Abdul Hadi
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Case study · Client onboarding

A US bookkeeping practice that onboards clients without the manual setup

LiveBookkeeping and accountingUnited StatesZapier + GoHighLevel
The client

A bookkeeping firm with a team behind every client

A US bookkeeping practice where each new client is served by a bookkeeper, a client success manager and a manager. Proposals are sent and approved in Anchor, and the work runs across Slack, Asana, Double and Google Workspace.

The problem

Every approved proposal started a long list of manual setup

  • Team assigned by hand. The bookkeeper, CSM and manager were picked and told one by one.
  • Channels built by hand. Slack channels were created and people notified manually.
  • Kickoff and folders by hand. The kickoff call, client folder, docs, file sharing and emails were all set up manually.
  • No CRM. There was nowhere central to track clients, so details got missed.
The system

An approved proposal sets everything else in motion

TriggersAnchor proposalAssignment formAcuity bookingAsana task doneDaily schedule
EngineZapierworkflows, code steps and pathsZapier Tablesclient types and records
Client recordsGoHighLevelcontacts and pipelineDoubleclients and reviewing days
Work and teamSlackAsanaGoogle DriveGmailGoogle Calendar
The workflows

Automations grouped by the job they do

Screenshots from the live Zapier workflows. Staff names are blurred. Tap any image to enlarge.

01

New client setup

New client setup in Zapier, staff name blurred

From approved proposal to a ready workspace

TriggerA proposal is approved in Anchor

  1. Look up the client type in Zapier Tables and clean the incoming data with a Code step
  2. Open a dedicated Slack channel, invite the team and alert billing and the new channel
  3. Create the client folder in Google Drive
  4. Spin up the Asana project from a template and fill in its key links
  5. Add Gmail labels for the client
  6. Create the contact in GoHighLevel and place it in the pipeline
  7. Put the kickoff call on Google Calendar
  8. Remind the team in Slack to add key links, then copy starter files into the client folder
  9. Build a team assignment form link and post it in Slack
AnchorZapierSlackGoogle DriveAsanaGmailGoHighLevelGoogle Calendar
02

Team assignment

Team assignment flow in Zapier

Assign the bookkeeper, CSM and manager in one form

TriggerThe VA or owner submits the team assignment form

  1. Normalize the form answers with a Code step
  2. Add the assigned people to the client Slack channel
  3. Create the client in Double and set its properties, including reviewing days
  4. Update the GoHighLevel contact through a webhook
  5. Rename the Asana project and hand tagged tasks to the right people
  6. Update the client record in Zapier Tables and post a Slack update
ZapierSlackDoubleGoHighLevelAsana
03

Kickoff call

Kickoff call booking

TriggerThe client books a kickoff call in Acuity

  1. Prepare the appointment details with a Code step
  2. Find the kickoff call tasks in Asana and update them
  3. Let the team know in Slack
AcuityZapierAsanaSlack
04

Staying on track

Asana task watcher with two paths

Onboarding task watcher

TriggerA task is completed in Asana

  1. Filter for tasks that belong to a tracked client project
  2. Find the matching client in Zapier Tables
  3. Split into paths for client access status or processing notes, such as the client finishing the organizer
  4. Send the right Slack message for each path
AsanaZapierSlack
Daily overdue check posting to Slack

Daily overdue alert

TriggerEvery day on a schedule

  1. Pull overdue tasks from Double and Asana
  2. Keep only tasks that are truly overdue
  3. Send a Slack digest so nothing slips
ZapierDoubleAsanaSlack
The CRM

GoHighLevel, set up from scratch

The firm had no CRM before this project. I set up GoHighLevel for them with custom fields, tags and pipelines, so every new client lands as a contact in the right stage and stays updated as the team is assigned.

What it does

Setup that runs itself, and a team that hears about it

The system is live and has onboarded its first client. Screenshots show workflow structure only.

  • One approval starts it all. Channel, folder, project, labels, contact and kickoff event are created together.
  • One form assigns the team. The right people join the channel and get their tasks in Asana and Double.
  • Progress is visible. Kickoff bookings and finished tasks post straight to Slack.
  • Nothing sits overdue quietly. A daily digest flags late tasks from Double and Asana.
Built with
ZapierSlackAsanaGoHighLevelDoubleGoogle DriveGmailGoogle CalendarAcuityAnchor
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