How Onboarding Automation Helps Save 70% of Your Time

Client onboarding is one of the most time-consuming aspects of running a service-based business. From collecting contracts and documents to processing payments and scheduling meetings, the manual work can easily consume 12+ hours per client. But what if you could reduce that to just 3-4 hours?

That's exactly what onboarding automation can achieve a 70% reduction in time spent on client onboarding tasks. In this comprehensive guide, we'll explore how automation transforms the onboarding process and share practical strategies you can implement today.

The Hidden Cost of Manual Onboarding

Before diving into solutions, let's understand the true cost of manual onboarding:

Time Breakdown Per Client

• Email communication: 2-3 hours
• Document collection and organization: 2-3 hours
• Contract signing coordination: 1-2 hours
• Payment processing and follow-ups: 1-2 hours
• Form completion and data entry: 1-2 hours
• Meeting scheduling: 1 hour
• Follow-up reminders: 1-2 hours

Total: 10-15 hours per client

For an agency onboarding 10 clients per month, that's 100-150 hours of manual work equivalent to 2.5-3.75 full-time employees.

How Automation Saves 70% of Your Time

1. Automated Workflow Execution

Manual Process: You create a checklist, send emails manually, track responses in spreadsheets, and follow up individually.

Automated Process: Create a workflow once, and it runs automatically for every client. Steps execute in sequence, with automatic notifications and reminders.

Time Saved: 4-5 hours per client

2. Smart Reminder Automation

Manual Process: You send reminder emails manually, track who responded, and follow up multiple times.

Automated Process: Configure reminder intervals (e.g., every 2 days), and the system automatically sends personalized reminders based on client timezone.

Time Saved: 1-2 hours per client

3. Integrated Payment Processing

Manual Process: Create invoices manually, send via email, track payments in spreadsheets, send follow-up emails for overdue payments.

Automated Process: Payments are collected directly in the onboarding flow. Invoices are generated automatically, and you receive instant notifications when payments arrive.

Time Saved: 1-2 hours per client

4. Document Collection and Storage

Manual Process: Request documents via email, download and organize them manually, store in folders, and track what's missing.

Automated Process: Clients upload documents directly to a secure portal. Files are automatically organized, stored securely, and accessible from your dashboard.

Time Saved: 1-2 hours per client

5. E-Signature Integration

Manual Process: Send contracts via email, wait for clients to print, sign, scan, and email back. Track contract status manually.

Automated Process: Clients sign contracts directly in the portal with built-in e-signature. Contracts are automatically saved and you're notified instantly.

Time Saved: 1-2 hours per client

Real-World Impact: Case Studies

Case Study 1: Digital Marketing Agency

Before Automation:

• 15 hours per client onboarding
• 10 clients per month = 150 hours
• 2 team members dedicated to onboarding

After Automation:

• 4.5 hours per client onboarding (70% reduction)
• 10 clients per month = 45 hours
• 0.5 team members needed for onboarding

Result: Freed up 105 hours per month, allowing the agency to take on 5 additional clients without hiring.

Case Study 2: Web Design Freelancer

Before Automation:

• 12 hours per client onboarding
• 5 clients per month = 60 hours
• Constant email back-and-forth

After Automation:

• 3.6 hours per client onboarding
• 5 clients per month = 18 hours
• Automated reminders handle follow-ups

Result: Saved 42 hours per month, enabling focus on design work and client relationships.

Key Features That Drive Time Savings

Workflow Builder

Create reusable onboarding workflows with drag-and-drop simplicity. Once configured, workflows run automatically for every client, ensuring consistency and eliminating manual coordination.

Time Impact: Saves 3-4 hours per client

Template Library

Start with pre-built templates for common scenarios (web design, marketing, consulting). Customize as needed and reuse for similar clients.

Time Impact: Saves 2-3 hours per client setup

Smart Reminder Automation

Configure reminder intervals (0-4 days) for pending tasks. The system automatically sends email reminders based on client timezone, improving completion rates without manual effort.

