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Workflow #002: New Customer Onboarding

The Goal

A new customer signs the agreement.

Instead of someone manually creating folders, sending emails, assigning tasks, scheduling kickoff meetings, and updating half a dozen systems...

Everything happens automatically.

Tools Connected

  • HubSpot (or Salesforce)

  • PandaDoc / DocuSign

  • Gmail

  • Google Drive

  • Slack

  • Asana

  • Google Calendar

  • QuickBooks / Xero

Step 1

The Trigger

A customer signs a proposal in DocuSign.

↓

PlatypusOS detects the completed signature.

Step 2

Customer Record

The workflow:

  • Creates the customer in your CRM

  • Updates lifecycle stage

  • Stores the signed agreement

  • Adds important dates

Step 3

Project Setup

Automatically:

  • Creates the project in Asana

  • Generates project tasks from a template

  • Assigns work to the correct team

  • Sets due dates

Step 4

File Organization

Creates:

Google Drive Acme Inc. Contracts Assets Deliverables Meeting Notes Invoices

Everything is organized before anyone touches it.

Step 5

Welcome Email

Writes a personalized welcome email.

Includes:

  • Introduction

  • Timeline

  • Next steps

  • Kickoff scheduling link

  • Team introductions

Step 6

Kickoff Meeting

Checks everyone's calendars.

Finds available times.

Creates the meeting.

Invites everyone.

Step 7

Internal Notification

Posts to Slack:

🎉 New customer signed!

Customer

Value

Account owner

Kickoff date

Project links

Step 8

Accounting

Creates the customer.

Generates the first invoice.

Notifies accounting.

Benefits

Instead of 20–30 minutes of repetitive setup work, the team starts with everything ready to go.

The customer gets a faster, more professional onboarding experience, internal teams have the information they need immediately, and nothing falls through the cracks.