ClientFlow for Agencies | Intake to Delivery Process
Systematize agency client management from intake to delivery. GitScrum templates, onboarding checklists, and automation ensure no steps are missed across clients.
6 min read
Managing multiple clients requires consistent processes that scale. Clientflow systematizes how agencies handle projects from initial inquiry through delivery and beyond. GitScrum enables efficient clientflow with structured workflows, templates, and automation.
Clientflow Challenges
| Phase | Challenge | Solution |
|---|---|---|
| Intake | Inconsistent scoping | Intake templates |
| Onboarding | Missed steps | Checklists |
| Execution | Scope creep | Clear boundaries |
| Communication | Too much/little | Defined rhythms |
| Delivery | Incomplete handoff | Delivery checklist |
Complete Clientflow Process
End-to-End Flow
CLIENTFLOW LIFECYCLE
════════════════════
INTAKE ONBOARDING EXECUTION
│ │ │
▼ ▼ ▼
┌─────────┐ ┌────────────┐ ┌──────────┐
│ Inquiry │ ──▶ │ Project │ ──▶ │ Active │
│ Scoping │ │ Setup │ │ Work │
│ Proposal│ │ Kickoff │ │ Sprints │
└─────────┘ └────────────┘ └──────────┘
│
OFFBOARDING DELIVERY │
│ │ │
▼ ▼ │
┌───────────┐ ┌──────────┐ │
│ Handover │ ◀──│ Final │ ◀──────────┘
│ Follow-up │ │ Approval │
│ Retainer? │ │ Launch │
└───────────┘ └──────────┘
Phase 1: Intake
INTAKE WORKFLOW
═══════════════
STEP 1: INQUIRY CAPTURE
├── Standard intake form
├── Key information gathered
├── Initial fit assessment
└── Assign to account manager
STEP 2: DISCOVERY CALL
├── Understand requirements
├── Assess complexity
├── Identify constraints
├── Qualify budget/timeline
└── Document in GitScrum
STEP 3: SCOPING
├── Define deliverables
├── Estimate effort
├── Identify risks
├── Draft timeline
└── Internal review
STEP 4: PROPOSAL
├── Scope document
├── Timeline
├── Pricing
├── Terms
└── Send for approval
GITSCRUM SETUP:
├── "Sales Pipeline" project
├── Cards for each opportunity
├── Columns: Lead → Discovery → Proposal → Won/Lost
└── Templates for each stage
Phase 2: Onboarding
CLIENT ONBOARDING CHECKLIST
═══════════════════════════
PRE-KICKOFF:
- [ ] Contract signed
- [ ] Deposit received
- [ ] Project created in GitScrum
- [ ] Team assigned
- [ ] Client access granted
- [ ] Kickoff scheduled
KICKOFF MEETING:
- [ ] Introductions
- [ ] Scope walkthrough
- [ ] Timeline review
- [ ] Communication plan
- [ ] Access and tools
- [ ] Questions answered
POST-KICKOFF:
- [ ] Meeting notes sent
- [ ] Client added to portal
- [ ] Initial tasks created
- [ ] First milestone defined
- [ ] Weekly sync scheduled
- [ ] Slack/Teams channel created
Phase 3: Execution
EXECUTION WORKFLOW
══════════════════
SPRINT STRUCTURE:
├── 2-week sprints
├── Weekly client update
├── Bi-weekly deliverables
└── Continuous feedback
COMMUNICATION RHYTHM:
├── Daily: Team standups (internal)
├── Weekly: Client status email
├── Bi-weekly: Client review call
├── Monthly: Stakeholder update
└── As needed: Urgent issues
TRACKING IN GITSCRUM:
├── Sprint boards for each client
├── Milestones for phases
├── Time tracking enabled
├── Client-visible status
└── Automated reports
Phase 4: Delivery
DELIVERY CHECKLIST
══════════════════
PRE-DELIVERY:
- [ ] All tasks complete
- [ ] QA passed
- [ ] Internal review done
- [ ] Documentation ready
- [ ] Training prepared
- [ ] Client preview ready
DELIVERY:
- [ ] Staging approval
- [ ] Final revisions
- [ ] Production deployment
- [ ] Smoke testing
- [ ] Client walkthrough
- [ ] Sign-off obtained
HANDOFF:
- [ ] Access credentials
- [ ] Documentation
- [ ] Source files
- [ ] Training session
- [ ] Support contact
- [ ] Warranty terms
Phase 5: Offboarding
OFFBOARDING WORKFLOW
════════════════════
ADMINISTRATIVE:
- [ ] Final invoice sent
- [ ] Payment received
- [ ] Project archived
- [ ] Access revoked (if applicable)
- [ ] Files backed up
RELATIONSHIP:
- [ ] Thank you sent
- [ ] Testimonial request
- [ ] Case study discussion
- [ ] Future opportunities
- [ ] Add to newsletter
INTERNAL:
- [ ] Team retrospective
- [ ] Lessons documented
- [ ] Time reconciled
- [ ] Profitability review
- [ ] Update portfolio
GitScrum Clientflow Setup
Project Structure
MULTI-CLIENT ORGANIZATION
═════════════════════════
WORKSPACE: Agency Name
│
├── 📁 Sales Pipeline
│ └── Track opportunities
│
├── 📁 Client: Acme Corp
│ ├── Website Redesign (active)
│ ├── Marketing Campaign (active)
│ └── Archive
│ └── Logo Design (complete)
│
├── 📁 Client: Beta Inc
│ ├── Mobile App v2 (active)
│ └── Archive
│
├── 📁 Client: Gamma Ltd
│ └── E-commerce (active)
│
└── 📁 Templates
├── Website Template
├── App Template
└── Onboarding Template
Client Project Template
PROJECT TEMPLATE STRUCTURE
══════════════════════════
BOARDS:
├── Backlog
├── Current Sprint
├── Client Review
└── Done
DEFAULT MILESTONES:
├── Kickoff Complete
├── Phase 1 Delivery
├── Beta Launch
├── Final Delivery
└── Project Close
INITIAL TASKS:
├── Onboarding checklist
├── Discovery tasks
├── Setup tasks
└── First deliverables
LABELS:
├── priority: high/medium/low
├── type: design/dev/content
├── status: blocked/review
└── client: awaiting-input
Communication Automation
Scheduled Updates
AUTOMATED COMMUNICATIONS
════════════════════════
WEEKLY STATUS EMAIL:
Trigger: Every Friday 4pm
To: Client contacts
Content:
├── This week's progress
├── Next week's plan
├── Items needing input
├── Risks/blockers
└── Quick wins
MILESTONE NOTIFICATIONS:
Trigger: Milestone completed
To: Client + stakeholders
Content:
├── What was delivered
├── Next phase overview
├── Action items
└── Links to deliverables
APPROVAL REMINDERS:
Trigger: No response in 48h
To: Client contact
Content:
├── Pending approval item
├── Impact of delay
└── Direct link to approve
Best Practices
For Effective Clientflow
Anti-Patterns
CLIENTFLOW MISTAKES:
✗ Each client managed differently
✗ No onboarding process
✗ Inconsistent communication
✗ Scope not documented
✗ No delivery checklist
✗ Ghosting after delivery
✗ Missing retrospectives