A Sneak Peek at my Client Onboarding Process

by Business Tips, Dubsado Tips

So, you’ve had a discovery call with a mega potential client, and they want to go ahead and work with you.

Amazing news! Nothing beats that feeling when it all falls into place.

Until you get that sinking feeling that there’s a mountain of work to do to get them onboarded… Days go by and you still haven’t had a chance to follow up and wow them with your offering.

It took me a while to realise there’s a better way. With the help of Dubsado, you can create an easy, professional client onboarding journey. Something that keeps the excitement and momentum going, while setting expectations from the outset.

In need of some inspiration? Well, here’s a behind-the-scenes look at my own process.

1. Proposal, Contract and Invoice

Before Dubsado, I would write out an email summarising everything I could offer the client. It took forever and it was incredibly uninspiring for them to read.

Fast forward a few years and I now have a beautifully designed proposal template for each of my services. This means I can quickly customise the template and tailor it for each specific lead.

It also outlines extra information, like FAQs, proposed timelines and testimonials which reduces the need for back-and-forth emails while the client makes their decision.

Best of all, the proposal has a clear call to action if they wish to proceed. It asks them to select their preferred package, fill out their details and hit ‘Submit’ on the proposal. If weeks go by and they haven’t been in touch, I have automated follow up emails scheduled, checking in with them.

Once they’ve hit that button, the contract loads on the next screen, asking them to review and sign it there and then with zero involvement from me. It automatically pulls through all of the package details from the proposal.

As soon as the contract is signed, the invoice loads up on screen asking for a 50% deposit to secure the booking.

Dubsado makes the process a total breeze for all involved!

Annabel Watters Dubsado Proposal Design

2. ClickUp Project Plan

As soon as the contract is signed and the deposit is paid, it’s all systems go from my end.

I jump straight over to ClickUp, my project management tool, and set up a task management board for the client. This takes a matter of minutes because I already have templates created for each specific service I offer.

The ClickUp board gives them a complete overview of all the tasks we need to action and allows us to communicate together as well as providing a single place to give feedback and approval. No more digging out emails and trying to keep track of every single piece of feedback scattered around everywhere.

Clickup Client Onboarding Process

3. Welcome Guide

Last but not least, I send across the welcome email and guide.

This explains how excited I am to work together and, most importantly, outlines the project timeline and next steps so they are fully up to speed and know what to expect from the outset.

The email includes a link to my scheduler so they can book in the kick off call at a time that suits them.

I’ll also include a link to their ClickUp project board and their Dubsado client portal where they can see their contract and invoice and gain access to any onboarding forms I need them to fill out ahead of kick off.

So, there you have it – a complete rundown of my onboarding process. Fancy setting up something similar for your own business? Get in touch today to book a discovery call and we can chat through the options. 

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Annabel Watters, Dubsado Strategist, Tech VA

Hi I’m Annabel Watters

As a Certified Dubsado Specialist and tech expert, I have spent years learning, building and tweaking workflows, systems and processes to make life as a service-provider as easy as possible.


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