Digital marketing agencies often lose a week between winning a deal and starting work. Here closed-won triggers everything: the project board, a branded welcome email with a scheduling link and an auto-compiled client brief, so kickoffs typically book about five days sooner.
Typical results
15 min
From signature to client welcome
0
Handoff meetings needed
4 hrs
Admin saved per new client
Figures reflect typical results for this kind of automation.
The challenge
Every closed deal triggered the same scramble: sales pinged delivery on Slack, someone scheduled a handoff meeting, and the client heard nothing for days while notes were retyped into a project tool. Kickoff calls happened twelve days after signature on average, details got lost between teams, and new clients' first impression was silence right after saying yes.
Before and after
Days from close to kickoff
−42%Handoff admin per client
−88%Onboarding steps missed
−100%The automation
We wired the deal-won stage in the CRM to do the entire handoff. On close, a templated project board spawns with tasks, owners, and due dates mapped to the service package sold. The client receives a branded welcome email with a kickoff scheduling link within fifteen minutes. Meanwhile, an internal brief compiles itself from CRM fields — goals, budget, stakeholders, and the rep's call notes — and lands with the delivery team before the kickoff is booked.
How it works
- 01
Deal marked won
The CRM stage change is the only trigger anyone touches — everything else cascades.
- 02
Project spawned
A templated board is created with tasks, owners, and due dates matched to the package sold.
- 03
Client welcomed
A branded email with a kickoff scheduling link goes out within fifteen minutes of signing.
- 04
Brief compiled
Goals, budget, stakeholders, and sales notes assemble into an internal brief from CRM fields.
- 05
Team notified
Delivery gets the brief and the booked kickoff on their calendar — no handoff meeting.
Starts from
- Deal marked won
- CRM fields
Delivers
- Project board
- Welcome + scheduler
- Internal client brief
The impact
Kickoff calls now get booked five days sooner, and clients hear from the agency within fifteen minutes of signing instead of days later. Handoff meetings disappeared entirely, onboarding steps stopped slipping through the cracks, and delivery teams start every engagement with a complete brief instead of a Slack thread.
Questions about this automation
What triggers the handoff, and does sales need to do anything extra?
The only trigger is moving the deal to closed-won in the CRM. From there the flow creates the project board, sends the welcome email with a scheduling link and compiles the brief. Sales only needs to keep the deal fields and call notes complete, since the brief is built from them.
How does the project board match the package that was sold?
Each service package has its own board template with tasks, owners and relative due dates. The flow reads the package field on the deal, copies the matching template and sets the dates from the signing date, so a monthly retainer and a one-off campaign each start with the right task list.
What goes into the internal client brief?
The brief pulls goals, budget, stakeholders and the rep's call notes from CRM fields into one document. It reaches the delivery team together with the kickoff time once the client books a slot, so the team walks into the first call already knowing the account and what was promised.