Stop losing 3 hours onboarding every new client
Internal operating system that automates onboarding in 5 minutes. For agencies, consultancies, and service businesses managing multiple clients.
3 hours. Scattered documents.
5 minutes. Everything organized.
Does this sound familiar?
Most agencies and consultancies lose time and money on tasks that should be automated.
Chasing data on WhatsApp
Every new client is a ping-pong session asking for basic data: Tax ID, domain, access... Half the time you have to ask again because the message was lost.
Creating folders by hand
Drive, ClickUp, Sheets... everything has to be set up manually. Your team takes 2-3 hours per client and sometimes forgets folders or permissions. Then no one knows where anything is.
Working by memory
What phase is this client in? Who is leading that project? Where did we save the brief? Your team asks the same thing 5 times because there is no system. Everything depends on someone remembering.
If you invoice €200k+/year and onboard clients manually, you are burning money and your team's time.
From manual chaos to automatic system
Your team stops wasting time on repetitive tasks. The system works while you close sales.
BEFORE: Manual Onboarding
- Client pays → someone has to remember to onboard
- Create Drive folder by hand with subfolders
- Copy/paste templates one by one
- Open ClickUp, create project, assign tasks
- Update Excel/Sheets with client data
- Notify team via WhatsApp/Email
- TOTAL TIME: 2-3 hours per client
- ERRORS: Forgotten folders, misconfigured permissions, outdated info
AFTER: Internal Operating System
- Client completes onboarding form
- System automatically creates:
- • Complete Drive folder (structure + templates)
- • ClickUp project (tasks + checklist)
- • Sheets database record
- • Team notifications with all links
- TOTAL TIME: 5 automatic minutes
- ERRORS: Zero. Everything standardized and validated
Real case: Digital Marketing Agency
Digital Marketing Agency
12 people, 25-30 active clients
PROBLEM
Each new client cost us 2-3 hours of administrative work. The team wasted time asking where folders were, what access they had, what phase each project was in. Fridays were hell updating spreadsheets to know the real status of the portfolio.
IMPLEMENTED SOLUTION
- Custom onboarding URL (client fills form upon hiring)
- Automatic Drive structure (6 folders + 12 preload templates)
- Real-time updated Sheets database
- ClickUp project created automatically with 15 assigned tasks
- Make connecting all tools (5 automated workflows)
- Complete documentation + 2 team training sessions
"Now when a client comes in, everything is ready in 5 minutes: folders, access, work plan. My team no longer asks me where things are. The operating system has given us back 15-20 hours a week that we dedicate to selling instead of administering."
What your Internal Operating System includes
Everything needed for your team to work by system, not by memory.
Custom Onboarding URL
Professional intake form on your domain. The client completes data once and the system does the rest. Compatible with your branding.
Automatic Drive Structure
Folders and subfolders created in seconds with preloaded templates (client brief, kickoff checklist, monthly plan). Permissions correctly configured from the start.
Sheets Database (Source of Truth)
Master client record with key fields: name, plan, start date, status, MRR, notes. Formulas for automatic metrics. Your entire team looks here.
Automatic ClickUp Project
Predefined tasks with assignments and relative dates. Onboarding and execution checklist. Your team knows exactly what to do and when.
Make connecting everything
4-5 automated workflows that synchronize Drive, Sheets and ClickUp. The system updates itself when something changes. No duplicating info or manual copy/paste.
Documentation + Training
Complete system map, operational SOPs and 2 recorded training sessions (3h total). Your team operates the system autonomously for 80% of daily tasks.
Optional Extras
Investment and process
If in 90 days you don't recover the investment in saved time, we revise the system at no cost until it works.
Schedule your free audit (30 min)
We review your current operations, detect problems based on your business type, and design a personalized solution. No commitment.