Streamline client onboarding and project setup from hours to minutes with AI-driven automation.
This intelligent workflow eliminates manual coordination, builds proposals, creates projects in Asana, welcomes clients on Slack, and logs everything — ensuring 90% faster onboarding and zero dropped steps.
Transforms your client onboarding from scattered tools and emails into one seamless automation:
📝 Capture Client Details – Jotform intake form collects client, company, and project information.
🧠 AI-Powered Analysis – LangChain AI Agent analyzes the project scope, estimates effort, and recommends team composition.
📄 Generate Proposal – Automatically builds a professional HTML proposal summarizing goals, timeline, and estimated hours.
🗂️ Create Asana Project – Generates a new project with all key details, milestones, and assigned team members.
💬 Slack Collaboration – Creates a dedicated Slack channel, sends welcome messages, and introduces the project team.
📧 Welcome Email – Sends a personalized onboarding email to the client with project summary and next steps.
💼 CRM Sync – Creates or updates a HubSpot contact with complete project and client information.
📊 Audit Logging – Logs all onboarding activity to Google Sheets for centralized record-keeping.
🤖 AI Proposal Generation – Uses LangChain AI to generate smart project summaries and resource plans.
⚙️ End-to-End Automation – From form submission to project creation, communication, and CRM logging.
💬 Smart Slack Setup – Automatic channel creation and messaging for internal coordination.
📧 Personalized Client Emails – Beautifully formatted, professional onboarding emails.
🗂️ Asana Integration – Project creation with dynamic task templates and priorities.
📊 Google Sheets Logging – Instant audit trail for every client submission and generated proposal.
💼 CRM Integration – Automatically syncs client data with HubSpot for sales and account tracking.
🚀 Agencies & Service Providers – Automate client onboarding, proposal creation, and task setup.
🏢 Consultancies – Quickly turn client requests into structured projects with assigned resources.
💻 Freelancers & Creators – Impress clients with AI-built proposals and instant communication.
📈 Growing Teams – Scale onboarding without extra admin or coordination time.
🧠 Operations Teams – Ensure consistency and transparency across all onboarding activities.
🧾 Jotform – Client intake form (project details, budget, company info).
Create your form for free on Jotform using this link
🤖 AI Agent – For analyzing project scope and building proposals.
🗂️ Asana – Project creation and task assignment.
💬 Slack – For automated client channel creation and internal communication.
📧 Gmail – For onboarding and proposal emails.
💼 HubSpot – CRM contact creation and project linkage.
📊 Google Sheets – For logging all onboarding and AI results.
📄 PDF Generation (PDF Munk) – Convert AI-generated proposals into downloadable PDFs.
💬 Slack Interactive Approvals – Add buttons for internal review before client communication.
📈 Performance Dashboard – Connect Google Sheets data to Looker Studio for tracking onboarding times.
🌍 Multilingual Support – Add translation nodes for international clients.
🔐 File Attachments – Send proposal PDFs or onboarding kits automatically via Gmail.
1️⃣ Import Template – Copy and import the JSON file into your n8n workspace.
2️⃣ Set Up Jotform – Create a form with fields for client name, company, project name, budget, and requirements.
3️⃣ Add Credentials – Connect Jotform, AI Agent, Asana, Slack, Gmail, HubSpot, and Google Sheets.
4️⃣ Configure Sheet ID – Replace YOUR_SHEET_ID in the Google Sheets node.
5️⃣ Customize Proposal HTML – Edit AI prompt and branding to reflect your company’s style.
6️⃣ Test Workflow – Submit a test form and verify Slack, Asana, Gmail, and Sheets outputs.
7️⃣ Deploy – Activate workflow and share the Jotform link with your sales or operations team.
1️⃣ Proposal Branding – Customize proposal HTML with logos, brand colors, and formatting.
2️⃣ AI Prompt Tuning – Refine the LangChain AI prompt to match your tone or project style.
3️⃣ Task Templates – Adjust task names, assignees, and due dates in the Asana creation node.
4️⃣ Slack Messaging – Update welcome message formatting and team introduction details.
5️⃣ CRM Fields – Map additional HubSpot properties for better data tracking.
6️⃣ Sheet Logging – Add more columns for tracking team recommendations or proposal scores.
⚡ 90% Faster Onboarding – Reduce manual setup from hours to minutes.
🤖 AI Precision – Intelligent proposals and team allocations that impress clients instantly.
📈 Zero Missed Steps – Every project automatically created, communicated, and logged.
💬 Seamless Collaboration – Slack, Gmail, and Asana in perfect sync.
🗂️ Complete Transparency – Every onboarding step logged for accountability and improvement.
🏆 Use Cases
🧑💼 Marketing & Creative Agencies – Automate creative project scoping and proposal creation.
💻 Software Development Teams – Rapidly assess client tech requirements and allocate developers.
🧾 Consulting Firms – Build data-backed, AI-enhanced proposals for client engagements.
🏢 Corporate PMOs – Standardize project setup and approvals across multiple departments.
💡 Refine AI Prompt – Include examples of past projects to improve proposal quality.
💬 Add Slack Approvals – Insert “manager approval” logic before sending proposals.
📄 Attach PDFs – Use PDF Munk for branded, downloadable proposals.
📊 Track Conversion – Link HubSpot deal stage changes based on Asana progress.
📅 Monitor Efficiency – Use Sheet timestamps to calculate average onboarding time.
This workflow demonstrates:
AI integration using Agents
Multi-app orchestration and data syncing
Advanced HTML and email template customization
Real-world Asana and Slack API usage
CRM syncing and Google Sheets logging
Modular, scalable n8n workflow design
Workflow Structure Visualization
📝 Jotform Submission
↓
🧠 AI Project Analysis (Agent)
↓
📄 Proposal Generation (HTML)
↓
🗂️ Asana Project Creation
↓
💬 Slack Channel Setup & Message
↓
📧 Gmail Welcome Email
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💼 HubSpot Contact Creation
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📊 Google Sheets Log
Import this template today and let AI handle the heavy lifting.
Your team saves hours, your clients get instant engagement — and your entire process runs flawlessly. ✨
