The situation before the change
Full Flow provides transformational coaching and personal growth. Clients sign up, but the onboarding involved many separate steps: contracts, questionnaires, invoices, emails. For each new journey, Mieke had to do a lot of manual work.
The brief
Build an onboarding process that:
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Contract & questionnaire automatically generated as soon as someone is registered
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Required documents automatically processed and stored
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Billing becomes easy for the team, with minimal manual intervention
Our approach
We set up the system so that as soon as Mieke signs up a customer:
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Automatic drafting of a cooperation contract.
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The customer immediately receives a questionnaire to fill in.
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The invoice later automatically waits for questionnaire to be returned.
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Once the completed questionnaire arrives, it is automatically picked up from the mail and processed in Google Drive + notification to Full Flow.
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For invoicing, Mieke could trigger an invoice with one line: fill in -> create invoice, save, send and process in administration.
Results
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Onboarding is now automatic: less back-and-forth, no sending separate documents manually.
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Questionnaires and contracts were neatly organised without any work by Mieke or her team.
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Invoices are sent and processed faster and more reliably.
Why this is relevant for other coaching or service businesses
Many service providers have onboarding processes with many separate steps: document processing, invoicing, intake questions, etc. This kind of automation saves time, prevents errors, and gives space to focus on the customer instead of administration.