Time Impact: Saves 1-2 hours per client

Integrated Payment Processing

Collect payments directly in the onboarding flow with Stripe, PayPal, and Wise integration. Automatic invoicing eliminates manual invoice creation and tracking.

Time Impact: Saves 1-2 hours per client

Built-in E-Signature

No need for external e-signature tools. Clients sign contracts directly in the portal, and you're notified instantly when contracts are executed.

Time Impact: Saves 1-2 hours per client

Implementation Strategy

Phase 1: Document Your Current Process (Week 1)

1. List all onboarding steps
2. Track time spent on each step
3. Identify bottlenecks and repetitive tasks
4. Document current tools and processes

Phase 2: Choose Your Automation Platform (Week 2)

Look for platforms that offer:

• Workflow builder with multiple step types
• Payment integration
• E-signature support
• Template library
• Automated reminders
• File storage and organization

Phase 3: Create Your First Workflow (Week 3)

1. Start with your most common onboarding scenario
2. Map out the workflow steps
3. Configure each step (forms, payments, contracts, etc.)
4. Test with a friendly client
5. Refine based on feedback

Phase 4: Build Your Template Library (Week 4)

1. Create templates for different client types
2. Customize branding and messaging
3. Set up automated reminders
4. Train your team

Phase 5: Scale and Optimize (Ongoing)

1. Monitor completion rates
2. Identify areas for improvement
3. Create additional templates as needed
4. Continuously refine workflows

Measuring Your Time Savings

Track these metrics to measure the impact of automation:

• Time per client: Track from onboarding start to completion
• Completion rate: Percentage of clients who complete onboarding
• Time to first payment: Days from onboarding start to payment
• Manual follow-ups: Number of manual reminder emails sent
• Team hours: Total hours spent on onboarding per month

Target Metrics:

• 70% reduction in time per client
• 90%+ completion rate
• 50% reduction in time to first payment
• 80% reduction in manual follow-ups

Common Objections and Solutions

"Automation will make us look impersonal"

Solution: Automation actually allows you to be more personal. With time saved on administrative tasks, you can focus on building relationships, providing strategic guidance, and delivering exceptional service.

"Our clients prefer personal touch"

Solution: Automation doesn't eliminate personal touch it enhances it. You still have conversations, but they're more strategic and less about logistics. Clients appreciate the professional, organized experience.

"It's too expensive"

Solution: Calculate your hourly rate and multiply by hours saved. Most agencies save $500-1,500 per month in time costs, making automation tools highly cost-effective.

"We don't have time to set it up"

Solution: Initial setup takes 2-4 hours, but you'll save that time back with your first client. Most platforms offer templates to get started quickly.

Best Practices for Maximum Time Savings

1. Start with Templates

Don't build from scratch. Use pre-built templates and customize them to match your process.

2. Automate Everything Possible

If a task is repetitive, automate it. This includes reminders, invoicing, document collection, and notifications.

3. Use Conditional Logic

Create workflows that adapt based on client responses. This reduces manual decision-making and ensures the right steps for each client.

4. Integrate Your Tools

Connect payment processors, scheduling tools, and other services to eliminate manual data entry and switching between platforms.

5. Monitor and Optimize

Regularly review your workflows to identify bottlenecks and opportunities for further automation.

The Bottom Line

Onboarding automation isn't just about saving time it's about scaling your business, improving client experience, and focusing on what matters most: delivering exceptional service.

Key Takeaways:

• Manual onboarding consumes 10-15 hours per client
• Automation can reduce this to 3-4 hours (70% savings)
• The time saved allows you to take on more clients without hiring
• Automation improves consistency and reduces errors
• Clients appreciate the professional, organized experience

Ready to Save 70% of Your Onboarding Time?

If you're ready to transform your client onboarding process and save 70% of your time, start your free trial with Onboardly. Our platform provides everything you need to automate onboarding workflows, from contract signing to payment processing.

Get started in 5 minutes and see how automation can transform your business.

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Want to learn more about onboarding automation? Check out our onboarding features page or book a demo to see it in action.