Use case
New client signed. Now prove the next four weeks go smoothly.
Timill turns your onboarding and recurring service work into a live, owned process. Every step has a name on it, every handover happens on time, and nothing waits silently in an inbox.
The process that exists only in your head
- Onboarding steps live in an Excel checklist that gets copied for each client — and drifts a little every time.
- Handovers between sales, delivery, and finance happen by email; the ball gets dropped precisely there.
- "What's the status with client X?" requires asking three people.
- Recurring deliverables (monthly reports, quarterly reviews, renewals) depend on someone remembering.
- The process improves only in the founder's head — there's no record of where it actually slows down.
The configuration
How it works in Timill
Item types
Client
Contacts, agreement info, responsible person, status, linked processes and documents.
Onboarding
One per new client: your stages (e.g. Kickoff → Data collection → Setup → Training → Live — your stages), owner per stage, due dates, checklist fields, linked documents.
Recurring Deliverable
Type (monthly report, review, renewal), client, owner, due date, status.
Internal Task
The small stuff, linked to the client it belongs to.
Links that create the trail
Everything hangs on the Client item. Open the client, see the whole relationship: onboarding progress, deliverables, tasks, documents, and every discussion — in context, not in inboxes.
Automations
Onboarding stage done → next owner notified. Deliverable due date approaching → reminder. Renewal date near → account owner flagged. New client created → onboarding generated with your standard stages.
Intake via forms
Structured client-info forms feed straight into the client item — no retyping from email.
What each role sees
Delivery team (board)
Every active onboarding by stage; my deliverables this week.
Account owner (dashboard)
Their clients, statuses, upcoming renewals.
Management (dashboard)
Onboardings in flight and where they stall, deliverables on time vs. late, workload per person.
A day with it
- 09:00
New client signed. One click: onboarding created, five stages, owners and dates assigned automatically.
- 09:05
The client fills the intake form; answers land on their item. Nobody copies data from an email.
- Week 3
Setup stage done; training owner is notified the moment the handover happens, not at the next weekly meeting.
- Month 2
The first monthly report is due — it's on the board, owned, and on time. Management sees the whole client base's health without asking anyone.
Who this fits
Common in: accounting firms, consultancies, marketing and IT agencies, engineering offices, financial and legal services — 5–100 people delivering repeatable services where quality depends on the process, not heroics.
Why Timill and not…
Excel checklist + email
No ownership, no notifications, and status means interrogating colleagues.
CRM
Great at pipeline, weak at delivery. This is what happens after the deal.
Generic project tools
Your onboarding isn't a generic project — it has your stages, your client data, your recurring rhythm. Timill lets you define that shape exactly.
One platform: the same system can run your sales pipeline, HR processes, or anything else — added when you're ready.
Open a client and see the whole relationship: onboarding, deliverables and documents. Instead of chasing three inboxes.
Intake via forms
Live on every dashboard
Pairs well with
Questions
Our process differs per service line.
Configure a variant per service line — same platform, your shapes.
Can clients see anything?
Role-based access supports limited views; the right setup depends on your case — ask on the call.
How is this better than our current checklist?
The checklist tells you what should happen. This shows what is happening, who owns it, and where it stalls.
How fast is setup?
Configurations like this are typically live in days; we build it with you.
Where does our data live?
Cloud, or fully on-premises (Docker) if you prefer.
See your process, running
Describe how a new client lands today — we'll map it into a live configuration in front of you. 30 minutes.