We already have software. Do we have to replace it?

Usually not. A lot of what we do is repairing the tools you already pay for, or getting them to work together. We only recommend new software when what you have can't do the job.

Do I have to hire you after the Find?

No. You walk away with a written plan and a price. Take it to anyone, or keep it in a drawer.

Only when AI is the right tool for the job. We start with how your work happens, then pick whatever fixes it best. Sometimes that's AI. Often it's a well-built form.

Who do you work with?

Established service businesses, usually around 5 to 50 people, with a problem that keeps coming back and someone who can say yes to fixing it.

Client onboarding · Agencies, consultancies, recruiting firms

From signed to ready to start, without the chasing.

Your new client has signed, but the work can't start yet. The details are spread across emails, forms, call notes and spreadsheets, and someone on your side has to chase what's missing. We fix that handoff, so a new client's details land in one place, you can see what's ready and what isn't, and the next steps start the moment a client says yes.

Tell us where onboarding gets stuck See what a fix looks like

Client Kickoff start screen: Signed, ready to start, with three sample firms to pick from and the four sources below — From Client Kickoff, a working demo built by CloseEase. The firms in it are made up.

Why it stalls

The work is sold. The details are everywhere.

Nobody planned it this way. Your setup grew one tool at a time, and now a new client's details live in several places at once, with nobody whose job is to pull them together.

Proposal emailIntake formCall notesTracker row

Ready to startOne pageWhat's ready, what's missing, what's next

Details arrive in pieces.A signed proposal by email, an intake form, notes from the call and a row in a tracker.
Someone has to chase what's missing.And the gaps tend to show up after the work has started, which is the worst time to find them.
Sales says yes, and the people doing the work find out later.What was promised in the sale doesn't make it to them.
The same details, typed in three places.The CRM, the invoicing tool, the project tracker. Every copy is another chance for it to be wrong.
Sources disagree.The proposal says one start date, the call notes say another, and nobody notices until it matters.
Nobody can tell what's ready.Answering "can we start on this one?" means asking around.

Where it shows up

Same problem, different paperwork.

The handoff looks a little different in every firm. The pattern is the same: the work can't start until the details are in, and getting them in is nobody's job.

Agencies

Brief, brand files, logins, approvals.

The proposal is signed, but the work can't start until the brief, brand files, logins and approvals arrive, and they come in one email at a time.

Consultancies

Scope, stakeholders, data access.

What was agreed in the sale has to reach the people doing the work, along with who's who on the client's side, what data they need and when the first meeting is.

Recruiting firms

Role, salary range, hiring manager.

A new job order needs the role details, the salary range, the hiring manager and the interview steps before the search can start, and the notes don't always match the form.

What a fix looks like

One page for every new client.

Your fix depends on how your firm works, and it often starts with the tools you already have. Here's one way it can look, from Client Kickoff, a working demo we built with made-up firms.

Ready to start

A ready-to-start checklist for each new client.

The details that matter are pulled into one place, and each item is marked ready, waiting or needs a check. So when someone asks "can we start?", you have an answer.

Sources that disagree: start date Nov 3 in the email and week of Nov 10 on the call, plus a drafted email to the client

Mix-ups

Mix-ups get caught, and your client gets one email.

When the proposal says Nov 3 and the call notes say the week of Nov 10, it's flagged with a suggested fix. Your client gets one email asking only for what's missing, instead of a dozen.

Handoff

A handoff note, and a name on every next step.

The people doing the work start with the full picture, and nobody has to guess who's doing what next.

Client Kickoff is a demo with fictional firms: Northlight Creative and its client Fernhill Coffee Roasters are made up. It also includes a sample recruiting firm and accounting firm.

The fix

Connect it, repair it, or build it.

We start with how your onboarding actually happens, then pick the smallest fix that solves it.

Connect

Connect what you have

Often the answer is getting the tools you already pay for to work together, so a new client's details are entered once.

Repair

Repair what's there

If an intake form, a place your clients log in, or a step that should run on its own only half works, we repair it instead of adding another tool on top.

Build

Build what's missing

When nothing you have can do the job, we build it. That could be an intake form, a place your clients log in, a tool your staff use every day, or work that starts on its own the moment a client says yes.

Handoffs in the CloseEase CRM

How it starts

One path, from signed to ready to start.

After a short, free chat, the first step is the Find. For onboarding, it covers one path, from the moment a client signs to the moment the work can start. It costs a fixed CAD $750 + HST.

A plain map of every place a new client's details arrive, get retyped or wait
Whether the CRM, forms and project tools you already have can do the job
What we'd change, exactly what we'd build, what "done" means, and a quote for the Fix
If you go ahead within 60 days, the full $750 comes off the price of the job

Tell us where onboarding gets stuck Everything about the Find

Case study

Different industry, same shape.

Client list on the portal's main screen, with two new pharmacies waiting for approval

Client project · shown anonymized

A partner portal that brings new pharmacies on board.

New partners get approved and set up, send work in through one door and only ever see their own records. It's the same handoff your firm runs every time a client signs.

Read the case study

Questions

Questions people ask

We already have software. Do we have to replace it?: Usually not. A lot of what we do is repairing the tools you already pay for, or getting them to work together. We only recommend new software when what you have can't do the job.
Do I have to hire you after the Find?: No. You walk away with a written plan and a price. Take it to anyone, or keep it in a drawer.
Is this an AI thing?: Only when AI is the right tool for the job. We start with how your work happens, then pick whatever fixes it best. Sometimes that's AI. Often it's a well-built form.
Who do you work with?: Established service businesses, usually around 5 to 50 people, with a problem that keeps coming back and someone who can say yes to fixing it.

Free chat

Tell us where onboarding gets stuck

What happens at your firm between a client signing and the work starting? You'll get a personal reply by email within 24 hours to set up a short, free chat.

You tell us what's going on
A few lines is plenty.
You get a personal reply
By email, within 24 hours, to set up a short, free chat.
If it's a fit, the Find
A close look at one process, for CAD $750 + HST. Go ahead within 60 days and the full $750 comes off the price of the job.

Prefer email? info@closeease.com

Not ready to talk yet? Run the free ready-to-start checklist.