Case study Recruitment funding

Every new client was onboarded by hand, and the whole process sat with two people.

We replaced it with an onboarding portal wired into HubSpot. Same team, no extra headcount, and the admin stopped landing on people.

UK recruitment funding business Invoice finance for agencies Client onboarding portal
100+
hours of admin saved every month

That is roughly three quarters of one person's month, taken off the team and handed to the system.

100%

of compliance steps now completed in order, with an audit trail

Zero

manual handoffs between a closed deal and onboarding starting

4 to 1

systems holding client data, down from HubSpot plus email, drives and spreadsheets

You will know this one

“The one person who knows the process is on leave, so onboarding stops.”

“A client asks where their paperwork is and three people check three places.”

“We could not prove every check was done for every client we took on.”

The client

Sales ran in HubSpot. Everything after the deal closed ran on email threads, shared drives and manual checklists, held by two people. The business was growing, and doing more of it by hand meant hiring admin staff and still not being able to prove the checks had been done.

What we built

One onboarding portal wired into HubSpot. Sales never leave the tool they already use, the client fills in one form, and the checks run themselves while they do it.

  1. Sales team

    Outreach and the deal

    Sales work entirely in HubSpot, exactly as they did before. Nothing new to learn and nothing extra to update.

  2. Automatic

    Deal closes, handover fires

    no rekeying

    Our integration picks up the closed deal and carries the details across on its own.

  3. The client

    One self-serve form

    credit check ID check documents stored

    The form arrives pre-filled with what HubSpot already knows. The client adds the rest in their own time, in one place.

  4. Onboarding team

    One human review

    audit trail

    A person checks for problems once, at the end, instead of chasing every step along the way.

  5. Automatic

    Everything syncs

    one record

    HubSpot, the portal and their own in-house system all end up holding the same record.

pills = runs in the background, nobody has to start it

From a different Alpha Labs project

“I was really impressed with Joe's patience and attention to detail. You can tell he cares about delivering a great product. When things did not go to plan he was quick to fix any issues.”

James Nugent Ducks 2 Water

Is this how onboarding works in your agency?

If it depends on two people and a lot of email, the next step is a conversation, not a proposal. Thirty minutes. You walk me through how it runs now, and I tell you where the time is going and whether software is the right fix.

Book a 30 minute discovery call

No cost, no obligation. Or call 01494 413 331.

calendly.com/alphalabs/system-discovery-call · alphalabs.net

What happens on the call

  1. You talk me through your process as it actually works today.

  2. I point out where the hours are going and what a fix would involve.

  3. You get a straight answer on whether this is worth building, including if it is not.