How to Automate New Client Onboarding: From Inquiry to First Invoice (2026)

Most service businesses lose time: and sometimes clients: in the gap between “we’d love to work with you” and the first invoice. Someone has to collect details, follow up on missing information, copy data between systems, and remember to send the welcome email.

That whole process can run automatically. Here’s how to build it with tools most small businesses already use or can access for free.

The Workflow at a Glance

New inquiry arrives → details collected via form → contact created in Xero → welcome email sent → draft invoice created → you get notified. All without lifting a finger after the initial setup.

What You Need

• Typeform: free plan handles up to 10 responses/month; AU$25/month for unlimited
• Zapier: free plan includes 100 tasks/month (enough for most small businesses starting out)
• Xero: any plan; Starter at AU$29/month covers sole traders
• Gmail or Outlook: for the automated welcome email

Total additional cost beyond Xero: AU$0–25/month depending on inquiry volume.

Step 1: Build Your Inquiry Form in Typeform

Create a new form in Typeform with these fields as a starting point:

• Full name
• Business name
• Email address
• Phone number
• What they need help with (short paragraph or multiple choice)
• Rough budget or project size (optional: but useful for filtering)
• Preferred start date

Keep it to 6–8 questions. Longer forms kill completion rates. You can always follow up for additional detail after the automation handles the basics.

Embed the form on your website’s Contact or Work With Me page, or share the direct link in your email signature.

Step 2: Connect Typeform to Zapier

In Zapier, create a new Zap:

1. Trigger: Typeform → New Entry
2. Select your form
3. Test the trigger using a sample submission

Once the trigger is working, add your actions.

Step 3: Create the Contact in Xero

Add a Zapier action: Xero → Create/Update Contact. Map the form fields:

• Contact Name → Business name (or full name if no business)
• First Name → First name from form
• Last Name → Last name from form
• Email → Email from form
• Phone → Phone from form

Xero now has a record for this person. No manual data entry, no copy-pasting between tabs.

Step 4: Send a Welcome Email

Add another Zapier action: Gmail → Send Email (or Outlook → Send Email). Draft a warm, practical welcome message that:

• Thanks them for getting in touch
• Confirms you’ve received their inquiry
• Sets expectations on response time (“I’ll be back in touch within one business day”)
• Optionally links to your calendar for booking a discovery call (Calendly free tier works well here)

Use the Typeform fields to personalise, “Hi [First Name], thanks for reaching out about [project type]…”: so it doesn’t read like a form letter.

Step 5: Create a Draft Invoice in Xero

Add one more Zapier action: Xero → Create Invoice (set status to Draft). Use the contact you just created as the recipient. You’ll customise the line items manually before sending, but the invoice is already waiting in Xero with the client’s details filled in.

This removes one of the most commonly skipped steps: creating the invoice: from the follow-up to-do list.

Step 6: Notify Yourself

Optional but useful: add a final Zapier action to send yourself a Slack message, email, or SMS with the inquiry summary. This replaces the “checking Typeform” habit with a clean notification.

Alternatives to Typeform

• Gravity Forms: if your site runs on WordPress, this is a solid alternative with Zapier integration
• JotForm: generous free plan, connects to Zapier
• HubSpot Forms: free, syncs automatically to HubSpot CRM if you’re using it
• Google Forms: free, connects to Zapier via Google Sheets trigger

What Still Needs a Human

• Qualifying the inquiry: the automation captures the details, but deciding whether to take the work is still yours
• Scoping and pricing: the draft invoice needs your line items and amounts
• The first real conversation: a discovery call or email exchange before the project starts

The automation handles the admin. You handle the relationship.

How Long Does Setup Take?

Budget two to three hours the first time: one hour to build the Typeform, one hour to set up the Zap, and some time to test and tweak. After that, it runs without input from you.

For businesses getting 5+ inquiries a month, this pays for itself in the first week.

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See also: How to Automate Overdue Invoice Reminders | How to Automate Your BAS Prep: Xero + Dext | Xero vs MYOB vs QuickBooks for Australian Business

Sources: Zapier Typeform–Xero integration | Xero Zapier integration | Typeform pricing

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