Collect client intake forms before they arrive
“Clients show up, spend 15 minutes filling out paper clipboards in the waiting room, and it throws off the whole schedule.”
Operations
Stop repeating the same onboarding instructions
“Every time I sign a new client, I have to spend 20 minutes emailing them links, explaining what to expect, and answering the same basic questions.”
The short answer
Create an automated welcome email sequence that triggers the moment a client is marked as 'Won' or pays their first invoice. A well-designed onboarding email delivers all the necessary links, sets clear expectations for communication, and proactively answers FAQs. This ensures every client gets a high-quality, consistent experience while completely removing the manual data entry from your plate.
- ~3 hours/week back (estimated)
- 60 minutes to set up
- Medium difficulty
How we estimated that: Assumes 6 new clients a week and 25 minutes each writing and sending the same instructions. This is a model, not a measurement — check it against your own numbers, because if the assumption does not match your business the figure will not either.
What you'll need
- Zapier free tier
Connects your invoicing/CRM to your email provider.
Free until: 100 tasks per month, 1 seat, two-step Zaps only (number of Zaps, Tables and Forms is unlimited)
Watch the pricing: Professional from $19.99/mo. Important: when you hit the task limit Zapier switches you to pay-per-task billing at a higher per-task rate than your subscription unless you turn that off — if it is off, your Zaps pause instead.
Pricing checked 2026-08-01 — source. - Mailchimp / ActiveCampaign paid tier needed for this
Use for sending structured email sequences.
Not on the free tier: ActiveCampaign Starter ($15–19/mo) caps automations at 5 actions each. A full onboarding sequence will likely need Plus at $49+/mo.
Watch the pricing: ActiveCampaign Starter starts at $15/mo (billed annually) or $19/mo (monthly) for 1,000 contacts, but restricts automations to 5 actions max. Multi-step automations without action limits require Plus tier ($49+/mo billed annually).
Pricing checked 2026-08-02 — source. - HoneyBook / Dubsado paid tier needed for this
If you use a CRM, this is a native feature called 'Workflows'.
Not on the free tier: Workflows and automations require HoneyBook Essentials at $49+/mo. The $29 Starter plan excludes them.
Watch the pricing: Starter is $29/mo billed yearly ($348/yr) or $34/mo monthly, but excludes native Workflows/Automations. Workflows, automations, SMS reminders, and scheduling require Essentials tier ($49/mo billed yearly or $59/mo monthly).
Pricing checked 2026-08-02 — source.
We are not paid by any tool listed here. If a cheaper or better option exists, that's what you'll see.
Pricing above was checked between 2026-08-01 and 2026-08-02. Vendors change their terms without notice, and free tiers do get withdrawn. We take no money from any vendor listed here. If something on this page is out of date, tell us and we will correct it.
Watch the quick setup (28s)
Original tutorial by Brian's Tutorials · Watch full video on YouTube →
How to set it up
- Write the welcome email
Include a warm welcome, what happens next, required links (portals, forms), and communication boundaries.
- Set the trigger
In your CRM, configure the workflow to start when a contract is signed or an invoice is paid.
- Attach necessary files
If you have a welcome PDF or pricing guide, link it securely in the email.
- Test the flow
Add yourself as a test client, sign the contract, and verify the email arrives formatted correctly.
Common questions
- Should I send one long email or multiple short ones?
- One clear, structured email with bullet points is best for day one. If you have a lot of content, spread it over a 3-day sequence.
- Can I schedule automated onboarding emails through Gmail or Google Workspace?
- Gmail supports basic scheduled sending manually, but multi-day onboarding sequences require an automated email service like ActiveCampaign, Mailchimp, or Zapier webhooks.
Last reviewed 2026-07-30. Tools change — if something here is out of date, tell us and we'll fix it.
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