New clients wait on internal handoffs
Sales closes the deal, then the client waits while someone emails ops, finance, and support.
Client onboarding automation that doesn't break at the first exception.
We put forms, documents, checks, approvals, account setup, and messages into one flow. Your team sees where every new client is, and steps in only when something needs a decision.
Teams we've built for
One flow
From signed contract to first use
Every step, owner, and status in one place.
4–8 wks
Typical first release
Most first releases reach users 4–8 weeks from kickoff.
Your repo
Code your team can run
Keep the flow and the runbook, or keep us on after launch.
Similar work, already live
“They rebuilt our onboarding, which was half manual and half Zapier flows that kept breaking, and support tickets went way down after that.”
“The agent they built handles sending files and following up with clients, which used to take one of us two full days a week.”
“We'd been putting off automating our reporting for ages and they had it done in about three weeks.”
Founded by Colin Burke in 2018.
Why onboarding is a good first process to automate
Onboarding touches more systems than almost any other process. Every new client needs the same steps, but each one stalls somewhere different: a missing document, an approval nobody saw, an account nobody created.
Many teams patch it with chained no-code flows. That works until a step fails and nobody is told. We build the flow so every step is visible, every failure raises an alert, and a person picks up the cases the rules don't cover.
Signs your onboarding needs work
Good candidates have a clear start and finish, the same core steps for every client, and a team that chases the gaps by hand.
Chained Zapier flows fail quietly
A step breaks, nothing alerts anyone, and the client notices first.
Documents are chased by email
Someone checks inboxes for forms, IDs, or contracts and follows up by hand.
Nobody can say where a client is
Status lives in a spreadsheet, a CRM field, and three people's memory.
How an onboarding project runs
We follow real clients through the current process before we automate any step.
- / 01
Trace recent onboardings
We follow a few recent clients from signed contract to first use and note every handoff, wait, and workaround.
- / 02
Agree the steps and owners
Each step gets a rule, a system, and a person who decides when the rule doesn't fit.
- / 03
Build the flow
Forms, document checks, approvals, account setup, and messages run in one place with a visible status.
- / 04
Switch over in stages
New clients go through the new flow first. The old process stays until the new one has handled the usual exceptions.
What the onboarding flow includes
Every step from signed contract to first use, connected and visible.
- One intake for client details and documents
- Document checks, with unclear files sent to a person
- Approvals routed to the right owner, with reminders
- Accounts and records created in your CRM, billing, and product
- Welcome and reminder messages sent at the right step
- A status view, alerts on failed steps, and a runbook
Where AI fits in onboarding
Most onboarding steps are rules. A model helps with the steps that involve reading.
Rules do the routing
Who approves, which accounts to create, and which message to send come from rules you can read and change.
Models read the documents
A model can read forms, IDs, and contracts, pull out the fields, and send anything unclear to a person.
Onboarding flows teams automate
Each has a clear start, a clear finish, and the same core steps every time.
B2B client onboarding
From signed contract to live account: kickoff forms, access, billing, and the first welcome email.
Customer verification
Identity and business checks, document review, and a record of every approval.
Vendor and supplier onboarding
Tax forms, bank details, contracts, and approvals collected before the first purchase order.
Employee onboarding
Accounts, equipment, documents, and first-week tasks set up from one start date.
Three fixed-price ways to start
Start with something real users can try. Then decide if it's worth going bigger.
Sprint
1 week$5,000
Trace your current onboarding and ship one automated step, such as document intake.
MVP
~1 monthFrom $20K
One onboarding flow end to end: intake, checks, approvals, accounts, messages, and handover.
Scale-up
2+ months$75K–$250K
Onboarding across several products, regions, or teams, with compliance controls.
Questions before we start
Can you replace our Zapier or Make flows?
Yes, when they keep breaking or can't handle your exceptions. We keep the steps that work and move the rest into code with alerts and logs.
Does it work with our CRM?
Usually. We connect through the CRM's API, and the CRM stays your system of record.
What happens when a client doesn't fit the rules?
The flow stops at that step and assigns it to a person with the details. It waits for a decision. It doesn't guess.
Can it run KYC or compliance checks?
It can run the checks you already use and keep a record of each decision. The approval rules come from your compliance owner.
How long does onboarding automation take?
Most first releases reach users 4–8 weeks from kickoff. A single step, such as document intake, can ship in a one-week sprint.
How much does onboarding automation cost?
A one-week sprint is $5,000. A full onboarding flow usually fits the MVP tier, from $20,000. We agree the price before we start.
galactus / contactaccepting projects
Show us where new clients get stuck.
Tell us the steps from signed contract to first use, and where they stall. We'll tell you what we'd automate first.