James Wyndham Cut Onboarding Time by 90% and Saved 12+ Hours Per Month with Automation
James Wyndham, a Sales Strategy Coach in London, UK, found himself stuck in a cycle of repetitive admin work—sending contracts, generating invoices, tracking payments, and granting access to coaching materials. The process was slow, frustrating, and took days instead of minutes to complete.
To scale his business and create a smoother experience for his clients, James implemented automation—cutting onboarding time from 3 days to just 30 minutes, saving 12+ hours per month, and ensuring payments were processed instantly.
James welcomed 8–12 new clients per month, but each onboarding cycle was bogged down by repetitive admin work:
Sending contracts manually and waiting for signatures
Creating and emailing invoices for payment
Tracking payments to confirm who had paid
Manually granting access to coaching programs
Sending welcome emails with next steps
This process created three major problems:
Slow turnaround times – Some clients took days to sign contracts or make payments, delaying their start date.
Lost momentum – A few prospects dropped off entirely because onboarding took too long.
Too much time spent on admin – Instead of focusing on coaching, James was stuck handling paperwork and chasing payments.
It was clear he needed an automated system that could handle these tasks instantly, ensuring a smooth experience for both him and his clients.
Challenge of Manual Onboarding
By integrating Zapier, we created a workflow that completely automated James’ onboarding process:
Contracts Sent & Signed Instantly – As soon as a client signed up, a DocuSign contract was automatically sent for e-signature.
Invoices & Payments Processed Automatically – After signing, an invoice was generated via Stripe or PayPal, allowing clients to pay immediately.
Instant Access to Coaching Materials – Once payment was confirmed, clients received automatic access to James’ online coaching platform.
Personalized Welcome Emails – Clients received a tailored welcome email with next steps, resources, and a link to book their first session
How Automation Transformed Onboarding
Results: Faster Onboarding, Less Hassle
✅ 90% Faster Onboarding Time – The process was cut down from 3 days to just 30 minutes, creating a seamless experience for clients.
✅ Payments Received Sooner – No more waiting for manual invoices; payments were processed immediately.
✅ Higher Client Satisfaction & Engagement – Clients appreciated the frictionless start, leading to better retention and referrals.
✅ 12+ Hours Saved Per Month – Freed up time previously spent on admin work, allowing James to focus on coaching and business growth.
Is Your Onboarding Slowing You Down?
James transformed his coaching business by automating onboarding and payments, making it easier for clients to get started and ensuring he got paid faster.
How much time are you wasting on manual admin work?
Get a free automation audit today—no commitment, just clear solutions.
