You’re spending too much time manually emailing contracts, collecting intake forms, and sending that same ol’ welcome email. It is time to automate your backend and reclaim your time. Backend automation is not just a “nice to have”; it’s the difference between burning out and scaling up sustainably. So, let’s talk tools, systems, and strategies that make your client onboarding process smoother.
Why do you need backend automation as a business coach?
Your backend is the operational heartbeat of your business. If it’s clunky, unorganized, or all in your head, you’re going to hit a wall fast. Here’s why backend automation should be your next investment:
- It gives you some time freedom: If you automate repeatable tasks, it gives you more time to focus on serving your clients.
- Your clients will have a better experience: Because everything will run smoothly, your new clients will have a seamless, elevated intro to working with you.
- Scalability: You build the systems once and get to onboard as many clients as you’d like with minimal effort.
What should be automated in your onboarding process?
Your onboarding process shouldn’t require you to send 10 different emails every time someone signs. So, here are the exact pieces you should automate:
1. Contract & Invoice Delivery
Set it up once, and make it standard. Contracts and invoices should go out automatically the moment a client says “I’m in.”
2. Intake Form Collection
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3. Welcome Email Sequence
Send a series of emails that guide your client through next steps, expectations, and how to contact you. This sets the tone right out the gate.
4. Project Management Kickoff
Trigger tasks inside your project management tool so your backend team (or future VA) knows what to do and when.
The top tools to automate your backend like a pro
These are the tools I recommend to business coaches at the 5-figure level:
1. HoneyBook / Dubsado (Client CRM)
- Why I LOVE both: They are both an all-in-one client management platform where you can keep all clients’ contracts, invoices, forms, and workflows.
- What do you use it for?: To automate proposals, send contracts, take payments, and onboard workflows.
2. Notion (Client intake and tracking)
- Why it rocks: It is customizable, scalable, and easy to collaborate in.
- What do you use it for?: Collecting and organizing client onboarding data, assets, and deliverables.
3. Zapier or Make (Automation Glue)
- Why do I LOVE it? It connects every aspect of your onboarding process without needing to code anything.
- What do you use it for?: It triggers tasks across tools (e.g. send Slack message when intake form is completed).
4. ClickUp/ Trello or Asana (Project Management)
- Why do you need it?: You use it for templates, automations, and easy team collaboration.
- What do you use it for?: To kick off task templates once a client signs the contract.
5. Google Workspace (Shared Folders & Docs)
- Why do you need it: It is free (paid version is also very affordable), familiar, and easy to organize.
- Use it for: Automatically creating a client folder and adding assets.
Real-Life Example: My Backend Setup in Action
Let’s say a client signs up to “The Client Magnet System” [one of my offers]. Here’s how my process is automated:
- The client gets an email with the contract and invoice via Dubsado.
- Once the contract is signed and the invoice is paid, Dubsado kicks off a custom workflow which includes:
– A welcome email that outlines what to expect from our time together
– A link to their intake form so I can gather all the details I need
– Any extra notes or instructions (because I like things to be crystal clear)
This email is personal, not robotic. I’ve written it in my voice and just automated it, and it’s been a game-changer in creating connection and clarity with clients right off the bat. - Then I use Zapier to send a ping to Slack when a new client is fully onboarded. That’s my “green light” moment.
It might sound small, but that little Slack alert helps me stay present and personal in my client journey. It’s a chance for me to pop in, say hi, and make the experience feel human, even though the tech is doing most of the work. - As soon as someone’s in, Zapier triggers Trello to create a new project using my custom template for The Client Magnet System. It includes everything I need to kick off their ad strategy, backend system mapping, funnel building, etc…
Each task I need to do is already there, assigned, and deadline-ready. So, I won’t have to scramble and try to remember what comes next. - Using another Zap, ot creates a Google Drive folder automatically. It follows a pre-built folder structure that keeps everything neat and consistent: their intake form, call recordings, content assets, etc.
When I open that folder, I know exactly where things live. It also means I never have to go through all my emails or dms to try and get the client’s intake form.
I’m not touching anything manually except for showing up on the kickoff call.
I’m all about working smarter, not harder, especially when it comes to onboarding clients into a premium offer like The Client Magnet System. When someone books this offer, I don’t want to be scrambling to send contracts or track down information. It should just flow, for both of us.
Here are some tips for a smooth automation setup
Start small and optimize
Don’t try to automate your whole business in one weekend. Pick your onboarding process first. Once it’s running smoothly, then you can think of expanding.
Document EVERYTHING!!!
Even if you’re a team of one, write out your SOPs (standard operating procedures). It’ll make it easier to delegate later and troubleshoot faster now.
Test the Full Flow
Before going live, run through the entire process as if you’re a new client. Find the gaps and fix them before real money is on the line.
Final Thoughts: Your Backend = Your Business Engine
If you’re dreaming of scaling, you need to act like the business you want, not the one you’re stuck in. Backend automation gives you the structure to serve better, stress less, and scale faster. So let go of all those admin tasks, sis. Your future self will be sipping iced matcha while your systems do the heavy lifting.
Ready to build this out with expert eyes on your business?
Inside The Client Magnet System, our lead gen and automation system service is built for business coaches who are done with wasting their time on doing all their admin tasks manually and are ready for an automated backend system that runs smoothly.
Book your setup call to get started.