New client onboarding was manual and inconsistent — project plans had to be written from scratch each time, kickoff calls got missed without follow-up, and there was no structured way to keep clients updated week to week.
We built an end-to-end n8n system that takes a new client intake form, pulls the matching service SOPs, and uses AI to generate a tailored project plan and onboarding email automatically — then keeps the relationship on track with automatic day-2 kickoff reminders and weekly AI-written check-in emails, all logged back to a central client tracker.
What we did
Here's how we approached A multi-service creative agency's project, step by step.
New client form to AI-generated project plan built from internal SOPs
Automated onboarding email to the client plus an internal copy to the agency
Daily check for clients 2+ days post-welcome, then an AI-written kickoff reminder
Weekly automated check-in emails with deliverables tracking
Central client and communications log across the full lifecycle
Results & impact
- Onboarding time cut from hours of manual writing to minutes
- Zero missed kickoff follow-ups
- Consistent weekly client communication with no manual effort
- Built to plug into any CRM or storefront — WordPress, Shopify or custom stacks
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