Customer Onboarding
A deal gets marked closed on a Friday. By Monday this agent has read the client's intake answers and drafted the first two weeks around them — the welcome message, the access and document requests, the kickoff recap, the day-3 and day-7 check-ins. Nothing sends on its own outside a scope you define. Every draft lands in a queue for a person to read, edit, and send.
Yours outright — no required subscription.
Every agent is built for your business — your systems, your approval chain, your way of working. We scope it on the call.
If this sounds too technical, don't worry. We take care of everything for you.
- Private VPS deployment. This agent runs on a server that belongs to you, not a shared cloud tenant. Your clients' intake answers and signed agreements stay on your box.
- A technician agent alongside it. Every hire ships as a pair: the Customer Onboarding Agent drafting the sequence, and a VPS-technician agent on the same box keeping it patched, backed up, and monitored. You're not hiring one thing, you're hiring a small team of two.
- Connection to where deals close and clients reply. Wired into your system of record and the channels your clients actually answer in, so a closed deal starts the sequence without anyone forwarding anything to it.
- Your onboarding steps, mapped once. Your access list, your document checklist, your check-in cadence, your escalation rule for what always goes to a person. Configured during setup so it drafts your process, not a generic 30-day template.
- Security hardening. Private VPN, firewall, and encryption configured on your server before it reads a single client record.
- A live walkthrough, then 14 days of priority support. We show you on a call exactly what each agent does and where it's supposed to stop, then stay on for 14 days after launch to tune it against your real client mix. After that we remove our own access.
- You own everything — the server, the agent, the code it runs on.
Not sure it fits? Check fit in 90 seconds in the free assessment chat.
Who this is for
- You run a 12–40 person agency where the welcome email gets rebuilt from whatever the last one looked like in someone's sent folder, and the onboarding checklist is a page only your ops person opens — so when she's out, nobody can say who's stuck on what.
- You're a bookkeeping or accounting firm where month-one work can't start until the engagement letter, the tax form, and read-only bank access are all in, and one blank field quietly stalls a client for three weeks before anyone notices.
- You hand off from sales to delivery in a chat message. The person who sold the work knows what was promised; the person delivering it reads the contract and guesses at the rest, and the client hears two different versions of the first 30 days.
- You're a clinic, a practice, or a contractor where the paperwork is supposed to arrive before the first appointment or the first site visit, and you find out at the door that it didn't — burning 25 minutes of a booked slot on forms.
How it earns trust
The failure mode of AI in onboarding isn't that it writes a bad message — you'd catch that one. It's that it writes a good one, confidently, off an intake form that said almost nothing, and you can't tell which lines came from the client. This agent bets the other way: every draft shows its source.
Every draft is stamped against its source
Which deal record it fired from, which step of the sequence it is, which template it started from, and which intake answer each personalized line came from. The intake answers sit next to the draft in the review queue, so the person approving can see in one screen whether "your Q3 rebrand" is something the client wrote or something the agent inferred.
One onboarding record per client
Every step, when it was drafted, who approved it, when it went out, and what came back, on a single page. At any moment you can open it and see exactly where a client is stuck and who touched it last, without asking the one person who usually knows.
Nudges carry their evidence
When it flags a stall it records the reason — no reply in seven days, intake field still blank, access request never accepted — rather than just asserting someone is late. And because nothing leaves without a named human on it outside the scope you cleared, the send log has a person's name on every line.
None of this makes the agent right more often; it makes a wrong draft something you can find, on one page, before the client does.
Pairs well with
These share a workflow with this role. Tick any to add them to your setup.
Clients go quiet right after they sign and I don't notice for two weeks. Does this catch that?
It watches the gap and drafts a nudge instead of letting the sequence go silent, and it records why it flagged the stall — no reply in seven days, intake field still blank, an access request never accepted. What it can't do is tell a stall from a deliberate pause. A client waiting on their board or a permit looks exactly like a client who forgot, and anything agreed on a phone call and never written into the record is invisible to it. That's why the nudge is a draft with its reason attached, not an automatic send.
We're three weeks in and still chasing logins. Will it actually get the access we need?
It drafts each access and document request, tracks which ones have been answered, and re-drafts the ones that haven't. Be clear on the limit: it can see messages, not reality. It knows a request went out and that someone replied. It does not know whether the analytics access granted was to the right property or whether the logo folder that arrived was the right one. One reply also isn't everyone's reply — a note back from the project lead can read as done while the billing contact is still sitting there.
Every welcome email gets rewritten because the last one is buried in a sent folder. How personalized is this?
It drafts from the client's actual intake answers, so the steps and the language match what they signed up for. The honest failure mode runs the other way: if the intake is three sentences of boilerplate, the agent will still produce something polished and personalized-looking that says nothing. That's harder to catch than an obviously generic template, which is why the intake answers sit next to the draft in the review queue for the person approving it.
Sales promised one thing and delivery heard another. Which version does the agent write?
Only what's in the record. It doesn't invent dates, deliverables, discounts, or scope the signed agreement and the intake answers don't support, and where the intake is ambiguous it flags the gap for a person instead of writing around it. Worth knowing: its trigger is only as good as your pipeline hygiene. A renewal, an upsell, or a deal marked closed before it's countersigned will start onboarding for the wrong client, so we scope the trigger carefully on the call.
Is it going to be emailing my clients without me seeing it?
No. Every message it writes — welcome, access request, recap, check-in, nudge — lands as a draft for a human to read, edit, and send. Auto-send is available only for the narrow set of messages you explicitly clear after watching it work. It also never runs the relationship: it doesn't take the kickoff call, doesn't negotiate, and anything that reads like a complaint, a scope question, or a cancellation goes to a person instead of getting a reply. And it never advances the record on its own — no stage changes, no marking onboarding complete, no countersigning, no collecting payment.
What's covered under the $1,997 setup, and what isn't?
One company, one system of record, one approval chain, and one onboarding sequence built from your real steps. Typically live about seven days from kickoff. If you run genuinely different onboarding for separate service lines or entities, that's a scoped conversation on the free 15-minute call rather than a price adjustment. Your existing approval chain stays exactly as it is — the agent adds a step, it never removes one.
Hiring more than one? A department on tap — the subscription puts a build team behind every request, agent after agent.