Maven X Client & Project Onboarding Automation

TL;DR.

Maven X demonstrates how automation enhances client onboarding and project management by streamlining data integration, reducing manual tasks, and improving accuracy. The custom automation solutions boost efficiency and scalability, allowing businesses to meet growing demands.

---

Script Content

Introduction.

Hi, I’m Noah from Maven X. In this video we’ll see how Maven X uses automation to streamline our client onboarding process and project management through efficient data handling and seamless integrations.

This is part of our business automation series, where we showcase how automation has helped Maven X streamline operations, drive growth, and ensure precision. As you watch, consider how automation can save your business time, eliminate repetitive tasks, and enhance accuracy, ultimately boosting your productivity.

Problem Statement.

One common challenge businesses face is efficiently managing and integrating data across multiple platforms, which can be time-consuming and prone to errors. This is especially true when onboarding new clients and projects which require data input and synchronization across these platforms.

High Level Explanation.

That’s why we created our Client and Project Onboarding automation. This solution ensures that data flows seamlessly between our systems, reducing manual work and enhancing the accuracy and timeliness of our processes.

Demonstration.

Now this is a massive automation. let’s see how the automation works at a high level:

1. Webhook Trigger: The automation is triggered by an Airtable automation when a Maven X team member checks a box in our CRM. The Airtable automation then triggers the webhook. We even have an automation check in the CRM to ensure that all necessary information for the automation has been filled in and available before triggering the automation. Without this the automation will fail.
2. Create Client Portal Access: The first thing that happens is a Slack message to create the Maven X Client Portal account for any new accounts that are required. The Maven X Client Portal gives our clients access to everything they need during their projects as well as the Billing Portal.
3. Invoice Generation: The automation will then look to see if the client exists in Stripe. If they do they will generate both the deposit invoices as well as subscription invoices if required for the service. If the client is not found, it will create them in Stripe and follow the same process as before. All automations will include the Deal Airtable ID so that when the client pays, the deal can be associated to the invoice. If you want to see this automation, check out the Stripe Income to Airtable CRM Automation video.
4. Clockify Time Management: In this flow, we are creating our time tracking records for employees to manage the project time. It will first look to see if the Client exists in Clockify. If they don’t it creates a client then adds the new project name, and adds the Clockify Project ID back to the Deal record in Airtable for the Clockify Time synching. If you want to see this automation, check out the Project Time Management Integration to Our CRM video.
5. Welcome Emails: The automation then sends our clients a welcome email letting them know everything they can expect as a part of the onboarding process including any links they need, like for the Maven X Client Portal.
6. Noteworthy Events: The automation then makes a record in our CRM for new clients to record their anniversary date with Maven X. This allows us to send annual emails to our clients celebrating our anniversary. If you want to see this automation, check out the Noteworthy Events video.
7. Contract Generation: Depending on the contract type(s) that were selected in the CRM, the automation will route to each of the contract types, create a document record in the CRM, then generate the contract with our contract service eSignatures. This flow will also send a helpful email to the client letting them know to expect these contracts and how to read and look through them. Finally, if there are any specific placeholders in the documents that couldn’t be automated, Asana tasks are created for them.
8. Project Task Generation: Next up we have a lot of Asana modules! Depending on the business line and package the deal contains, we route there to create various tasks and to-do items specific for the service. This ensures that we never miss a task we need to perform.
9. Update Additional Deal Details: Last but not least, we update the Deal record with the current date and time that the deal was closed and update the onboard time to show in the automations section of our CRM Interface.

And that’s it!

Benefits Recap.

By automating this process, we gain a few benefits like:

• Efficiency: Without this onboarding process, other automations won’t work if all these records are missing information. The time it would take to manually do all this work would take a while. This allows us to onboard with the click of a button instead of hours of additional administrative work.
• Accuracy: Since all the information is driven from the CRM, we can ensure that the same information is placed in the right spot in all the various other locations and applications we are utilizing.
• Consistency: Consistent data management across platforms ensures that everyone in the team is on the same page, reducing misunderstandings and errors.
• Scalability: As the number of projects and clients increases, the automation handles the load without additional manual effort, adapting to your growing business needs. Over the course of years and many projects, the time savings is massive!

Maven X Services & AI Automation Assessment.

At Maven X, we specialize in crafting custom automations to meet your business needs. If you’re interested in automating your business, check out our free Client Automation Assessment tool. This tool allows you to input your specific challenges and goals, and our AI generates tailored automation solutions for your business. It’s the perfect starting point to explore how automation can enhance your efficiency and success.

If any of the suggested automations are what you’re looking for, or if your automation is more complex, reach out to us at [email protected] to speak with our automation experts.

Closing.

Thank you for watching! We hope this video has inspired you to consider the benefits of automation for your business. Be sure to check out our other videos for more automation solutions and success stories.

Ready to take the next step? Visit our website in the description to try the Client Automation Assessment tool and discover the perfect automation for your needs and to contact us.

Until next time, happy automating!