How S.C. automated client onboarding with 24 AI agents
The problem
S.C. runs a consulting firm that onboards 20-30 new clients per month. The process involves:
- Collecting client information via intake form
- Running background checks
- Assigning to the right practice area
- Creating a custom onboarding plan
- Scheduling kickoff meetings
- Preparing engagement letters
- Setting up project management workspaces
- Coordinating with the finance team for billing setup
Previously, this was 15 steps across 4 team members, taking 5-7 business days. Steps 8-15 were prone to delays because they depended on manual handoffs.
The Helix solution
S.C. built a Helix Spiral with 6 agent-powered phases:
Phase 1: Intake (Echo) Echo reads the intake form, extracts key entities, and classifies the client into a practice area. Confidence threshold: 95%. If below, it escalates to a human.
Phase 2: Verification (Kavach) Kavach runs background checks via API, flags any concerns, and generates a risk score. High-risk clients get flagged for partner review.
Phase 3: Planning (Vega) Based on practice area and risk score, Vega generates a custom onboarding plan with timeline, milestones, and resource requirements.
Phase 4: Coordination (Mitra) Mitra schedules kickoff meetings by checking calendars, sends invitations, and confirms attendance. It handles rescheduling automatically.
Phase 5: Documentation (Sage) Sage generates engagement letters customized to the client's practice area, risk profile, and timeline. It routes to the partner for e-signature.
Phase 6: Activation (Praxis) Praxis creates project workspaces, sets up billing, and triggers the finance team's onboarding checklist.
The results
- Time to onboard: 5-7 days → 4-12 hours
- Manual handoffs: 15 → 2 (partner review + e-signature)
- Errors: ~3 per onboarding → ~0.3
- Client satisfaction: Increased because kickoff meetings happen within 24 hours
Why it worked
The key wasn't replacing humans with agents. It was replacing handoffs with coordination. Instead of "finish your step and email the next person," the agents share memory and hand off context automatically.
When Kavach flags a high-risk client, Vega already knows the risk score when it starts planning. When Mitra schedules the kickoff, Sage already has the timeline. Nobody re-enters information.
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