Contract Executed
9:15 AMCounter-signed MSA for Acme Corp. Uploaded to G-Drive and triggered Stripe invoice for initial deposit.
Project Workspace Setup
10:30 AMDuplicated ClickUp onboarding template. Created shared Slack Connect channel and invited the client's POC.
Asset Follow-Up
1:45 PMSent polite reminder to client regarding missing brand guidelines and vector logos. Rescheduled kickoff call to Friday.
Stop Dropping the Ball
After the Deal is Won.
You just closed a high-ticket client. Don't ruin the momentum by taking 4 days to send a contract or project folder. Hire a dedicated virtual assistant to deliver a white-glove onboarding experience while you focus on the next deal.
100%
Contracts Sent
Zero
Lost Assets
Day 1
Project Readiness
Trained on Your Post-Sale Tech Stack
The "Closed Won" Bottleneck
You worked for weeks to close the deal, but a clunky onboarding process immediately causes buyer's remorse. Scaling stops when founders do their own admin work.
| The Onboarding Phase | The Solo Founder/Exec | Supported by a VA |
|---|---|---|
| Agreements & Invoicing | Writing MSAs manually at 11 PM and forgetting to send the Stripe link until days later. | Instant Execution. VA generates the contract from templates, sends via DocuSign, and triggers the deposit invoice immediately upon closing. |
| Asset Collection | Sending a massive list of questions in an email. Client ignores it. You delay the project start date. | Relentless Follow-Up. VA sends structured intake forms, reviews submitted assets for completion, and politely follows up daily until everything is in. |
| Project Setup | Scrambling 5 minutes before the kickoff call to create a Slack channel and Asana board. | Systematic Prep. VA clones project templates, sets up G-Drive folders, invites clients to Slack, and briefs the internal delivery team. |
What Does an Onboarding VA Do?
Delegate the administrative heavy lifting so you can focus on strategy, deliverables, and expanding accounts.
Contracts & Admin
Generating customized Master Service Agreements (MSAs), SOWs, and NDAs. Sending via DocuSign and verifying all signatures are collected.
Asset Collection
Sending intake forms and chasing down brand guidelines, login credentials, vector logos, and previous campaign data required to begin work.
Project Board Setup
Cloning your standard operating templates in Asana, ClickUp, or Monday. Assigning initial tasks to your internal team with appropriate due dates.
Comms & Welcome Packets
Sending a polished welcome email outlining the timeline, setting up shared Slack Connect channels, and scheduling the official kickoff call.
Internal Handoff
Summarizing sales notes and client goals for the delivery team so account managers aren't going into the kickoff call blind.
Billing Verification
Ensuring Stripe subscriptions are active, initial deposits are paid, and finance software is updated before any heavy lifting begins.
What Founders Say
"We used to lose a week just waiting for clients to send us their branding assets and ad account access. Our VA now handles the entire intake flow. By the time we have our kickoff call, Asana is built and everything is ready to go."
Marcus K.
B2B Lead Gen Agency
"The post-sale handoff was our biggest point of friction. Now, as soon as the Stripe payment clears, my VA automatically takes over. She generates the Slack channel, sends the welcome packet, and books the strategy call. It feels like a true enterprise experience for our clients."
Elena L.
SaaS Implementation Consultant
"We used to lose a week just waiting for clients to send us their branding assets and ad account access. Our VA now handles the entire intake flow. By the time we have our kickoff call, Asana is built and everything is ready to go."
Marcus K.
B2B Lead Gen Agency
Scale Your Capacity, Not Overhead
Get dedicated onboarding support for a fraction of the cost of a local project manager. No payroll taxes, no office space required.
Part-Time Admin
Ideal for boutique agencies closing a few high-ticket clients per month.
Est. $880 USD / Month
- 20 Hours Per Week
- Asset Follow-Up & Comms
- Basic Project Handoffs
Full-Time Admin
For high-volume firms requiring deep support across contracting, PM setup, and client relations.
Est. $1,600 USD / Month
- 40 Hours Per Week
- Dedicated DocuSign & Billing Mgmt
- Full PM Board (Asana/ClickUp) Setup
Onboarding VA FAQ
Common questions about delegating your post-sale process.
Do your VAs know how to use ClickUp, Asana, or GoHighLevel?
Yes. We actively match you with VAs who have specific experience in your agency's tech stack. They understand how to duplicate templates, assign standard delivery dates, format internal briefs, and utilize CRM pipelines properly.
How do they communicate with my clients? Will it look professional?
Your VA will communicate using a company email address you provide (e.g., onboarding@yourdomain.com). They use your approved templates for welcome packets and follow-ups. Their goal is to project a highly professional, "white-glove" administrative presence for your brand.
Can they handle basic Zapier or automation setups?
Many of our VAs have strong technical foundations and can manage standard Zaps (like routing a signed DocuSign into a Slack channel or triggering a GoHighLevel email). Be sure to mention this requirement during your matching consultation.
Streamline Your Handoffs.
Stop letting missing assets and slow contract drafting stall your projects. Get matched with a dedicated onboarding VA who understands B2B service delivery.
Direct Contact
Request a VA Match
Tell us about your tech stack and current bottlenecks to get matched.