How to Automate Client Onboarding as a Freelance Writer

The problem: Every time you land a new client, you spend 30-60 minutes on the same repetitive tasks — sending a welcome email, adding them to your spreadsheet, creating a project folder, scheduling a kickoff call.

The solution: Build a simple automation that does all of this in seconds. New client fills out your form → everything happens automatically.

⏱️ Time saved: 45 minutes per new client × 4 clients/month = 3 hours/month (minimum)

What You'll Automate

By the end of this guide, you'll have a system that automatically:

  1. Adds new clients to your CRM/database (Notion, Airtable, or Google Sheets)
  2. Sends a personalized welcome email with your onboarding packet
  3. Creates a project folder in Google Drive with your templates
  4. Adds a task to your to-do list to schedule a kickoff call
  5. Optionally: Starts an email sequence to nurture the relationship

You'll Need Zapier (Free Plan Works)

Zapier connects all your apps without code. The free plan handles 100 automations/month.

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Step-by-Step Setup (15 Minutes)

1Create Your Client Intake Form

If you don't have one, create a simple form with these fields:

  • Client name
  • Email address
  • Company/website
  • Project type (dropdown: blog posts, copywriting, etc.)
  • Budget range (optional)
  • Project details (text area)

Tools: Typeform, Google Forms, or Tally (all free)

2Set Up the Zapier Trigger

In Zapier, create a new Zap:

  1. Click "Create Zap"
  2. Search for your form app (e.g., "Typeform")
  3. Select trigger: "New Entry" or "New Response"
  4. Connect your account and select your intake form
  5. Test the trigger to make sure it works

3Add Client to Your CRM

Add an action step to save the client info:

  1. Click "+" to add an action
  2. Search for Notion, Airtable, or Google Sheets
  3. Select "Create Database Item" (Notion) or "Create Row"
  4. Map your form fields to your CRM columns

Pro tip: Add a "Status" field set to "New Lead" so you can track pipeline stages.

4Send Welcome Email Automatically

Add another action step:

  1. Click "+" to add an action
  2. Search for Gmail (or GetResponse for sequences)
  3. Select "Send Email"
  4. Use form fields to personalize: "Hi {{Client Name}}..."
  5. Attach your onboarding PDF or link to your welcome page

5Create Project Folder (Optional)

Add a Google Drive action:

  1. Click "+" to add an action
  2. Search for "Google Drive"
  3. Select "Create Folder"
  4. Name it: "{{Client Name}} - {{Project Type}}"
  5. Put it in your "Clients" parent folder

6Add Follow-up Task

Never forget to follow up:

  1. Click "+" to add an action
  2. Search for Todoist, Asana, or Notion
  3. Create a task: "Schedule kickoff call with {{Client Name}}"
  4. Set due date to tomorrow

The Complete Automation Flow

Here's what happens when a potential client fills out your form:

  1. Instant: Client added to your Notion/Sheets CRM with all details
  2. Instant: Welcome email sent with your onboarding packet
  3. Instant: Google Drive folder created with their name
  4. Instant: Task created to schedule kickoff call
  5. Optional: Client added to GetResponse for nurture sequence

Total time: 0 minutes (it's all automatic)

Build This Automation in 15 Minutes

Zapier's free plan is enough for most freelancers. No coding required.

Start Building Free →

Level Up: Add Email Sequences

Want to automatically nurture new leads? Connect Zapier to GetResponse and trigger a welcome sequence:

  • Day 0: Welcome email + onboarding info
  • Day 2: Share a relevant case study
  • Day 5: "Any questions before we start?"

This keeps you top-of-mind without any manual work.

FAQ

How much does this automation cost?

Zapier's free plan handles 100 automations/month — plenty for most freelancers. Paid plans start at $29/month if you need more.

What if I don't use Notion?

Zapier works with 5,000+ apps. You can use Google Sheets, Airtable, Trello, or almost any tool you already use.

Can I customize the welcome email?

Yes. You can use any form field in your email template. Most writers include their rates, timeline, and a link to schedule a call.

How long does setup take?

About 15-20 minutes for the basic version. Add another 10 minutes if you want the email sequence integration.

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