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First impressions in a client relationship are formed in the first two weeks. An agency that onboards a contractor client quickly, generates early wins, and communicates clearly in the first month retains that client at dramatically higher rates than one that takes two weeks just to get the initial setup done.
Step 1: Pre-Onboarding Intake (30 Minutes)
Before the client's first call, send a pre-onboarding questionnaire that collects everything you need to set up their system. Getting this information in writing before the call saves 30-60 minutes of back-and-forth.
- Business name, address, phone, and website
- Service area (zip codes or radius)
- Services offered and any they explicitly don't do
- Business hours and estimate availability windows
- Google Business Profile email (for LSA setup)
- Who handles incoming leads: owner, office manager, or both?
Step 2: Platform Setup (2-3 Hours)
With the intake form complete, the platform setup is straightforward. For a The Booking Flow onboarding: create the client's account, configure their service area and job types, set up their intake form with qualification questions, build the initial follow-up sequence, and connect their booking calendar.
Agencies with templated onboarding configurations in The Booking Flow can complete platform setup in under 2 hours. Pre-built automation sequences for roofing, HVAC, plumbing, and landscaping mean you're configuring rather than building and the first lead can fire through the system on day one.
Stop losing leads to slow follow-up
Contractors who respond within 5 minutes win 80% more jobs. The Booking Flow captures every lead, sends an instant email confirmation, and runs a 5-touch follow-up sequence automatically so you close more without adding staff.
See plans & pricingStep 3: Onboarding Call (45-60 Minutes)
Walk the client through their new system. Show them their lead dashboard, explain how the automation sequences work, and set expectations for the first 30 days. A contractor who understands their system refers other contractors.
Step 4: First Lead Test (Same Day)
Before ending onboarding, submit a test lead through the client's form and walk through the full automation. Seeing the system work in real time on day one removes any doubt about the investment.
- Submit a test lead from your own phone
- Confirm the instant email fires within 60 seconds
- Walk through the qualification conversation
- Confirm the booking link works and the appointment shows in their calendar
- Screenshot the test result for the client's records