How Amsive saved 3,800 hours a year by automating client onboarding with AI Teammates

At performance marketing agency Amsive, winning a new client is just the beginning of the relationship. Delivering on that relationship starts with a positive onboarding experience—and as the agency scaled, that process became harder to manage.

Information from the sales win lived in Salesforce, but account context was scattered across Slack threads, SharePoint folders, and individual inboxes. By the time information reached the teams responsible for client onboarding, it had passed through enough hands that details were often missing or inconsistent. 

Now, an Asana AI Teammate works alongside Amsive's operations team inside their existing workflows, using the context it has across their connected tools to manage the entire onboarding process, from the moment a deal closes through onboarding, ongoing delivery, and account growth.

AI is taking the lift and the burden off our teams and allowing them to focus on the creative things, the strategy, and the things they're best at.”

When client onboarding needs to scale 

When a deal closed, the sales team updated the account in Salesforce, but that’s where the formal process ended. Not everyone had access to Salesforce, and there was no automatic way to get the information to the people who needed it for client onboarding. The entire process became what Digital Workplace and AI Enablement Lead Adam Lozada called “a game of telephone:” it started with information that was accurate, but became increasingly fragmented as it passed through Slack messages, email chains, and impromptu calls.

"The information started to diminish and change, and it got lost," says Adam. "The challenge became how to keep that information and make sure it got from point A to point B and continued through the entire life cycle."

The AI Teammate solves that challenge by keeping client information current and accessible as the relationship evolves, so teams can maintain a complete view of the client starting from day one through ongoing delivery.

How Amsive automated client onboarding with AI Teammates

To bring consistency to their client onboarding process, Adam's team built an end-to-end agentic workflow with a client onboarding AI Teammate acting as the connective layer between sales, onboarding, and ongoing client delivery.

The workflow brings humans and AI Teammates together to handle the work. By integrating with the tools Amsive's teams already use, the AI Teammate can pull information from connected platforms, create documents, and coordinate work in Asana, giving it the context and capabilities to take on routine coordination and information gathering. Meanwhile, the Operations team reviews, approves, and moves the work forward.

Here's how it works:

Step 1: A closed deal in Salesforce triggers the workflow automatically 

When a seller marks an opportunity as Closed Won and converts the account to a customer in Salesforce, a Salesforce-Asana integration automatically creates a task in Amsive's Client Hub project. This “client card” task pulls in key information from Salesforce immediately, including core account details like the engagement start date and services sold.

Step 2: The AI Teammate builds a complete client profile 

Once the client card is created, rules assign it to the client onboarding AI Teammate. The AI Teammate searches across Amsive's connected platforms and pulls together everything the agency already knows about the client, such as the client’s business context, points of contact, active projects, and links to supporting resources, to build a complete client profile. Because the Teammate works inside the same workflows as Amsive's team, that context can carry forward as the client moves through onboarding and into ongoing delivery.

At the same time, the AI Teammate creates a connected Google Doc that serves as the client’s audit log, tracking every update to the profile over time.

Step 3: The Operations Manager reviews and launches the onboarding project

Once the client profile is complete, the AI Teammate creates a review subtask and assigns it to the Operations Manager to confirm everything ran correctly. After review, the Operations Manager converts the client card into a full onboarding project using a template. The original client card is multi-homed into the project so it stays visible and accessible throughout the engagement. Each department has its own saved view, showing only the tasks relevant to them, and every new onboarding project is automatically added to a centralized Onboarding Projects Portfolio.

Step 4: The AI Teammate builds out service-based onboarding tasks

Once the client’s onboarding project is created, the client onboarding AI Teammate steps back in. Based on the services sold, it knows exactly which tasks need to be created. For example, if the client is being onboarded for media and SEO, it builds out all the relevant onboarding tasks for those services, carrying the client profile and key context into each one so teams aren't starting from scratch.

Step 5: Cross-functional onboarding runs in a standardized way 

From there, onboarding moves through departments including Finance, IT, Customer Experience, and service teams. Each department can launch its own follow-on work using templates, maintaining consistency while keeping workflows tailored to each function.

Step 6: The AI Teammate keeps the client profile current over time 

As the client relationship grows and new work, services, or account information comes in, the client onboarding AI Teammate automatically refreshes the client profile to keep it current. Each refresh is logged in the audit document, creating a visible history of how the client relationship has evolved. 

When a new service is sold to an existing client, the new onboarding work is added to the existing onboarding project, so teams supporting the service can see what was already done, what was learned, and what context exists from earlier in the relationship. Over time, the team can use that history alongside their ongoing feedback to refine and improve the workflow.

From inconsistent handoffs to 3,800 hours saved

Before this agentic workflow, Amsive had limited ability to measure client onboarding in a consistent way. Because the process depended on email, Slack, calls, and individual follow-ups, there was no reliable data on how long onboarding actually took, where handoffs were breaking down, or whether the agency was meeting its own SLAs. Now, with every client moving through the same onboarding process, the team can track timelines, identify delays, and improve the process over time.

Amsive estimates the workflow saves 3,800+ hours annually: roughly 3,300 hours from reducing the time teams spend searching for client information, and more than 500 hours from eliminating the duplicate onboarding forms the Customer Experience team used to fill out for every new client.

“The result is institutional knowledge that scales, that doesn't live in just people's heads,” says Adam. “Asana's [AI] Teammates gave us a way to turn all that scattered work and information into a living system that updates itself without putting the burden on the team to keep it up.”

From onboarding to ongoing account management

The AI Teammate's value extends beyond onboarding. Because it continuously keeps the client profile up to date as work happens across the agency, account teams have a current view of the relationship they can use to prepare client updates, surface important changes, and spot recurring issues. Instead of digging through notes and files, teams can spend more time focused on their clients and the work that matters.

Spend less time chasing updates

With the AI Teammate continuously updating the client profile, account teams can quickly access the context they need for client updates. Instead of starting from scratch each month, they can ask the AI Teammate to pull together the information they need.

“All of the time [our AI Teammate] saves—that used to be spent chasing down information—gets cycled back and allows our account teams to now sit with clients and actually focus on what they're asking,” says Adam.

Risks flagged before they become client escalations

By surfacing important changes and recurring issues across client accounts, the AI Teammate helps the team spot potential problems earlier and address them proactively, before they reach the client.

“I think, especially in an agency world where you're working so fast on things, sometimes we become very reactive,” says Adam. “There's an issue, and you close it; then there's another issue, and you close it. And you realize the same thing is happening over and over again. AI Teammates can highlight that, so you can be more proactive and find a way to be strategic and solve issues before they happen.”

Faster onboarding, stronger client relationships

With AI Teammates, every new Amsive client gets the same starting point: a complete profile, the right tasks for the services they've purchased, and a shared workspace their entire team can use.

“ It really allows the team to operate faster and relieves that mental load so they can start thinking more strategically,” says Adam. “And when they bring these things to the client, it just elevates our team.”