How to Perfect Your Proposal and Onboarding Process for Client Success
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Ever wonder what separates a smooth client experience from a chaotic one?
It all starts with your proposal and onboarding process! In the fast-paced world of event professionals, a seamless onboarding experience can make all the difference between a satisfied, returning client and one left feeling confused or overwhelmed. Your onboarding process is the first impression of how smoothly your business runs, and it sets the tone for the entire client relationship.
In this blog post, I’ll walk you through everything you need to create a client experience that’s both smooth and memorable. From defining your onboarding goals to setting up efficient workflows, and utilizing power tools like CRMs and automation systems, this guide will help ensure your clients feel confident and supported every step of the way.
Tools, Strategies, and Automation to Set Your Event Business Apart
Defining Your Onboarding Goals
Before you jump into the logistics of your onboarding process, take a step back and ask yourself:
What do you want to achieve with onboarding?
This is more than just a checklist — it’s your opportunity to showcase your brand values, set clear expectations, and set the tone for a successful client relationship.
Onboarding should reflect who you are as a business and how you care for your clients. Whether it’s your prompt communication, attention to detail, or commitment to delivering excellence, these elements should shine through. By defining your goals, you’re ensuring that every step your clients take is intentional and aligned with their needs.
Consider setting milestones throughout the process. For example:
Do you want your clients to feel educated and empowered by the end of onboarding?
Are there specific deliverables you want to be completed by certain dates?
By having clear goals, you can design a process that guides clients smoothly from contract signing to project completion.
A well-defined onboarding process not only ensures your clients know what to expect, but also leaves them feeling confident in their decision to work with you.
Key Elements for a Successful Proposal & Onboarding Process
A well-structured proposal and onboarding process is crucial for setting your clients up for success from the very beginning. Here’s a breakdown of the core elements that will keep your process smooth, professional, and client-focused:
Clear Communication Channels - Establish open lines of communication early on. Whether it’s through email, a CRM system, or scheduling tools, make sure your clients know how to reach you and what the process looks like at each stage.
Proposal Setup - Create and customize proposals that include your services, contract, and invoice. Platforms like HoneyBook or Dubsado make it easy to combine these elements into one document. Be sure to track and follow up as needed to keep the momentum going.
Automated Reminders & Follow-ups - Keeping clients on track can be time-consuming, but automated reminders and deadlines can help. Automate follow-ups if a proposal isn’t completed within a set timeframe, and archive proposals that remain inactive. This keeps things organized and moving forward.
Client Education & Resources - Don’t leave your clients guessing. Provide welcome packets, video tutorials, or written guides to introduce them to your process and answer common questions These resources help set the tone and empower your clients right from the start.
Setting Clear Expectations - Make sure clients understand key milestones, deadlines, and the overall project timeline. Define how and when they will receive updates, deliverables, or need to provide information. This transparency helps eliminate confusion and fosters a stronger working relationship.
Tools to Streamline Your Proposal & Onboarding Workflow
To create a smooth proposal and onboarding process, the right tools are essential. Let’s break down how different categories of tools can help streamline your workflow:
Project Management Tools - Platforms like ClickUp and Asana help you manage takes, timelines, and client projects efficiently. They keep everything organized and ensure nothing falls through the cracks.
Payment Processors - Integrating systems like Stripe, Wave, PayPal, or Square simplifies invoicing and payment collection, offering clients secure and easy-to-use payment methods.
Contract Management - Tools like DocuSign enable you to send, sign, and manage contracts digitally, speeding up the agreement process and keeping everything organized in one place.
Automation Platforms - Zapier connects various apps to automate repetitive tasks, such as sending follow-up emails or moving documents between platforms.
Now if you’re looking for a more all-encompassing solution, CRM systems like Dubsado and HoneyBook combine most of these features into one platform. Both tools are designed to streamline your client workflows, form proposals to contracts, and automating client onbaording.
If you’re unsure which CRM is right for you, check out my blog post comparing Dubsado and HoneyBook for event professionals, where I break down the differences between both. Or, read my detailed review of Dubsado to explore its powerful customization features, and dive into my HoneyBook guide for those who prefer a more streamlined, user-friendly experience.
Here’s a basic example of how I’ve set up my own onboarding workflow in Dubsado:
Proposal Workflow
Edit proposal (this includes the proposal, contract, and invoice)
Personalize email to be sent with details from the discovery call.
Send proposal and update status to Proposal Sent.
Send a reminder email if not completed in 3 days.
Send a reminder email if not completed in 5 days.
Archive the proposal if not completed in 14 days and update status to Archived.
If completed, update status to Client and being the Onboarding workflow once the invoice is paid in full.
Onboarding Workflow
Send welcome email and guide book along with appointment scheduler to schedule kickoff call.
Prepare Google Drive folder for the client and portal.
Send a reminder to schedule the kickoff call if not completed in 5 days.
Conduct the kickoff call with the client.
Send a “How are we doing?” survey 30 days after the invoice was paid in full.
By using an all-in-one CRM platform like Dubsado or HoneyBook, you can automate both proposal and onboarding tasks, ensuring a smooth experience for both you and your clients.
Elevating Client Success Through Personalization
Making your clients feel like VIPs starts with a personalized onboarding process tailored to their unique needs. Customizing everything from your communication style to the resources you provide sets the tone for a positive, long-lasting client relationship.
Small touches like personalized welcome emails, customized guides, and thoughtful follow-ups can make a big impact. Gathering feedback through surveys or casual check-ins throughout the onboarding process also helps you continuously refine your approach, ensuring every client feels heard and valued.
By putting personalization at the forefront, you’ll foster stronger relationships and improve client retention.
Streamline Your Proposal & Onboarding for Client Success
A well-structured proposal and onboarding process is essential for setting the tone with your clients and ensuring long-term success. By defining clear goals, incorporating essential steps, utilizing powerful tools, and personalizing the experience, you can deliver an exceptional client journey form the very start.
Ready to take your business to the next level? Book a VIP Day Experience with me, and let’s work together to create an onboarding process that runs seamlessly and elevates your client experience for long-term success!
