InterMeta Service
Turn a 3 week onboarding process into 3 days. We build automated systems that collect documents, send reminders, update your CRM, and keep clients informed without the manual follow up.
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Live workflow
Hover or tap each step to see what runs automatically in the background.
The Challenge
Every new client should be a win. But often, it marks the beginning of an administrative juggle: chasing documents, sending reminder emails, copying data between systems, and managing delays.
These repetitive tasks take time away from the work that actually matters. Clients can become frustrated before they have even started working with you. And the longer onboarding takes, the higher the risk they will disengage before seeing results.
The reality is that most of this work follows the same pattern. The same emails, the same document requests, the same follow ups, repeated for every single client.
There is a better way.
The Solution
We build custom systems that handle your entire onboarding workflow, from initial meeting to fully onboarded client, without manual intervention.
Digital forms that adapt based on client responses. Conditional logic ensures you collect exactly what you need, nothing more, nothing less. Data flows directly into your CRM.
Clients receive personalised requests for required documents. The system tracks what has been submitted, sends reminders for missing items, and notifies your team when everything is complete.
Both your team and clients see real time progress. A client portal shows exactly where they are in the process, what is pending, and what is next, reducing where are we emails to zero.
Every action updates your systems automatically. New clients appear in your CRM, tasks get created for your team, and nothing falls through the cracks.
How it works
After your initial meeting with the client, their details are captured in your CRM. This triggers the automation sequence and begins preparing your proposal.
A customised proposal is generated based on the meeting notes and client requirements. Once approved, it is sent to the client for review and acceptance.
The moment a contract is signed via DocuSign, PandaDoc, or your tool of choice, the onboarding automation triggers. A welcome email is sent and intake forms are delivered.
Clients complete intake forms at their own pace. Smart reminders go out if they stall. All responses sync to your CRM and project management tools automatically.
Required documents are requested based on the client profile. The system tracks submissions, validates file types, and follows up on missing items without your team lifting a finger.
When all prerequisites are complete, your team gets notified. A task is created, the client file is ready, and the kickoff meeting can be scheduled, often days ahead of schedule.
Results
Based on implementations across financial services, consulting, and professional services organisations.
"We used to dread new client intake. Now it runs itself. What took 3 weeks of back and forth now happens in less than a week, and our clients actually thank us for how smooth it is."
Before and after
| Metric | Before | After |
|---|---|---|
| Time to onboard | 2 to 3 weeks | 3 to 5 days |
| Manual emails per client | 15 to 20 emails | 0 emails |
| Document follow ups | 5 to 8 reminders | Automated |
| Data entry errors | Common | Eliminated |
| Client visibility | None | Real time portal |
| Staff time per client | 8 to 10 hours | 1 to 2 hours |
Book a free 30 minute assessment. We will map your current process, identify automation opportunities, and show you exactly what is possible.
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