← Customer Onboarding

Build it yourself

Implementation instructions

Everything here is meant to be genuinely actionable—hand it to yourself, a developer, or your own AI coding tool. Nothing is held back to push you toward hiring us.

Setup checklist

  • 1.Write out today's exact onboarding sequence, step by step, including anything you sometimes skip
  • 2.Confirm which step is the real trigger for each downstream step (closed deal vs. paid invoice)
  • 3.Gather your existing contract, invoice, and welcome-email templates

Implementation sequence

  • 1.Trigger on 'deal marked closed' in your pipeline tool or spreadsheet
  • 2.Auto-send contract and invoice using your existing templates
  • 3.On payment webhook (Stripe or your processor), trigger account/folder creation
  • 4.AI drafts a personalized welcome email using the customer's package details
  • 5.Route the draft for a quick approval, then send
  • 6.Notify the internal owner (you, or whoever does delivery) that onboarding is complete

Architecture

  • Trigger 1: deal closed → send contract + invoice
  • Trigger 2: payment received (webhook) → create account/folder + draft welcome email
  • Approval gate → send welcome email
  • Completion → internal notification

AI instructions

Claude/ChatGPT instructions for the welcome-email step

Instructions / Skill content

Draft a welcome email for a new [BUSINESS NAME] customer. Use the customer's name and the specific package/service they purchased (provided below). Keep it warm and specific—reference what happens next and by when. Include any intake questions we still need answered, phrased as a short list, not a form. Do not invent timelines or promises that weren't part of the package description provided.

Automation logic

Trigger sequence from close to handoff

  1. 1.On deal-closed: generate and send contract + invoice from template, keyed to package type
  2. 2.On payment-received webhook: create folder/workspace named by customer, tag with package type
  3. 3.On account created: trigger AI welcome-email draft with customer + package variables filled in
  4. 4.On welcome-email sent: notify delivery owner with a link to the new customer's folder

Integration instructions

  • 1.Payment processor: use its native webhook for 'payment succeeded' as the setup trigger
  • 2.E-signature tool: trigger via its API or a Zapier/n8n native integration on document sent
  • 3.Storage/workspace tool: use folder-creation API with a consistent naming convention

Testing procedures

  • 1.Run a full test purchase (or sandbox mode) end to end and confirm every step fires in order
  • 2.Confirm a failed payment does NOT trigger account setup
  • 3.Check the welcome email against 3 different package types for accuracy

Failure handling

  • 1.If payment confirmation fails to arrive, alert the owner instead of silently stalling onboarding
  • 2.If the AI draft step errors, fall back to your standard template rather than blocking the sequence

Maintenance checklist

  • 1.Update the welcome-email reference whenever you change packages or pricing
  • 2.Spot-check onboarding emails quarterly for tone drift

Ready-to-use prompts

Paste these into Claude, ChatGPT, Cursor, or Claude Code to get started immediately.

Claude / ChatGPT prompt

Create a Claude Skill or saved ChatGPT instruction named 'Onboarding Welcome Email' using the instructions above, with your 2-3 current package descriptions included as reference variables.

Cursor / Claude Code prompt

Build an n8n workflow with two entry points: (1) a 'deal closed' trigger from [PIPELINE TOOL] that sends a contract and invoice from template, and (2) a payment-webhook trigger from [PAYMENT PROCESSOR] that creates a customer folder in [STORAGE TOOL], calls Claude to draft a welcome email, routes it for approval via Slack/email, then sends it and notifies the delivery owner.

n8n workflow design

Deal-Closed Trigger → Send Contract+Invoice node

Payment Webhook Trigger → Create Folder node → Claude Draft node → Approval node → Send Email node → Notify Owner node

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