First impressions matter — especially in business. A well-structured client onboarding process sets the tone for your entire working relationship. It helps clients feel confident, informed, and excited about working with you while reducing misunderstandings, delays, and unnecessary back-and-forth. Ready to learn 7 steps to create a client onboarding process?

If you’re a service-based business owner — whether you’re a business coach, designer, consultant, or virtual assistant—a smooth onboarding process can increase client satisfaction, improve efficiency, and even lead to more referrals.

It’s time to streamline your client onboarding! Here’s our step-by-step process that ensures a professional and smooth experience from day one (we use 7 steps to create a client onboarding process).
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Step #1 – Define Your Onboarding Goals

A great onboarding experience starts with clarity and intention. Before diving into the logistics, take a step back and think about the client journey from their perspective.

The first 7–14 days set the tone for the entire working relationship — this is your opportunity to build trust, eliminate confusion, and create a smooth, stress-free experience.

By defining your onboarding goals upfront, you ensure that every touchpoint is purposeful and aligns with your brand values, workflow, and client expectations.

• Clear expectations and timelines
• A smooth, hassle-free contract and payment process
• Confidence in my services and communication style
• Excitement about the project and their business transformation

📌 Example: A brand strategist might want clients to understand the timeline of the project and when deliverables will be ready, provide all necessary brand questionnaires and mood boards upfront and feel reassured that they’ve chosen the right expert for their brand.

Remember, once you define what you want your clients to experience, it’s easier to build a process that delivers on that promise.

Step #2 – Automate & Simplify the Client Intake Process

A complicated onboarding process can leave clients feeling overwhelmed before the work even begins. The goal is to make the experience seamless, professional, and efficient — not frustrating.

The best way to achieve this?

Automation and simplification.

By setting up streamlined systems, you can eliminate unnecessary back-and-forth, reduce manual tasks, and create a smooth, hassle-free process that saves both you and your clients valuable time.

Essential Onboarding Tools:

• Proposal & Contract Software – Use platforms like Dubsado, HoneyBook, or HelloSign to send contracts and proposals.
• Payment Processing – Set up an automatic invoicing system through Stripe, PayPal, or QuickBooks.
• Client Questionnaire – Use Google Forms, Typeform, or Notion to collect important details.

📌 Example: A web designer sends a proposal + contract + first invoice via Dubsado in one click, ensuring everything is signed and paid before starting the project.

💡 Pro Tip: Automating these steps not only saves you time but also makes your client feel like they are in good hands.

Step #3 – Send a Welcome Packet or Email

Now that your client has officially signed on and made their first payment, it’s time to set the stage for a smooth and successful collaboration.

A well-crafted welcome email or packet helps establish clear expectations, provide important next steps, and reassure your client that they’re in good hands.

This simple step not only enhances the client experience but also reduces uncertainty, ensuring they feel confident, informed, and excited about working with you.

What to Include in Your Welcome Email or Packet:

• Project Timeline – A clear breakdown of milestones and deadlines.
• Next Steps – What the client needs to provide (branding assets, login details, content, etc.).
• Communication Guidelines – How and when they can contact you (email, Slack, project management tools).
• FAQ Section – Answer common client questions upfront.

📌 Example: A business coach sends a beautifully designed PDF Welcome Guide that includes a coaching schedule, expectations, and homework assignments to get started.

💡 Pro Tip: A warm and professional welcome reassures clients that they’ve made the right choice and reduces unnecessary emails asking, “What’s next?”

Step #4 – Set Up a Client Portal or Shared Workspace

Keeping everything organized is key to a seamless client experience. Instead of relying on scattered emails and endless attachments, set up a centralized space where clients can easily access important documents, project updates, and communication threads.

Whether it’s a client portal, shared Google Drive, or a project management tool like Trello or Notion, having everything in one place reduces confusion, streamlines collaboration, and ensures a more efficient workflow for both you and your client.

Best Tools for Client Portals:

• Notion or Trello – For project tracking and collaboration
• Google Drive or Dropbox – For file storage and easy access to important documents
• Slack or Voxer – For quick and direct communication

📌 Example: A virtual assistant creates a shared Notion workspace where clients can track their project’s status, access SOPs, and leave messages.

💡 Pro Tip: A dedicated portal prevents clients from losing important information in email threads.

Step #5 – Schedule a Kickoff Call

A kickoff call is the perfect opportunity to ensure both you and your client are on the same page before diving into the work. This initial conversation helps clarify goals, timelines, deliverables, and expectations, while also giving your client the space to ask any questions.

By taking the time to establish a clear roadmap upfront, you set the foundation for a productive, smooth collaboration, minimizing misunderstandings and keeping the project on track.

Kickoff Call Agenda:

• Review project scope and goals
• Confirm deliverables and deadlines
• Answer any questions
• Align on expectations for communication and feedback

📌 Example: A copywriter books a 30-minute Zoom call with new clients to go over the brand voice questionnaire and set clear content goals.

💡 Pro Tip: Avoid scope creep! Use the kickoff call to remind clients of what’s included in their package.

Step #6 – Keep Clients Engaged Throughout the Process

Once the project is in motion, consistent communication is key to maintaining client confidence and trust. Regular updates — whether through email check-ins, project management tools, or scheduled progress calls — help reassure clients that everything is on track.

Even if there are no major updates, a quick message to confirm progress can prevent uncertainty and reduce unnecessary follow-ups. Keeping clients informed throughout the process not only enhances their experience but also strengthens your professional relationship.

Ways to Keep Clients Updated:

• Weekly or bi-weekly progress emails
• A shared Trello or Asana board with project updates
• A mid-project check-in call to gather feedback

📌 Example: A PR consultant sends clients bi-weekly email updates with media coverage progress and next steps.

💡 Pro Tip: Even if there’s no major update, a quick check-in email reassures clients that everything is on track.

Step #7 – Wrap Up & Offboarding for a Great Client Experience

Completing a project doesn’t mean the client relationship has to end. A structured offboarding process ensures a positive final impression, making clients more likely to refer you to others or return for future services. This can include delivering final assets, providing a wrap-up guide, scheduling a follow-up check-in, and requesting a testimonial.

By closing out the project with professionalism and care, you reinforce trust, show appreciation, and create long-term brand advocates for your business.

Offboarding Checklist:

• Deliver all final files & documents
• Send a “What’s Next” Guide (how they can continue using your service or maintain results)
• Request a Testimonial & Referral
• Offer a Follow-Up Check-In (e.g., a 30-day follow-up call)

📌 Example: A social media manager sends a final strategy report, a Loom video tutorial on managing content, and a request for a testimonial.

💡 Pro Tip: A well-thought-out offboarding process can turn one-time clients into long-term advocates for your business.

A Smooth Onboarding Process = Happy Clients

Remember, great client experiences start from day one. A structured onboarding process ensures that clients feel supported, informed, and excited to work with you.

Now, it’s time to take action! Do you have an onboarding system in place?

If not, start by implementing one or two of these steps today — your future clients (and your sanity) will thank you! 🚀✨

Let’s talk! How do you onboard your clients? Do you create 7 steps for your client onboarding process?

xox