Streamline Client Onboarding with PDF, Trello, Slack, Gmail & Airtable

Automated Client Onboarding Workflow

This n8n workflow automates the end-to-end client onboarding process: capturing client details, validating emails, assigning tiers, generating welcome packs, creating tasks, notifying teams, archiving records, and sending weekly reports.

Who’s It For B2B SaaS companies** onboarding new customers
Agencies** handling structured client setups
Sales & customer success teams** needing automation
Consulting firms** aiming for error-free onboarding

⚙️ How It Works Capture client details through a Webhook (connected to forms).
Validate client’s email using Verifi Email.
Log onboarding data into Google Sheets.
Assign tier logic (Basic/Pro/Enterprise) via Function node.
Create a Trello task card with onboarding steps.
Generate a personalized Welcome Pack PDF with client details.
Send Slack notification to internal team with client details.
Download and attach PDF, then send personalized welcome email to the client.
Archive structured onboarding data in Airtable.
Weekly scheduled report: Collects Airtable onboarding data
Processes weekly stats (plans, tiers, counts)
Sends onboarding summary via email to the manager

🛠️ How to Set Up Webhook Setup
Install & configure credentials:
Verifi Email key
Google Sheets OAuth2
Airtable OAuth2
Gmail OAuth2
Slack OAuth2
Trello API
Optional: Customize the Welcome PDF template (HTML/CSS).
Edit tier assignment logic inside the Assign Tier Logic node.
Modify Slack & email templates to match your branding.
Adjust schedule for weekly reports (default: Monday 9 AM IST).
Test with sample payload:
{ "name": "Jane Doe", "email": "jane@acme.com", "company": "Acme Corp", "plan": "Pro" } 📋 Requirements Self-hosted or Cloud n8n
Credentials: Verifi Email, Google Sheets, Airtable, Gmail, Slack, Trello Optional: API for company enrichment

⚠️ Note: The HTML/CSS to PDF node (used for report generation) has a limit of 10 free requests. For production usage, you’ll need an API plan.

⭐ Core Features Email Validation: Blocks fake/spam signups - Tier Assignment: Auto-classifies clients into Basic/Pro/Enterprise Task Management: Trello cards for onboarding checklist Welcome PDF Pack**: Branded, client-personalized PDF attachment Slack Notifications**: Real-time internal updates Airtable Archiving**: Permanent record-keeping Weekly Reports**: Automated onboarding summaries for managers

📈 Use Cases & Applications B2B SaaS**: Scale client onboarding without hiring more staff
Agencies**: Deliver smooth onboarding experiences
Sales Teams**: Reduce delays in CRM entry
Customer Success**: Focus on relationship-building instead of admin

✅ Key Benefits Saves 5–6 hours of manual onboarding per client
Ensures error-free onboarding with email validation Provides a professional, branded experience Improves collaboration with Slack + Trello integration Scales seamlessly as client volume grows

🔧 Customization Options Modify tier logic (e.g., budget, plan, company size) Customize Slack channel or Trello list for task routing Update PDF branding (logo, theme, styling) Add extra onboarding steps (e.g., Calendly call scheduling) Extend weekly reports (e.g., include ROI or CSM notes)

⚠️ Important Disclaimers For educational & automation purposes Ensure compliance with GDPR/CCPA before storing client data Always test workflow with dummy data before production

Workflow Components

Webhook Trigger** → Captures client form submissions Verifi Email** → Validates client email Google Sheets** → Logs onboarding entries Code Node** → Assigns tier & priority Trello** → Creates task card for CSM HTML/CSS to PDF** → Generates Welcome Pack PDF Slack** → Notifies team about new client Gmail** → Sends welcome email with PDF Airtable** → Archives full onboarding record Schedule Trigger* + Report* → Weekly summary to management