# Manage client onboarding and project handoff: n8n workflow

> Started by another system calling it, and works across Gmail and Google Sheets. 23 steps, 3 branches: large, and worth reading before you trust it with...

Source: https://millionrounds.com/workflow/manage-client-onboarding-and-project-handoff (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Data collection](https://millionrounds.com/workflows?category=Data+collection#library)

# Manage client onboarding and project handoff

Started by another system calling it, and works across Gmail and Google Sheets. 23 steps, 3 branches: large, and worth reading before you trust it with anything live.

Large

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmanage-client-onboarding-and-project-handoff)

**23 steps** Large: read it before trusting it with anything live

**3** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 5 Logic 6 Service 12

The steps in the order they run, from what starts it.

- 1 **Receive New Client** Webhook *Starts it*
- 2 **Every Morning** Schedule trigger *Starts it*
- 3 **Validate Client Intake** Code *Logic*
- 4 **Read Active Projects** Google Sheets *Service*
- 5 **Read Existing Clients** Google Sheets *Service*
- 6 **Build Onboarding Risk Digest** Code *Logic*
- 7 **Load Onboarding Config** Google Sheets *Service*
- 8 **Has Onboarding Risk?** If *Logic*
- 9 **Build Client Onboarding Plan** Code *Logic*
- 10 **Send Onboarding Risk Digest** Gmail *Service*
- 11 **Check Client Duplication2** If *Logic*
- 12 **Send Duplicate Review Email** Gmail *Service*
- 13 **Create Client CRM Row** Google Sheets *Service*
- 14 **Respond Duplicate Found** Respond To Webhook *Starts it*
- 15 **Create Project Handoff Row** Google Sheets *Service*
- 16 **Create Onboarding Checklist** Google Sheets *Service*
- 17 **Send Client Welcome Email** Gmail *Service*
- 18 **Send Internal Handoff Email** Gmail *Service*
- 19 **Needs PM Attention?** If *Logic*
- 20 **Create Onboarding Risk Log** Google Sheets *Service*
- 21 **Respond Onboarding Completed** Respond To Webhook *Starts it*
- 22 **Send PM Risk Alert** Gmail *Service*
- 23 **Respond Created With Attention** Respond To Webhook *Starts it*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 23, with 3 branches
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Sheets
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Gmail and Google Sheets accounts. You connect your own accounts after importing it; none are included.

What starts it?

It starts on another system calling it.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Take your time. At 23 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 23 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmanage-client-onboarding-and-project-handoff)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

## Workflows like it

Also data collection, with the same services where possible, closest in size first.

- [**Track customer email commitments with Gmail and OpenRouter** 23 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/track-customer-email-commitments-with-gmail-and-openrouter)
- [**Analyze Amazon review friction and revenue impact** 23 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/analyze-amazon-review-friction-and-revenue-impact)
- [**Extracts and organizes academic publications with OpenAI** 23 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/extracts-and-organizes-academic-publications-with-openai)
- [**Log meal nutrition from LINE food photos to Google Sheets** 23 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/log-meal-nutrition-from-line-food-photos-to-google-sheets)
- [**Optimize Instagram hashtags with OpenAI and Graph API** 23 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/optimize-instagram-hashtags-with-openai-and-graph-api)
- [**Track menu cost ratios from delivery-note photos with Gemini** 23 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/track-menu-cost-ratios-from-delivery-note-photos-with-gemini)