04 Smb Client Onboarding

Automated client onboarding workflow for agencies, consultants, and freelancers. From signed contract to activated client in 24 hours — welcome email, document collection, calendar booking, payment setup, project board creation, and team notification. Use when user says 'onboard new client', 'client onboarding automation', 'automate client setup', or wants to reduce 5-10 hours of manual onboarding work per client.

SMB Client Onboarding

When to use this skill

Activate when the user wants to:

• Automate post-contract client onboarding
• Send welcome emails + WhatsApp messages automatically
• Collect documents (NDA, brief, requirements) without manual follow-up
• Set up project boards, calendar invites, and CRM entries in one flow
• Reduce 5-10 hours of manual admin work per new client

Prerequisites

• OAuth access to: Gmail/Outlook, Google Calendar, HubSpot/Pipedrive, Stripe, Slack, Trello/Asana
• Pre-built email templates (welcome, document request, etc.)
• A defined onboarding checklist (per service type)

Workflow

1. Connect your tools

bash

clawhub run smb-client-onboarding connect gmail
clawhub run smb-client-onboarding connect hubspot
clawhub run smb-client-onboarding connect stripe
clawhub run smb-client-onboarding connect slack
clawhub run smb-client-onboarding connect trello

2. Customize the welcome template

bash

clawhub run smb-client-onboarding edit welcome_email --template "
Hi {{name}},

Welcome to {{agency}}! I'm excited to work with you on {{project}}.

To get started, I need a few things from you:
- Signed NDA (attached)
- Project brief form (link below)
- Available time for kickoff call (Calendly link)

Looking forward to it!
{{sender_name}}
"

3. Configure the document collection flow

bash

clawhub run smb-client-onboarding configure \
  --required-docs "NDA,BriefForm,TaxForm" \
  --reminder-schedule "T+1,T+3,T+7" \
  --escalate-to "[e-mail]"

4. Configure payment + project board defaults

bash

clawhub run smb-client-onboarding configure \
  --stripe-product "PROJ-Q2-2026" \
  --trello-template "https://trello.com/b/template-id" \
  --slack-prefix "client-"

5. Trigger for a new client

bash

clawhub run smb-client-onboarding new \
  --name "Acme Corp" \
  --contact "[e-mail]" \
  --package "Growth Consulting" \
  --contract-value 5000 \
  --start-date 2026-07-01

This single trigger runs the full sequence:

1. Welcome email (5 min after trigger)
2. WhatsApp message if MENA region (5 min)
3. Document collection (NDA + brief forms, tracked)
4. Stripe payment link (first invoice)
5. Calendly link for kickoff call booking
6. HubSpot/Pipedrive contact + deal creation
7. Trello/Asana board from template
8. Slack channel creation + invite
9. Mailing list addition
10. Team notification to #sales channel
11. Follow-up sequence at T+3, T+7, T+14 if any step incomplete
12. Status report to agent daily at 8am

6. Monitor the pipeline

bash

# View all in-progress onboardings
clawhub run smb-client-onboarding status

# Detail for a specific client
clawhub run smb-client-onboarding status --client "Acme Corp"

# Force-complete a stuck step (e.g., manually collected NDA)
clawhub run smb-client-onboarding skip-step --client "Acme Corp" --step "NDA"

Outputs

• Welcome email sent
• WhatsApp message sent (if applicable)
• Document collection in progress (with status)
• Calendar booking confirmed
• Payment link sent
• CRM updated
• Project board created
• Slack channel ready
• Daily Telegram digest of incomplete onboardings

Time saved

• Manual: 5-10 hours per new client
• With this skill: 0 hours (just trigger + review)
• At 4 clients/month: 20-40 hours/month saved

Common customizations

For marketing agencies (4-10 new clients/month):

• Documents: NDA, brief, brand assets, content calendar
• Project board: Trello with stages (onboarding → kickoff → execution)
• Reminders: T+1, T+3, T+7

For consultants (1-3 clients/month):

• Documents: NDA, brief, SOW
• Project board: Notion with shared workspace
• Reminders: T+3, T+10

For SaaS customer onboarding (B2B):

• Documents: MSA, DPA, SSO config request
• Project board: Linear with milestones
• Reminders: T+1, T+3, T+7, T+14

Cost expectations

• All integrations: free within their tiers (Gmail, Stripe, Slack, etc.)
• LLM-generated emails: ~$0.01 per onboarding
• OpenClaw: free, self-hosted

Typical usage (4 clients/month): $0.50/month total.

Troubleshooting

Document not received after T+7?

• Check if email is in spam
• Try WhatsApp as fallback channel
• Manual: clawhub run smb-client-onboarding send-reminder --client "Acme Corp"

Calendar booking not happening?

• Check Calendly link is correct in template
• Verify timezone handling

Stripe payment not sent?

• Check Stripe product ID
• Verify customer creation succeeded

See also

• references/email-templates.md — pre-built templates per industry
• references/document-collections.md — common doc sets by service type
• references/integrations.md — full integration setup guide
• references/multi-language.md — Arabic/English templates