What if you could snap your fingers and get rid of the whole admin involved when you sign up a new client?
Sending calendar invitations, prepare invoices, chasing payments and agreement signatures…sounds familiar?

If you’ve watched my latest article about onboarding systems, you know that I love them because they:

  • make you more organized,
  • save time,
  • allow you to be on top of every project without jumping from one platform to another

Today, I want to move a step forward and give you a step by step roadmap that’s going to help you identify if you need an onboarding system (because I don’t believe is for everyone: if you’re starting out and your cash flow isn’t much, I’d personally wait a bit longer: an onboarding system is an investment, after all).



Identify the steps a person takes from being a lead to becoming a client



Step number one is definitely identifying what’s the journey you client takes to move from lead to customer.
As an example, this is the usual journey my clients take:

  • book a call
  • fill in a questionnaire
  • get a reminder about the call
  • send agreement and request signature
  • prepare and send the invoice
  • book a kickstarting call
  • get a reminder for the kickstarting call
  • send following invoices (in needed)

So the best thing for you now, is to think about all the steps.

If you don’t have a system in place at all, take pen and paper and map out the steps that are needed, that you want your lead to take, but keep in mind to keep them as easy as possible (you don’t want to make your life a hell by having too many steps, or worse, bother your prospect with a lot of irrelevant requests).

If you, on the other hand, have a scattered system in place, list all the steps anyway and create a workflow, so you have a unique system to refer to, whether you want to use only one onboarding system, in the future, or if you’ll be having a team taking care of the onboarding phase.



Define your budget


As I mentioned earlier, an onboarding system is an investment that simplifies your life and allows you to be organized.
There are many tools available out there, and they all come with a monthly fee. You also need to consider if you’re going to take payments via Stripe or Paypal: if so, keep in mind the merchant commissions’ too.

Consider that the most used and reliable tools that offer onboarding systems are between 20 and 40 USD, per month: it means that if in the summer you slow down working, you’ll still need to pay to have everything in place.
That’s why I’m saying it’s an investment: some months you may be not be fully booked and won’t really use the tool at all.


Choose your tool


I feel like mentioning three tools:

Dubsado: in my opinion the best value for money. They offer CRM, invoicing, time-tracking, questionnaire, e-signature, project management and more. They even offer the chance to your clients to give you a tip! They have a 3 leads/clients free trial, and then it’s 25usd/month, or 250USD/year (you get two months for free).

17Hats: this one offers pretty much the same features as Dubsado, BUT it lacks some features like a standard payment schedule (let’s say you always ask for a 50% deposit upon booking and 50% just before the coaching session). Every time you set a new project/client work, you need to set up a payment schedule.
Free trial: 17 days. In my opinion, way too little time to figure out if it’s the right tool for you. Pricing: 37 USD/month, but they also have yearly and a two-year plan.

Tave: Again, it offers pretty similar features to first two, but I can’t say too much about it since I haven’t tested it directly. It looks like a good alternative to the two above, but Tave explicitly positions itself for creative entrepreneurs: photographers, video makers, makeup artist, etc..
They have a 30 days free trial and a monthly, yearly, 2/5/10 years plans starting at 25USD.


Set your workflows


Once you’ve researched and chosen your favourite tool, it’s time start creating workflows.
Remember the steps we identified at the very beginning? This is where everything comes together: by using one of the tools I listed, you can create a set of workflows that automate your procedures: basically, you can create a form to collect leads’ details and have them book a call, send a proposal, agreements, invoices, etc..from the same platform. Ah, and you can also send emails from the CRM as yourself!

Now, I know this may sound like a lot of work. I know it’s an investment, but think about all the time you’re going to have when you have a system like this in place: more time to serve your clients, more control over your procedures, feeling more organized and in control.

To me, it sounds awesome! If it sounds cool to you, too, and you want to learn more about how you can give up doing admin stuff and finally spend your precious time doing what you really want, all you need to do is clicking here and book a FREE call with me!


How would you feel if you wouldn't need to handle all the admin behind signing up a new client? In this article I'm sharing with you how to automate your client onboarding easily and efforlessly

Alessia is a Tech Expert and rescues online coaches from tech disasters so they can easily grow, scale and automate their businesses.
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