✅
CLIENT ONBOARDING CHECKLIST
What happens after you close the deal
1Collect Payment & Sign Contract
Before anything starts, you need:
- Signed service agreement/contract
- Setup fee payment collected (or payment plan confirmed)
- First month payment collected (or billed on contract start date)
Payment Methods:
- Credit card (preferred)
- ACH bank transfer
- Check (setup only, not recurring)
2Collect Client Information
Send the client intake form or collect:
Business Information
- Business name (legal name)
- Business address
- Phone number
- Email address
- Website URL (if existing)
- Industry/business type
Contact Information
- Primary contact name
- Primary contact email
- Primary contact phone
- Secondary contact (optional)
Domain & Hosting Access (if applicable)
- Current domain registrar (GoDaddy, Namecheap, etc.)
- Domain login credentials
- Current hosting login (if migrating)
Branding Assets
- Logo files (PNG, SVG preferred)
- Brand colors (hex codes if available)
- Photos of business/team/products
- Existing marketing materials
Website Content
- About the business (who they are, what they do)
- Services/products offered
- Contact information to display
- Social media links
- Any specific content they want included
3Handoff to Production
After collecting client info:
- Log the deal in CRM (Sales Pipeline → Closed Won)
- Create client record in CRM
- Upload all client assets to shared folder
- Notify production team (Joshua) with details
Include in handoff:
- Client name
- Package purchased
- Add-ons included
- Contract term
- Target launch date
- Special requests/notes
Standard Timeline
Landing Page
1 week
Starter
2-3 weeks
Growth
3-4 weeks
Domination
4-6 weeks
4Client Communication Schedule
Day 1 (After signing)
- Send welcome email
- Confirm receipt of payment
- Request missing intake info
Day 3
- Follow up on missing items
- Confirm production has started
Week 1
- Send progress update
- Share initial designs
Pre-Launch
- Schedule review call
- Get design/content approval
- Confirm launch date
Launch Day
- Notify client site is live
- Walk through the site
- Explain support contact
Week 1 Post-Launch
- Check in on satisfaction
- Ask for referrals
- Request Google review
5Welcome Email Template
Subject: Welcome to Gideon Codeworks!
Hi [First Name],
Welcome to Gideon Codeworks! We're excited to work with you.
Here's what happens next:
1. Our team is reviewing your information and will begin work on your [package name] within the next 24-48 hours.
2. You'll receive a progress update within the first week.
3. Target launch date: [date]
If you haven't already, please send us:
- Your logo files
- Any photos you'd like on your website
- A brief description of your business
You can reply to this email or reach us at:
- Email: [support email]
- Phone: [phone number]
We're thrilled to have you as a client!
Best,
[Your Name]
Gideon Codeworks
6Add-On Specific Onboarding
Social Media Management
- Social media login credentials (or add as admin)
- Brand voice guidelines
- Content themes/topics
- Products/services to promote
- Any content restrictions
Google Ads
- Target location(s)
- Target keywords (if known)
- Monthly ad budget (in addition to management fee)
- Google Ads account access (or we create one)
SEO (Organic or Growth)
- Target keywords (if known)
- Competitors to outrank
- Service areas/locations
- Google Business Profile access
E-commerce
- Product list with descriptions
- Product photos
- Pricing
- Shipping information
- Payment processor preference (Stripe/PayPal)
- Inventory management needs
7Internal Tracking
Update CRM
- Move deal to "Closed Won"
- Log commission amount
- Set recurring commission reminder
- Create client record
- Add contract end date reminder
Documentation
- Save signed contract
- Save payment confirmation
- Log all client communications
- Note any special agreements/promises made
Common Issues & Solutions
Client isn't responding to intake requests
→ Wait 2 days, then call directly. If no response in a week, put project on hold. Document attempts to reach them.
Client wants changes after signing
→ Small clarifications: Handle normally. Scope changes: Discuss with Joshua, may require contract amendment.
Client is unhappy during production
→ Address concerns immediately. Loop in Joshua if needed. Document all issues and resolutions.
Payment issues
→ First month failed: Contact client immediately. Recurring failed: Automatic retry, then contact. Disputes: Escalate to Joshua.
Your Commission Timeline
- Setup commission: Paid after first payment clears
- Monthly commission: Paid monthly as long as client stays active
- Commission on hold if: Payment fails, contract dispute
Questions? Contact Joshua directly.