How to Onboard a New Virtual Assistant Client

Onboarding a new client can be a daunting task. There are so many things to do and remember! This blog post will walk you through the steps to onboarding a new virtual assistant client. We'll discuss everything from how to nail your discovery call to how to take your first payment — and, most importantly, how to make your onboarding process feel seamless for your new client.

With these tips, your new client will be onboarded in no time!

How To Onboard A New Client

Discovery Call

The discovery call is one of the first steps to onboarding a new client. You will want to set up an easy way to schedule a discovery call with your new client. Instead of emailing or messaging back and forth to set up a time, use a tool like Calendly or Doodle. These tools allow your new client to pick from an assortment of times and dates easily.

Your discovery call is the perfect opportunity to get to know your client and their business needs, so make sure to prepare for this meeting. Research their business' website and social media presence to try and find out all you can about the client. Take notes of things you love about their business and things you could help them improve. This way, you can compliment them during the discovery call and offer some feedback if asked.

To help with your research, it is a great idea to have them answer a few questions about themselves and their business before the meeting. Calendly offers a form option that allows you to request information from clients before they schedule the meeting. But you can also email them another form, like Google Forms or SurveyMonkey, prior to the meeting.  

Learn more about how to complete your discovery call here.

Contract

Once your discovery call is complete, and you have shared your pricing and packages with the client, it's time to prepare and send them your contract or proposal. Use a tool like Dubsado or DocuSign to allow clients to sign your contract digitally.

It is also lovely to send clients a welcome packet that includes information about how you work and how they can get in touch with you. This document can be included in your contract materials. It should be short and friendly while also laying out clear expectations for your work together.

This process should be simple and streamlined for your client. Make sure to test your systems before sending them to an actual client.

Invoice

Once the client has signed your contract, you can send your first invoice. Some programs, like HoneyBook or Dubsado, allow clients to sign a contract and pay their invoice altogether, but these steps can also be done separately.

Kickoff Call

This call is optional, depending on your process, but most of the time, having a kickoff call is a good idea. This is your time to get clear on what will be expected of you and share your expectations for your client. Remember, you are also a business owner, not your client’s employee.

Before this call, sending another questionnaire asking for more detailed information may be a good idea. If you need more information about their business or if you need access to their logos or a brand packet - now is the time to get those from your client. While you can get these in the call, it is best to have all these things in the same place for each client, so you can refer back to them as needed.

Now you’re ready!

You are ready to start working with your new client at this point! With the proper preparation and planning, you can successfully onboard a new virtual assistant client and begin building a solid relationship that will help both of you succeed.

Remember, your onboarding process can change as you grow. Feel free to start small with simple processes and build them up with time. Just make sure to include each of the steps above to onboard a new client, and you will do great!