Client intake & onboarding
The moment a deal closes, intake fires. Forms get processed, documents get collected, kickoff tasks get created, internal handoffs get triggered, and the onboarding checklist runs itself. The first week stops being the worst week.
Overview
The first week after a client signs is the worst week of the relationship. The deal closed on Friday. Monday arrives and the intake form is half-completed, the contract is in someone's inbox, the kickoff call is on the calendar but no one's prepped, and the client is already wondering whether the team they bought sounds anything like the team that sold them. The handoff between sales and delivery is where trust gets built or quietly broken, and most companies break it.
This agent owns the entire intake and onboarding stretch. It processes the intake form the moment it lands, chases down missing documents, creates the project workspace, generates the kickoff task list, fires the internal handoff to delivery, runs the client-facing onboarding checklist, and tracks every step to completion. The first week stops being a scramble. The client sees a team that knows what's going on. The delivery lead walks into kickoff already briefed.
Capabilities
- Processes intake forms the moment they're submitted, parsing structured fields and flagging incomplete or contradictory inputs for review
- Collects required onboarding documents, contracts, brand assets, brand guidelines, access credentials, billing information, through a guided sequence that chases what's missing without the account manager nagging
- Creates the project workspace in your delivery system (project management tool, shared drive, comms channel) with the right structure, naming convention, and default permissions
- Generates the kickoff task list scoped to the engagement type, assigns each task to the right owner, and sets due dates against the contracted timeline
- Triggers internal handoff workflows, Slack notifications, calendar holds, intro email drafts, knowledge transfer briefs, so the delivery team is briefed before the kickoff call
- Runs the client-facing onboarding checklist with reminders, status updates, and completion tracking, so the client always knows what's next and what's outstanding
Example Output
Trigger
New deal closed in HubSpot at 4:47pm Friday, Trellis Health, marketing automation engagement, 6-month contract, $84K total. Account owner: Jordan Rivera. Delivery lead: Priya Shah.
Agent action, completed by 5:15pm Friday:
Intake form sent to client (4:48pm Friday):
Email to Maya Chen (primary contact) with a structured intake form covering brand assets, current marketing stack, key stakeholders, success metrics, and known constraints. Form is pre-filled with what's already known from the sales process.
Project workspace created (4:49pm Friday):
- Asana project: `Trellis_Health_MarketingAutomation_2026Q2`, structured with the standard 6-month delivery template
- Shared Google Drive folder: standard sub-folder structure (Brand, Strategy, Creative, Reporting, Admin)
- Slack channel: `#client-trellis-health`, with Maya, Jordan, Priya, and the assigned delivery team added
- Default permissions set per the engagement type
Kickoff tasks generated (4:51pm Friday):
- 14 tasks created, assigned, and dated against the contracted timeline
- Top 3 by priority:
- Confirm brand assets received and complete · Owner: Priya · Due: Wednesday
- Schedule kickoff call · Owner: Jordan · Due: Monday
- Send onboarding welcome packet · Owner: Agent (auto) · Due: Today
Internal handoff fired (4:54pm Friday):
- Slack DM to Priya with the deal context, the buyer's stated priorities, the sales-to-delivery handoff brief, and a calendar hold for the kickoff call prep
- Email draft prepared for Jordan: warm intro to Maya introducing Priya as the delivery lead
- Knowledge transfer brief: 1-page summary of the sales conversation, the key objections handled, the success metrics the client cares about, and the delivery commitments made on the call
Onboarding checklist active (5:00pm Friday):
- 9-step client-facing checklist live in the shared workspace
- First reminder scheduled for Monday 9am: "Items still needed before kickoff"
- Status visible to both client and delivery team
By Monday morning: Maya has submitted the intake form. Three of four required documents are in. The kickoff call is on the calendar with the right participants. Priya has read the handoff brief. Jordan hasn't had to send a single follow-up email.
Agent Workflow
Detect the deal-close signal
The agent triggers the moment a deal moves to "closed-won" in the CRM, or when a contract is signed in the e-signature platform, or when a payment clears in the billing system, whichever your team uses as the canonical signal. Latency from signal to first action is typically under 5 minutes.
Send the intake form, pre-filled with known context
The agent sends a structured intake form to the client's primary contact, pre-filled with everything already known from the sales process, company info, stakeholders mentioned, stated priorities, contract details. Clients answer what's net-new, not what they already told you.
Collect required documents
The agent runs a guided document collection sequence: contracts countersigned, brand assets, brand guidelines, access credentials, billing details, anything else the engagement requires. Missing items get chased on a tuned cadence, first reminder at 24 hours, second at 48, escalation to the account manager if needed at 72.
Create the project workspace
The agent provisions the delivery workspace: project management tool with the right template and structure, shared drive with the standard folder layout, communications channel with the right participants, default permissions set per the engagement type. Naming conventions stay consistent across every client.
Generate kickoff tasks against the timeline
The agent generates the kickoff task list scoped to the engagement type, assigns each task to the right owner, and sets due dates against the contracted timeline. Tasks are specific enough to act on and complete enough that nothing critical waits for a Monday morning meeting to surface.
Fire internal handoff workflows
The agent runs the sales-to-delivery handoff: Slack DM to the delivery lead with the deal context, calendar holds for kickoff prep, intro email draft for the account owner, knowledge transfer brief covering the sales conversation, the buyer's stated priorities, the objections handled, and the commitments made.
Run the client-facing onboarding checklist
The agent activates the client-facing checklist with reminders, status updates, and completion tracking. The client sees one place where everything they need to do is listed, dated, and visibly in progress. The delivery team sees the same view from the other side.
Track to kickoff and report status
The agent tracks every step from deal-close to kickoff and reports status to the account manager and delivery lead daily. Anything stalled gets surfaced. Anything completed gets logged. The Monday-morning "where are we with Trellis" question stops needing to be asked.