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Agencies & Service Businesses Automation

Onboard new agency clients on WhatsApp — structured, professional, and without the chaos

WhatsPortal runs your new client onboarding on WhatsApp — welcome messages, document collection, kickoff scheduling, and team introductions — so every client starts the engagement with confidence in your process.

Start for freeSee how it works

Official Meta BSP · No credit card required

  • Official WhatsApp BSP
  • Free plan — no credit card required
  • Instant webhook integrations
  • Custom WhatsApp Flows
  • Billed in INR via Razorpay

A client signs the contract. You scramble to send the onboarding email, find the briefing doc, and schedule the kickoff. It takes three days. Their first impression of your process is confusion.

01

New client onboarding at most agencies is reactive. The contract is signed and then someone manually sends the welcome email, hunts for the briefing document template, and sets up the kickoff call. For the client — who just committed budget — the first experience is disorganised.

02

Client onboarding requires collecting information — brand guidelines, access credentials, stakeholder contacts, project briefs. Chasing this via email, with back-and-forth and attachments, delays the project start and frustrates both sides.

03

The honeymoon period of a new client relationship is when expectations are set. Clients who experience a smooth, professional onboarding trust the agency's process from day one. Clients who experience chaos at the start approach the entire engagement with scepticism.

The solution

WhatsPortal runs your new client onboarding on WhatsApp — structured, automated, and impressive from the first message.

Welcome and kickoff sequence

When a contract is signed, WhatsPortal sends a warm welcome message on WhatsApp — 'Welcome to [Agency Name]! We're excited to get started. Here's what the next 7 days look like.' Sets expectations immediately.

  • When a contract is signed, WhatsPortal sends a warm welcome message on WhatsApp
  • 'Welcome to [Agency Name]
  • We're excited to get started
  • Here's what the next 7 days look like.' Sets expectations immediately

Document and asset collection

The onboarding bot requests the assets your team needs — brand kit, login credentials, existing marketing materials, key contacts — one at a time via WhatsApp, with clear instructions for each.

  • The onboarding bot requests the assets your team needs
  • brand kit, login credentials, existing marketing materials, key contacts
  • one at a time via WhatsApp, with clear instructions for each

Kickoff call scheduling

The bot sends available kickoff call slots and collects confirmation — 'Please select a 45-minute slot that works for your team.' Kickoff is scheduled without email back-and-forth.

  • The bot sends available kickoff call slots and collects confirmation
  • 'Please select a 45-minute slot that works for your team.' Kickoff is scheduled without email back-and-forth
  • Fully automated system
  • Real-time notifications

Team introductions and project tracker setup

After the kickoff, WhatsPortal sends a 'meet your team' message — introducing the account manager, creative lead, and strategist — along with a link to the project tracker and communication protocols.

  • After the kickoff, WhatsPortal sends a 'meet your team' message
  • introducing the account manager, creative lead, and strategist
  • along with a link to the project tracker and communication protocols

How it works

Streamlined automation in four simple steps.

  1. 01

    Contract signing triggers onboarding

    When the contract is signed — via your e-signature tool or manual trigger — WhatsPortal starts the onboarding sequence automatically.

  2. 02

    Client completes onboarding steps on WhatsApp

    Welcome message, document collection, kickoff scheduling, and team introductions all happen on WhatsApp — fast, organised, and impressive.

  3. 03

    Project starts with everything in place

    Your team has all the assets and context they need. The client has met the team and knows what to expect. The engagement begins on a strong foundation.

  4. 04

    Sync project dashboard

    Onboarding files, milestones, and invoice tracking data are pushed directly to your client portal or CRM.

A

Account Manager

Alpha Media

Hi Rohan! Welcome to Alpha Media. 🎨 We are excited to begin your branding project.

11:00 AM ✓✓

Our onboarding process is entirely on WhatsApp. To start, please choose your next step.

11:00 AM ✓✓

Upload design briefSchedule kick-offMeet the team

Upload design brief

11:02 AM ✓✓

Please upload your brand guidelines or design brief document (PDF/Word).

11:02 AM ✓✓

📄 Sent brand_brief.pdf

11:03 AM ✓✓

Brand brief received successfully! We will review it and get back to you with initial moodboards in 48 hours. 🚀

11:03 AM ✓✓

Example conversation — automated by WhatsPortal

What our customers say

“A new client told us our onboarding was the most organised they'd experienced with any agency. We hadn't changed the work — we'd just moved onboarding to WhatsApp. First impressions matter enormously.”

— [Agency managing director]

Live

Agencies with structured WhatsApp onboarding sequences reduce time-to-kickoff by a significant margin and receive higher initial client satisfaction scores

< 1 min

Average setup time for standard workflows

3×

Increase in response rates compared to email alerts

₹0

Get started for free — free plan included

FAQ

Common questions about agency onboarding new clients

Can I customise the onboarding flow for different service types — SEO, social media, brand design?

Yes. Create separate onboarding tracks for each service line — each requesting the relevant assets, setting appropriate expectations, and introducing the right team members. WhatsPortal sends the correct flow based on the project type.

Can the client&apos;s entire team participate in onboarding, not just the primary contact?

Yes. Collect additional stakeholder contacts during onboarding and add them to the project&apos;s WhatsApp communication. Different team members can receive relevant updates throughout the engagement.

Can I use WhatsPortal to manage ongoing client communication beyond the onboarding phase?

Yes. WhatsPortal handles the full client communication lifecycle — onboarding, milestone updates, reporting, payment reminders, and renewal — from one platform.

What does WhatsPortal cost?

Free plan: ₹0, 100 messages/month. Standard: ₹1,199/month (5,000 messages). Premium: ₹2,499/month (unlimited). All in INR via Razorpay.

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HR employee onboarding

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A great first impression is the foundation of a long client relationship. Build it on WhatsApp.

Start for free

No credit card required. Free plan available. Official Meta BSP.