For a specialist finance recruitment agency, every won client meant days of contracts, setup and chasing before recruiters could start. We automated the whole handoff — terms, e-signature, ATS and billing setup — cutting onboarding from five days to one.
Typical results
1 day
Won deal to live client
80%
Faster onboarding
4 hrs
Median time to signature
0
Rate discrepancies
Figures reflect typical results for this kind of automation.
The challenge
Between a client saying yes and a recruiter making the first call stood fourteen manual steps across four systems: drafting terms from emailed rate notes, chasing signatures, re-keying the client into the ATS and billing. It took five days on average, one in five contracts contained a rate error needing rework, and hot roles cooled while paperwork crawled.
Before and after
Onboarding time
−80%Manual setup steps
−100%Contracts needing rework
−100%The automation
We connected the CRM to a Make scenario that fires the moment a deal is marked won. The agreement assembles itself from the approved template with the client's exact negotiated rates, guarantee period and payment terms, then goes straight out for e-signature with automatic reminders. On signature, the client is provisioned in the ATS and billing — rates synced from the contract itself, never re-typed — and the account owner gets a booked kickoff call.
How it works
- 01
Deal marked won
The moment a deal closes in the CRM, the scenario fires with the negotiated fees and terms attached.
- 02
Terms generated
The agreement is assembled from the approved template with the client's exact rates, guarantee period and payment terms.
- 03
E-signature collected
The contract goes out for signature immediately, with automatic reminders until it's signed.
- 04
Systems provisioned
On signature, the client is created in the ATS and billing with rates synced from the contract itself.
- 05
Kickoff scheduled
The account owner gets a summary and a booked kickoff call — recruiting can start the same day.
Starts from
- Deal won in the CRM
- Negotiated rate card
Delivers
- E-signed terms
- Client live in the ATS
- Billing account ready
The impact
Onboarding now takes one day instead of five — an 80% cut — and most contracts come back signed within four hours. All fourteen manual steps are gone, rate discrepancies between contract and invoice dropped from one in five to zero, and recruiters start sourcing while the client's enthusiasm is still fresh.
Questions about this automation
What triggers the onboarding flow?
Marking a deal as won in the CRM. The negotiated rate card, guarantee period and payment terms attached to the deal are read at that moment, and the agreement is assembled from the approved template with those exact figures. Nobody retypes rates from emails or meeting notes.
How are signature delays handled?
The agreement goes out for e-signature as soon as it is generated, and automatic reminders follow at set intervals until it is signed. If a contract is still unsigned after a few days, the account owner gets an alert so they can follow up personally while the client is still engaged.
Which systems are set up after the contract is signed?
The client is created in the ATS and the billing system with rates taken from the signed contract itself, which keeps invoices in line with the agreed terms. The account owner then receives a summary and a booked kickoff call. A multi-step build like this is usually rolled out in stages, starting with contract generation and e-signature.