---
title: "How to onboard a new client in under 10 minutes"
url: https://notionforlawyers.com/post/onboard-new-client-under-10-minutes
updated: 2026-10-17
author: Raghav Handa
---

# How to onboard a new client in under 10 minutes

Onboarding a client in about ten minutes works when everything that can be decided in advance is already a template: a matter record, a standard task list, a welcome message and a document checklist. The ten minutes start after the conflict check is cleared and the engagement is signed; they do not replace those steps.

## Key takeaways

- Ten minutes covers setup, not legal judgement: conflicts and engagement come first.
- Pre-build a matter template with standard tasks per matter type.
- Send one welcome message that says what happens next and what you need.
- Enter every known deadline on day one.

## Before the clock starts

This is the onboarding step after intake, not the whole intake process (see /post/client-intake-system-small-law-firm for that). The ten minutes assume the conflict check is clear, the engagement letter is signed and any identity or other checks your rules require are done. Skipping those to save time is the wrong trade.


## The ten-minute sequence

| Minutes | Action | Where it lives |
| --- | --- | --- |
| 0-2 | Create the client record: contact details, preferred contact method, billing contact | Clients database |
| 2-4 | Create the matter from your template: type, stage, responsible lawyer, key date | Matters database |
| 4-6 | Add known deadlines (court dates, limitation, agreed delivery dates) linked to the matter | Deadlines or Actions |
| 6-8 | Generate the standard task list for that matter type and assign owners | Actions database |
| 8-10 | Send the welcome message with the document checklist and next steps | Your email system |


## Making it that fast

- Keep one matter template per common matter type, with its standard tasks pre-filled as sub-items.
- Store the welcome message as a text snippet or a Notion page you copy from.
- Use a short document checklist per matter type, so the client knows exactly what to bring.
- Decide where files live (your document system) and link to that folder from the matter page.

Be realistic: Ten minutes is achievable for routine matter types once templates exist. A complex multi-party matter will take longer, and it is better to be thorough.


## Doing this with LawyerOS

In LawyerOS Pro with AI ($39), the Clients and Matters databases are linked, and Actions can be attached to the matter, so the sequence above maps onto it directly. In Starter ($19) you would use the Matters and Deadlines databases and keep client details on the matter page. Either way the template stores and organises; it does not send the welcome email or perform identity checks. A build guide is at /post/how-to-build-client-intake-system-notion.


## FAQ

### Does ten minutes include the conflict check?

No. Clear conflicts and sign the engagement first. The ten minutes cover setting up the records and sending the welcome message.

### What should a welcome message include?

Who is working on the matter, how to reach them, what happens next, what you need from the client and when, and how you will communicate. Our templates are at /post/client-communication-templates-law-firm.

### Can this be automated?

Parts can, such as duplicating a matter template. Sending messages usually relies on your email tool, not Notion alone.

### How do I handle different matter types?

Keep a separate matter template for each, with its own task list and document checklist.