New customer onboarding
The Challenge
Onboarding needs data collection, document checks, internal approval, system setup, comms; if something's missing the process silently stalls.
Common Blockers
- Missing documents discovered late in the process, after integrations have already started.
- No visibility into how many customers are blocked waiting and for how long.
- Manual setup across multiple systems with transcription errors requiring corrections.
The FlowSharp Solution
Phased flow, Data Gate blocking advance when required data is missing, webhook task to create customer in CRM, AI task to classify priority, events to notify teams.
Process Stages
- 1
Data & document collection
A structured form collects new customer data. The Data Gate verifies all required fields are present before allowing progress.
- 2
AI-powered priority classification
An AI task analyzes the customer profile (sector, revenue, complexity) and automatically assigns an onboarding priority, optimizing team workload.
- 3
Internal approval & KYC
The sales manager and compliance team approve in parallel. If KYC flags anomalies, an automatic escalation triggers with a configurable timeout.
- 4
System setup & provisioning
A webhook task sends data to the CRM, a second one creates the user in the platform. Both tasks await a confirmation callback before proceeding.
- 5
Customer communication & kick-off
A final event triggers the welcome email and automatically schedules the kick-off call in the customer success manager's calendar.
Expected Outcomes
- Onboarding time reduced from 3 days to under 6 hours for standard cases.
- Zero silently blocked customers: every stall has an assigned task, an owner and a timeout.
- Automatic system provisioning via webhooks: from 7 manual tasks to 2 critical human approvals.
Industry note — B2B Services
In B2B services, onboarding is often the first moment where the customer measures the supplier's operational quality. A disorganized process here can compromise retention even before the service starts.
Frequently Asked Questions
- What happens if a document fails the KYC check?
- The process enters a 'KYC Block' state with a task assigned to the compliance team. A configurable timeout triggers escalation if not resolved within X hours.
- Can I customize the flow for different customer types?
- Yes. You can define flow variants based on customer segment (SMB, enterprise, partner) with different paths and approvals for each.
- How does it integrate with my existing CRM?
- Via webhook tasks: FlowSharp sends data to your CRM and awaits a confirmation callback. Works with HubSpot, Salesforce, Pipedrive and any CRM with a REST API.