How We Helped a Digital Services Team Speed Up Projects and Simplify Client Onboarding

How We Helped a Digital Services Team Speed Up Projects and Simplify Client Onboarding Client Overview An Australian digital services company came to us with a clear goal: they wanted to launch websites faster, stop chasing client content manually, and clean up their billing process. Their team was growing, but the way they worked wasn’t keeping up. Too much was still done by hand. Clients were frustrated. Payments were delayed. And internal tasks kept falling through the cracks. They needed a system that would reduce the back-and-forth, keep projects on track, and take the pressure off their team. Challenges Website Builds Were Too Slow Clients were waiting too long for their websites. Delays in content collection and internal task confusion were holding everything back. Manual Onboarding and Follow-Ups Every time a new client came in, the team had to manually set up folders, send out emails, and chase missing information. Invoicing Mistakes Invoices were created by hand. This led to frequent errors, payment delays, and messy monthly reconciliation. No Clear Task Tracking With no structured system, tasks like domain setup, developer assignments, and launch timelines weren’t being followed consistently. “We kept doing the same manual steps every time, and it was slowing everything down.” Here’s How We Helped Smart Client Onboarding We built a system that automated their daily work, from client onboarding to monthly billing. We set up automated forms that created Google Drive folders, triggered welcome emails, and asked for everything upfront—logos, domains, images, and Google access. No more waiting weeks to collect content. Clear Project Workflows We used ClickUp to organize all service levels (Drip, Flow, Flood). Tasks were assigned automatically with set deadlines and reminders, so nothing slipped.. Automated Review Process We gave clients automated markup staging links so they could easily review the website. If feedback wasn’t received, they got friendly reminders every 3 days—automatically. Billing That Runs on Its Own We integrated their billing system with Xero and Stripe to handle invoicing and payment tracking. Invoices are now sent out on time, with fewer errors and better cash flow. Done-for-You Analytics and Content Every launched site is now automatically hooked up to Google Analytics, Search Console, and Tag Manager. Plus, monthly SEO blogs are generated and published without manual work. Portfolio Results 40% faster website delivery 80% fewer invoicing errors 25+ hours saved per team member each month Fewer follow-ups and smoother client handovers A workflow built to grow with the business Deliver Websites 40% Faster, Reduce Invoicing Errors by 80%, and Free Up Hours for Your Team This company stopped losing time on manual tasks and built a system that keeps projects moving. You can achieve the same results with the right workflows in place. Book a call today. Let’s talk about building a setup that saves time and improves client experience. Get your system done today