Client Onboarding

Stop losing clients during onboarding

We build custom AI systems that automate compliance, data ingestion, and team alignment for advertising and media onboarding.

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Industry Context

Advertising and media agencies run on tight campaign timelines. When a new client comes in, there's a pile of compliance work (GDPR, CCPA), scattered data across tools, and usually someone just left the team. Manual onboarding leads to errors, missed deadlines, and clients who start questioning whether they picked the right agency. You can't afford a slow start when the competition is one email away.

By the Numbers

8 days

average new client onboarding time for agencies

Deloitte Agency Ops, 2024

42%

of onboarding is manual brief and asset collection

Forrester Agency Report, 2025

50%

faster onboarding with AI intake workflows

McKinsey Marketing, 2024

The Problem

What you're dealing with

Pulling client data from five different places—CRM, spreadsheets, email threads—and manually copying it into one system.

Waiting days for internal stakeholders to approve assets and sign off on campaign briefs.

Filling out the same compliance and contract paperwork for every new client, with typos and missed fields every time.

Remote and hybrid teams can't see where onboarding actually stands without pinging three people.

A client changes scope mid-onboarding and everything has to be redone because there's no automated change tracking.

The Solution

How it works

We start by mapping your actual onboarding workflow—not the ideal version—through AI-driven interviews with your team. This shows us where handoffs stall, where data gets re-entered, and where compliance steps get skipped. We then build a custom AI system that pulls data from your sources, runs compliance checks, and notifies the right people at the right time. Our internal tooling lets us ship a working system in weeks, not months. It plugs into your CRM and project management tools, doesn't require new subscriptions, and typically cuts onboarding time by 30-50%.

Arc

Pulls data from your scattered sources and maps it into a single client profile automatically.

Wand

Runs approvals, sends notifications, and assigns tasks based on what's actually happening in the process.

In Practice

Before and after

Before

A new client sends campaign briefs via email. A coordinator manually enters data into the CRM, then emails legal for contract review. Legal replies with edits days later. The team uses shared spreadsheets to track asset collection, with version control issues. Onboarding takes 3+ weeks.

After

We built a custom AI system that reads client emails and documents, fills in the CRM, routes contracts for e-signature, and pings Slack when assets are missing. The system catches compliance gaps in real time and auto-generates status reports for clients. Onboarding now takes 5 days.

1 Client submits materials via email or portal.
2 AI parses and validates data, syncs with CRM.
3 Automated workflows assign tasks and send reminders.
4 System tracks progress and alerts on delays.
5 Client receives real-time dashboard access.

63%

faster onboarding

A mid-size media agency went from 21-day average onboarding to 8 days with the custom AI system we built.

FAQ

Common questions

How is this different from buying onboarding SaaS software?

We build a custom system that works with the tools you already use. You own it—no per-user fees, no vendor lock-in.

What if our onboarding process changes?

The system is built to be configurable by your team. For bigger changes, we help adapt the logic—no full rebuilds.

How do you handle data security and compliance?

Compliance checks like GDPR and CCPA are built directly into the workflow. All data stays in your environment. We never store client data.

What's the typical timeline from start to live system?

Most projects go live in 4-6 weeks. Discovery takes 1 week, build and testing 3-4 weeks, deployment 1 week.

Do we need technical resources on our team to maintain this?

No. Your operations team manages it through simple interfaces. We provide training and documentation.