22 Active Clients - Onboarding + Reporting + Website
Platforms involved
A 7-person digital marketing agency with 22 active clients was drowning in operational overhead. New client onboarding took 3 to 4 days and 15 to 20 back-and-forth emails to collect access credentials, brand assets, and campaign goals. Monthly reporting was done manually by account managers - pulling data from Google Ads, Meta Ads, and analytics platforms into a PowerPoint template - consuming 2 full days per account manager per month. The agency was turning away new clients because they didn't have the capacity, even though the work itself wasn't the bottleneck. The admin was.
The one-time setup work - the systems, automations, and infrastructure we put in place before the ongoing management begins.
Built a client onboarding system - a Typeform that collects all required information (brand assets, access credentials, goals, existing campaigns) in one session; auto-populates a Notion project page and creates a Google Drive folder structure on completion
Connected DocuSign to the onboarding workflow - service agreements auto-route to the client for signature, then trigger the onboarding form and GHL pipeline update on completion
Built a GHL client pipeline - tracks each client through onboarding stages with automated task assignments to the right team member at each stage
Created a Slack notification system via Zapier - new client onboarding completions, signed contracts, and overdue tasks all post to the right Slack channel automatically
Built a monthly reporting automation - Zapier pulls data from Google Ads and Meta Ads APIs into a pre-formatted Google Sheet template; account managers review and add commentary rather than building from scratch
Set up Google Workspace for the full team - shared drives for each client, standardized folder structures, and access controls so the right people see the right files
Built a client offboarding workflow - triggered when a client churns, automatically revokes access, archives files, and sends a cancellation survey
Created a new employee onboarding workflow - triggered when a new team member is added to Google Workspace, automatically sends tool access requests, training documents, and a 30-day check-in sequence
Built conditional logic intake forms for new business inquiries - routes by service type, budget, and timeline to the right account manager with a pre-populated briefing document
The ongoing work included in the monthly membership - monitoring, maintaining, updating, and improving the systems we've built.
Monitor the client onboarding pipeline - verify new clients are moving through stages correctly, flag any stalled onboardings, and update task assignments
Manage the monthly reporting automation - verify data pulls are running correctly, fix any broken API connections, and update the report template as needed
Manage Google Workspace - add new team members, update client folder permissions, offboard departed staff
Monitor the Slack notification system - verify automations are posting correctly, add new notification types as needed
Review and update the onboarding Typeform - add new questions as the service offering evolves, update the Notion template it populates
Manage DocuSign workflows - verify contract routing is working, update contract templates when service terms change
Monthly: audit the client pipeline for any accounts that haven't had activity in 30+ days and flag for account manager review
Quarterly: rebuild the reporting template with updated benchmarks, new visualization formats, and any new data sources
The Result
Client onboarding reduced from 3 to 4 days to under 4 hours. Monthly reporting time reduced from 2 days to 3 hours per account manager. Took on 6 new clients without adding headcount. Agency website rebuilt with case study pages, a lead capture form, and proper SEO - generating 3 inbound leads in the first 60 days.
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