AGENTIX · AUTOMATION LIVE IN 3-5 BUSINESS DAYS / 2026
← All 10 automations § Automation · for Agencies / professional services

New client signed. Their workspace exists before you hit send.

Your team spends 5–10 hours manually building project boards, chasing intake forms, and copying data between platforms for every new client.

Scope this for my team → Book a 30-min call
Live · deploy in 3-5 business days
The path, in brief · full flow below
  1. 01Google Sheets row write triggers the workflow
  2. 02Service type routes to the correct board template
  3. 03Trello board cloned from master template via API
  4. 04Cards customised with client-specific data
  5. +3 more →
0 hrs Manual onboarding admin per client first-party build
<5 days Kickoff-ready from signature industry benchmark
23 pts Early churn reduction potential industry benchmark
1 → 100 Client capacity, same headcount first-party build
first-party / client deployment industry benchmark
§ The shift

What changes the day
this goes live.

No jargon. Here's the before, and the after, for the people who feel it every day.

Today, without it
  • The intake form goes out late, and comes back half-empty
  • Every client board is built from scratch in Trello or Asana
  • Clients feel dropped into a void after signing
  • Manual onboarding doesn't scale past five concurrent clients
From day one, with it
  • 0 hrs Manual onboarding admin per client
  • <5 days Kickoff-ready from signature
  • 23 pts Early churn reduction potential
  • 1 → 100 Client capacity, same headcount
§ Where it earns its keep

Signed at 4pm.
Onboarded by 4:05.

The post-sale scramble, automated, tuned to your stack.

The moment

“Every new client kicks off the same manual setup scramble.”

What the AI does
  • Provisions the workspace and folders
  • Clones your project board and templates
  • Sends the welcome and kickoff booking
The winA flawless first impression, every time, in minutes.
The moment

“Onboarding is inconsistent and your CSMs are the bottleneck.”

What the AI does
  • Creates accounts and seats automatically
  • Triggers the right onboarding sequence
  • Schedules the kickoff and logs it to CRM
The winFaster time-to-value, without a CSM doing setup by hand.
The moment

“New matters need intake, folders and a dozen emails.”

What the AI does
  • Spins up the client file and checklist
  • Sends intake forms and engagement docs
  • Notifies the team it’s live
The winDay one done before the welcome call.
The moment

“Every new member is a manual welcome and access grant.”

What the AI does
  • Grants access to the right resources
  • Sends the onboarding sequence
  • Adds them to the right cohort
The winA premium welcome that runs itself at any volume.
The moment

“Renewals and new signs need the same setup each time.”

What the AI does
  • Standardises every provisioning step
  • Removes the copy-paste setup
  • Logs everything for the team
The winConsistent onboarding that never depends on who’s free.
How it works

AI in the loop,
not Zapier with steps.

Every step is a real decision: read the context, make the call, take the action. Here's the path, end to end.

FIG.01, the execution path · 7 steps, fully automated
01 Google Sheets row write triggers the workflow
02 Service type routes to the correct board template
03 Trello board cloned from master template via API
04 Cards customised with client-specific data
05 Client invited as board member via Trello API
06 Personalised welcome email sent from account manager's address
07 Google Sheets tracking row updated with board URL
Client Onboarding Automation, the real production workflow
FIG.02, the actual workflow running in production · not a slide drawing
Built with n8n (orchestration)Google Sheets (intake source of truth)Trello API (board provisioning)Outlook / Gmail OAuth (welcome email)
§ Honest fit

Right for you?
Straight answer.

We'd rather tell you it's the wrong build than ship you the wrong build.

A strong fit if
  • You onboard at least 3–4 new clients per month and the process is consuming 15+ hours of staff time that could be directed at delivery.
  • You already use Google Sheets, even informally, as part of your sales or client-tracking workflow, or your CRM can export to it.
  • You use Trello as your project management layer, or are willing to adopt it for client-facing project boards alongside your internal tools.
  • Your service lines are defined clearly enough that you can describe what a 'standard onboarding' looks like for each one, there is a template to build from.
  • You have lost a client in the first 90 days and when you traced it back, the onboarding experience, slow setup, no visible roadmap, chased intake, was a contributing factor.
Probably not, if
  • Every single client engagement is genuinely bespoke with no repeatable structure, the automation assumes a template to clone. Highly custom, one-off project studios are not the right fit.
  • You onboard fewer than 1–2 clients per month and the manual process takes under 2 hours, the build investment does not recover within a sensible timeframe.
  • You need client onboarding deeply integrated with a heavily customised enterprise PSA like ConnectWise or Autotask with complex provisioning rules, that is a different scope and a different budget.
Usually deployed by Agency Owner · 5–25 person digital or marketing agencyHead of Operations · Marketing or brand consultancyDirector of Client Services · Web studio or development shopMSP Business Owner · 10–50 managed service accountsAccount Director · Growth-stage creative or performance agency
§ Talk it through

Not sure it's the right build?
That's the 30-minute call.

We scope it against your real stack and tell you honestly if a simpler fix wins. Built and shipped by the Agentix engineering team, who we are →.

Scope this build → Start with a $5K ops audit
Where this sits Solution Rapid Automations Service Operations audit Service AI assurance, eval & regression Index All 10 documented builds
§ What you get

Live in 3-5 business days.
Yours on day one.

Scoped, built, QA'd and handed over, self-hosted, documented, owned by you. No per-seat fees, no lock-in.

Day 1
  • 30-minute scoping call, map service lines, current board structure, and intake data fields
  • Audit existing Trello boards to identify master template structure per service line
  • Define exact fields to pull from Google Sheets and map to Trello card injection targets
Days 2–3
  • Build master Trello template board(s), one per service line, with pre-populated lists, cards, checklists, and relative due-date offsets
  • Build full n8n workflow: Sheets trigger → Switch routing → copyBoard → rate-limited card update loop → member invite → personalised email → tracking write
  • Configure Trello rate-limit handling in the sequential card update loop
Day 4
  • QA across all configured service types, branding, web build, SEO retainer, and any additional lines
  • Edge case testing: missing email field, duplicate row trigger (deduplication check), existing Trello account handling, invalid member email
  • Rate-limit stress test on boards with 15+ cards in Onboarding list
Day 5
  • Deploy to client's n8n instance (self-hosted or n8n.cloud), live in production
  • Handover documentation: trigger setup, full workflow walkthrough, how to add a new service line template
  • Live walkthrough call, client team activates first real onboarding while we observe
Get started

Want this running
in 3-5 business days?

Tell us how the process works for you today. We'll scope it against your exact stack in 30 minutes, and tell you honestly if it's the right build.

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AGENTIX TECH · Client Onboarding Automation · self-hosted · you own it