A growing recruitment funding company was onboarding every new client by hand. The process worked, but it depended on specific people and was costing over 100 hours of admin every month.
About the client
A specialist funding company providing invoice finance and back-office services to recruitment agencies across the UK, helping them grow without the cash flow constraints.
The sales pipeline lived in HubSpot, but once a deal closed the onboarding process moved to email threads, shared drives, and manual checklists with no connection between the two.
Every new client required ID verification, document collection, credit checks, and contract generation. Each step was done by hand, with compliance dependent on individual diligence.
The business was growing quickly and knew the manual approach would not scale. They needed a system that could onboard clients consistently without adding headcount.
Three areas where the business was losing time, creating risk, and building dependency on specific people.
HubSpot managed the pipeline, but nothing connected it to the onboarding process. When a deal closed, someone had to manually kick off a chain of emails, documents, and checks. Context was lost between systems every time.
Each new client required document collection, ID checks, credit verification, and contract generation. All of it was done by hand by one or two people. If they were away, onboarding stopped entirely.
Compliance steps were tracked on spreadsheets and checklists. There was no enforced order, no audit trail, and no way to prove that every step had been completed for every client. One missed check could mean regulatory exposure.
An automated onboarding portal that replaced manual processes with a single, compliant, repeatable system connected directly to HubSpot.
When a deal closes in HubSpot, the portal automatically creates a client record, sends document requests, and begins the onboarding workflow. No manual handoff required.
Every compliance step is enforced in sequence. ID verification, credit checks, and document sign-off happen in order with a full audit trail. Nothing gets skipped.
The portal syncs directly with HubSpot, keeping deal data, client records, and onboarding status connected. The sales team can see exactly where each client is in the process.
The manual admin that used to consume over 100 hours every month is now handled by the system. The team focuses on client relationships instead of chasing documents.
If you recognise what these businesses were going through, a Systems Audit is the right place to start.
If you are thinking about using Joe and Alpha Labs, stop thinking and just go for it.