Sanitized recreation Systems Setup and Cleanup
Client operations
Client Onboarding System
The first two weeks after a client signs set the tone for the whole relationship, and that is exactly when most small firms improvise. This recreation runs from deal won to the 30-day check-in: one intake form, agreement and payment steps, CRM stages, standard folder and project setup, an internal handoff and a structured kickoff. Automations handle reminders. People handle judgment calls.
Ashby & Rowe Studio (fictional) · Illustrative data. A fictional company and fictional data, built to show the same type of work Kelly has really done.
The scenario
- A 15-person brand and web design agency signing several new clients a month (illustrative).
- Sales notes live in the founder’s inbox, so the project team re-asks the client for everything.
- Agreements go out in different versions from whoever closed the deal.
- Deposits and payment details are chased by email.
- Kickoffs vary by project lead, and nobody checks in after the first month.
The ask: “Every client should get the same great start, and I shouldn’t have to be the one making sure of it.”
The approach
- Map the handoffs, not just the steps, each with an owner and a timing target.
- Ask once, use everywhere: one intake form feeds the CRM, project setup and kickoff brief.
- Gate the start of work on a signed agreement and payment details.
- Automate the reminders, not the relationship.
- Make status visible with CRM stages.
- Handle logins safely, never in a plain-text email.
Deliverables
- Client journey map and internal onboarding workflow
- CRM pipeline stages with entry and exit criteria
- Client intake form design
- Agreement and payment collection steps
- Standard folder structure and project-board template
- Internal handoff brief, automation map, kickoff agenda and 30-day check-in
What is real here
Kelly runs proposals, engagement agreements and client onboarding work, designed and built a lead-intake and follow-up CRM in HighLevel for a remodeling business, and set up e-signature contract execution. Ashby & Rowe and all data are fictional.
Service path: Systems Setup and Cleanup
Related: Contractor systems
The storyboard
Ashby & Rowe Studio (fictional) · Illustrative data. Images are 16:9 slides from the sample project.
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