Client Onboarding
Two tools in one: your internal onboarding checklist to run for every new client, and the client-facing welcome guide to send when they sign.
- Send service agreementAttach signed proposal + scope of work. Use DocuSign or equivalent for signature.
- Confirm contract is countersignedDo not proceed to kickoff until both parties have signed.
- Send invoice for first paymentPer payment schedule in contract. Confirm payment method with client.
- Confirm payment receivedDo not release deliverables until first payment clears.
- Add client to project management systemCreate project folder, name it consistently: [ClientName_ProjectType_Year].
- Send client intake formOrganization overview, key contacts, pain points, prior work tried, access/login needs.
- Collect and review intake form responsesRead before kickoff call. Note open questions to address live.
- Request access to relevant systems or documentsPolicies, org charts, prior reports, HR data, whatever is in scope.
- Send client welcome guideUse the Client Welcome Guide tab in this tool. Customize with client name before sending.
- Schedule kickoff call — 60 to 90 minutesSend calendar invite with video link and agenda attached.
- Prepare kickoff agendaReview scope, confirm success criteria, set communication norms, agree on milestone dates.
- Run kickoff callTake notes. Capture decisions, open questions, and action items before ending the call.
- Send kickoff recap within 24 hoursSummary of decisions made, open questions, confirmed next steps, and who owns what.
- Confirm preferred communication channelEmail only, or also Slack/Teams? Who is the primary point of contact on their side?
- Set check-in cadenceWeekly status email? Bi-weekly calls? Confirm schedule and put recurring holds on both calendars.
- Share project timeline and milestone datesSend a written summary of deliverable dates. Get written acknowledgment.
- Add key milestones to your calendarDeliverable deadlines, check-in calls, payment dates.
- Create client folder structureSubfolders: /Contracts, /Intake, /Deliverables, /Meeting Notes, /Invoices.
- Log client in CRMName, org, contact info, contract value, start date, engagement type, referral source.
- Set invoice reminder datesPer payment schedule. Add to calendar or billing system. Send 3 days before due date.
- Note any confidentiality or NDAs in client fileFlag anything that affects how you store, share, or reference this engagement publicly.
Thank you for choosing to work with Kovach Consulting Group. We are glad you're here. This guide covers what to expect, how we'll work together, and how to reach us. Please keep it for your reference.
Engagement: —
Start Date: —
Your Contact at KCG: Jessica Kovach — jessica@kovachconsultants.com
Your signed contract contains the full scope, deliverable schedule, and payment terms. If anything is unclear, reach out before work begins — it is always easier to resolve questions early.
- You will receive a client intake form within 24 hours. Please complete it before our kickoff call.
- We will schedule a kickoff call — 60 to 90 minutes — to align on scope, timing, and how we will communicate throughout the engagement.
- Within 24 hours of the kickoff call, you will receive a written recap with decisions made, open questions, and confirmed next steps.
- You will receive a project timeline with milestone dates in writing before work begins.
Email: jessica@kovachconsultants.com — this is the primary channel for all project communication.
Response time: I respond to email within one business day, Monday through Friday. For time-sensitive matters, note "Urgent" in the subject line.
Calls: Scheduled calls are held via video. Ad hoc calls are by mutual agreement — please email first to confirm availability.
- Complete the intake form before our kickoff call.
- Identify one primary point of contact on your side for project decisions and approvals.
- Provide access to documents, data, or systems in scope within the first week.
- Respond to requests for feedback or approval within the timeframe noted in each communication. Delays on your side may affect deliverable dates.
- If something is not working, tell me directly and early. We can adjust.
All information you share with KCG is held in confidence. KCG does not share client information with third parties without written consent, except as required by law. Your contract contains the full confidentiality terms.
Similarly, KCG's frameworks, tools, and methodologies shared during this engagement are proprietary and are not to be redistributed without written permission.
I do my best work when I have clear information, access to the right people, and enough lead time to think carefully. I will always tell you if I see something outside the original scope, and we will discuss before any additional work begins.
If something is not meeting your expectations, I want to know. My goal is work that is genuinely useful — not work that simply gets delivered.
"Precision is a form of respect."