial the handoff before adopting it.

Verify plan

Required tier and usage unquoted

Credential vault per client

Candidate for the credential vault per client. Confirm the required feature and trial the handoff before adopting it.

Verify plan

Required tier and usage unquoted

The setup order

Do this. Then this. Then this.

Use this sequence as a starting point. Record a trial result for each handoff.

01

Map the existing process

List the real steps from signed agreement to first delivery. Record owners, required information and current failure points.

02

Create the intake form

Collect only necessary project information. Use a separate scoped vault workflow for credentials rather than asking clients to paste secrets into an ordinary form.

03

Prepare the project record

Create scope, contacts, deliverables, access and kickoff records. Check permissions using a second user before storing client information.

04

Trial confirmations

Connect an authorised form to the intended record and confirmation email. Test duplicate submissions, missing fields, delivery failure and manual recovery.

05

Record an onboarding walkthrough

Explain expectations, the first milestone and where to ask questions. Check captions and update the walkthrough when the process changes.

06

Configure scoped credential sharing

Check the vault product’s eligible plan, access, revocation and recovery. Test the client handoff without sharing passwords through email.

07

Run a sandbox client through the path

Verify form, project record, payment, booking and confirmation. Record failures and acceptance results before relying on the flow.

When you scale

The upgrade path.

Change plans when a required feature, eligibility rule or measured limit calls for it.

A required feature, eligibility rule or measured limit calls for change

Obtain the eligible quote, trial the change and record migration, recovery and operating costs before committing.

Want this set up properly?

Work out the next step for your project.

Check whether your existing tools cover the workflow, then send your requirements if you need help choosing or setting it up.

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Price observations have a separate scope.

The full workflow cost is unknown. The existing 20-tool receipt covers specific public price rows and billing conditions, not this entire configuration.

Read the 9 October 2026 pricing receipt and its limits

Notion: USD · USD selected in the vendor UI; annual and monthly billing both inspected. GBP prices are a separate regional display, not currency conversions of this table. Custom Agent credits and other add-ons are separate. The displayed GBP Business price was £16.50/member/month billed yearly; this table preserves USD scope. Official pricing