A Simple Process to Onboard New Clients in your VA Business


Having a Simple Process to Onboard New Clients what we are exploring today. Below are some steps you can take to become a successful business.


As you work on creating your virtual assistant business, you will get to a point where you’re ready to start taking on clients. 


And then you freeze. Like really?

You realize that you’re not sure of all the pieces involved in that process.


You think things like:

How do I let potential clients know I’m available to talk about their needs?

What should my client onboarding process look like?

What should I put in my client welcome packet?


If any of those thoughts are spinning around in your head, I’m here to help. This is going to break down each step for you.

A Simple Process to Onboard New Clients


Here are all the deets:


  1. Contact Page

Having a contact page on your site is important. This is often the first contact point between you and potential clients, and step one in the process.


To make it easier for potential clients, I suggest having a contact form that they can fill out, as well as a link to schedule a call with you. You can set this up easily by using a CRM like Dubsado. Clicking this link will get you a discount, just sayin’.


  1. Initial Consultation Call

Once the potential client schedules with you, you’ll want to have an idea of what to say on the call. You want to ask the right questions so that you really understand what they’re looking for, and make sure you’re both a good fit for each other.

  1. Estimate

We don’t recommend giving someone a final price over the phone. Rather, explain that you’ll use the info from your call together to create a solution that’s best for them, and you’ll get back to them with an estimate. You can create a simple estimate document or send one with online options like Freshbooks or you can also do this in Dubsado. Make it part of your process.


Follow the Plan


  1. Contract

Once a client agrees to get started, both of you need to sign a contract before work begins. You can keep the contract simple and cover things like scope of work, time frame, how you’ll communicate with each other.  Add in things like confidentiality, and how you’ll handle things if either of you chooses not to work together and terminate the contract.


  1. Invoice

It is highly recommended that you send an initial invoice after the contract is signed so that you receive payment from the start of the project. You can do so with online programs such as PayPal or there are great options for doing this in Dubsado.


  1. Welcome Email

Now it’s time to email your new client, welcoming them and letting them know how you will start the process of working together. Send them a copy of your signed contract, and talk about next steps. Make sure that you’re clear on how and when you will communicate with each other.

A few more steps


  1. Client Form

This is a place for you to keep all important information pertaining to your client and their accounts. You can create a Word or Google doc, an Excel spreadsheet or keep the info in Evernote—whatever works best for you. You’ll want to note things like their name, business name, website, email, phone, social media profile links and the services you’re providing for them. If you use Dubsado, these things you can have set up automatically.


  1. Thank You

Add a special touch by sending your new client a small thank you gift or card. This is a completely optional step, but something that will set you apart from others.


Follow the plan step-by-step. One thing I know well is that with everything, taking each step will build your confidence level higher and higher.

Remember to reach out if you need help. 




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