How Accelerated Automation Saves +3 Hours Per Day with LaunchBay

How Accelerated Automation Fully Automated Client Onboarding with LaunchBay

As Accelerated Automation scaled its AgencyZoom consulting and implementation services to hundreds of insurance agencies, the volume of new client projects exposed a clear bottleneck: client onboarding was manual, scattered, and eating into the team's capacity to deliver. By implementing LaunchBay as their client onboarding software, Mariah's team automated the entire process from sale to project kickoff, giving clients instant B2B client portal access and freeing up hours of daily communication overhead.

The Problems They Wanted to Solve

Most of Accelerated Automation's clients are insurance agency owners comfortable communicating over email, phone, and text. All of those touchpoints were documented in their CRM, but none of it was organized inside their project management workflow. The result was chaos.

"Email threads were causing so much chaos. Instead of focusing on delivery, our team was constantly going back and forth with clients to collect information, walk them through next steps, and give status updates on their projects."

Mariah's team was spending hours every day fielding the same questions from clients: "What is the status of my project?" "What's been done this week?" "When is this going to be finished?" The team's policy was a 24-hour response time, but their inboxes were overflowing with status requests instead of meaningful project work.

The constant back-and-forth wasn't just inefficient. It was pulling project managers away from client work and delaying project timelines. Mariah knew they needed a way to give clients visibility without distracting the team.

The Tools They Used Before LaunchBay

Before LaunchBay, Accelerated Automation relied on Monday.com for project management and their CRM for client communication. The tools handled their individual functions well enough, but couldn't organize everything in one place from start to finish.

Mariah's team first tried building client portals on top of Monday.com, since that was already their project management system. But Monday had significant limitations for client-facing use.

"We wanted our customers to see some things like statuses. We didn't necessarily want them seeing things like time tracking."

Beyond visibility controls, Monday also lacked the ability to request information from clients at scale. The manual setup process and limitations made it clear that Monday wasn't the right fit for the client-facing side of their workflow.

"After building our client portals on Monday.com, we realized that every time a new client came on, we had to rebuild the portal and workflow from scratch just to collect what we needed from them. When you're onboarding 15 to 30 new clients a month, that manual setup work doesn't scale."

After evaluating multiple systems, the team stumbled upon LaunchBay.

The LaunchBay Solution

What set LaunchBay apart was its combination of client portals, task management, and automation in one system. It had the core functions Accelerated Automation needed from day one, and it's only gotten better since.

"Since implementing LaunchBay, we have not only had our biggest clients refer bigger clients, but we're getting more attention because you can clearly see there is a community, there is a portal, and it's specific to clients."

Fully Automated Client Onboarding

The real game-changer was automation. Because LaunchBay connects directly to their CRM, Mariah's team built a workflow that automates the entire client kickoff the moment a deal is closed. No manual setup, no copying templates by hand, no chasing down the team to assign tasks.

"When a client is marked as sold in our CRM, it automatically fires off: copying a template in LaunchBay, creating the client project, assigning the client, and activating all of the tasks they need to complete."

Within seconds of a sale, clients see their portal with a clear list of items to complete so the team can kick off their project. No one on the team has to lift a finger.

For a firm bringing on 15 to 30 clients per month, that onboarding automation isn't a nice-to-have. It's what makes scaling possible.

"The fact that we can automatically have all of these things created, assigned, and trigger based on the sale... I was like, yep. LaunchBay is a core system."

Visibility Without Micromanagement

As a CEO managing a growing remote team, Mariah needed a way to stay on top of project delivery without hovering. LaunchBay's project progress tracking solved that.

"LaunchBay gives me full visibility into every project without standing over my team. I can see exactly where things are, who's waiting on what, and whether anything needs attention. And because of the automations and notifications, dropped balls are rare."

A Better Client Experience, A Bigger Competitive Advantage

Accelerated Automation's clients are business owners. They're busy, distracted, and constantly juggling priorities. LaunchBay gives them one place to check in on their project without sending an email or waiting for a response.

A key part of that experience is LaunchBay's project progress tracker, which automatically updates clients on where their project stands in real time. Instead of Mariah's team fielding "what's the status?" messages all day, clients can see it for themselves directly in their portal.

"Even if they miss the notification from LaunchBay, they know they can go to the website, click the portal, and they can see everything."

That self-service visibility eliminated the constant "What did you need?" and "I can't find the email" messages that used to flood the team's inboxes, and gave Mariah's project managers 3 hours back in their day to focus on actual delivery.

But the impact goes beyond internal efficiency. None of Accelerated Automation's competitors offer a dedicated B2B client portal, and that gap is showing up in their growth.

"LaunchBay gives you a level of credibility that you don't have without it. Clients notice when you're not providing transparency into project statuses and communication. Having a dedicated client portal positions you as more professional and polished, and that's what attracts larger clients."

A Platform That Grows with Them

Mariah originally purchased LaunchBay to support a retainer service, but quickly found that even short-term clients benefited from the portal experience. And as her team continues to grow, she's confident the platform will keep pace.

"I'm glad you guys have built the product and I'm glad that you keep working on it. Because when the system keeps getting better, I know that we're not gonna outgrow it."

Today, Accelerated Automation runs on three core systems: their CRM, Monday.com, and LaunchBay. None of them are going anywhere.

Ready to automate client onboarding like Accelerated Automation?

Accelerated Automation's story shows what's possible when you replace manual onboarding with a system built for scale. By automating project setup, giving clients self-service portal access, and eliminating hours of daily communication overhead, Mariah's team can focus on delivering results instead of fielding status updates.

With LaunchBay, your team can automate customer onboarding without adding complexity, and without adding headcount.

👉 Start using LaunchBay for free or fill out the form below to request a demo.