If you run a consulting agency, you know that client communication is half the job—and half the headache. Emails get lost, files go missing, follow-ups fall through the cracks. And let’s be honest: most “automation” tools just create a new mess to manage. If you’re using Moxo or thinking about it, this guide will walk you through how to actually automate your communication workflows—without drowning in tech setup or buzzword soup.
This is for folks who want to spend less time chasing clients and more time actually helping them. Let’s get into it.
1. Get Clear on What Needs Automating (and What Doesn’t)
Before you even log into Moxo, step back and get specific. Automation isn’t about replacing all communication with robots. It’s about cutting out the repetitive stuff—reminders, document requests, scheduling—so you can focus on the conversations that matter.
Start by mapping your client journey: - Onboarding: Intake forms, welcome messages, initial document requests. - Project Updates: Scheduled check-ins, progress reports, feedback loops. - Resource Sharing: Sending files, templates, or deliverables. - Reminders & Follow-Ups: Chasing signatures, payments, or overdue tasks. - Offboarding: Closing docs, feedback surveys, next steps.
What you don’t want to automate: - Anything sensitive, emotional, or high-value. - Difficult conversations. - Nuanced project guidance.
Pro tip: If a client ever replied “Wait, what is this about?” to an automated message, you’ve gone too far.
2. Set Up Your Moxo Workspace for Workflow Automation
You can’t automate chaos. Moxo’s strength is bringing everything—messages, tasks, files, e-signatures—into one place. But you have to organize it first.
Key areas to set up: - Client Portals: Create a dedicated portal for each client or project. This is like a private hub where all communication, documents, and tasks live. Don’t dump everyone into one generic space. - Templates: Build templates for standard projects—think onboarding checklists, update forms, recurring meetings. - Roles & Permissions: Decide who can see what. Don’t give clients access to your internal notes or other clients’ info. - Default Flows: Set up a skeleton workflow for your most common project types. This saves you from reinventing the wheel every time.
What works: Start simple. The more granular you get with templates and roles, the more you’ll have to maintain.
What to skip: Don’t waste time automating “edge case” processes you rarely use.
3. Automate the Client Onboarding Process
Onboarding is where most consulting agencies lose time—and where automation can shine without feeling impersonal.
How to do it in Moxo:
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Create an Onboarding Checklist Template
- Include tasks like “Sign agreement,” “Fill in intake form,” “Upload key documents.”
- Assign deadlines and owners (client or your team).
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Automate Welcome Messages
- Set up a canned welcome message with next steps and a link to the onboarding checklist.
- Trigger it as soon as you create the client portal.
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Schedule Intro Meetings Automatically
- Use Moxo’s meeting scheduler to offer clients a choice of times.
- Automate reminder messages 24 hours and 1 hour before the call.
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Automate Document Requests
- Use Moxo’s file request feature to prompt clients for specific documents.
- Set up automatic reminders if files aren’t uploaded by a certain date.
What works: Clients appreciate knowing exactly what’s expected and when.
What doesn’t: Don’t try to automate answers to nuanced onboarding questions—clients will spot a canned reply a mile away.
4. Streamline Project Updates and Feedback Loops
Project updates often get buried in endless email threads. Moxo lets you automate regular check-ins without feeling like a robot.
Steps:
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Create a Recurring Task or Check-In Message
- Set up a scheduled message (e.g., every Friday) prompting clients for status updates or feedback.
- Use clear, direct language: “How’s progress on [project]? Any blockers?”
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Automate Reminders for Feedback
- After submitting a deliverable, trigger an automatic request for comments or approval.
- Set escalation reminders if you don’t hear back in X days.
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Centralize All Files and Conversations
- Use pinned posts or folders for key documents so nobody’s hunting through threads.
What works: Automating reminders keeps things moving without you playing hall monitor.
What to skip: Skip the “progress bar” gimmicks unless your clients actually care.
5. Automate Resource Sharing and Document Management
Sending the same files and templates over and over? Automate it.
Steps:
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Store Common Resources in Shared Folders
- Templates, guides, onboarding documents—keep them in one place and grant clients access instantly.
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Set Up Automated Delivery on Trigger Events
- After a client completes onboarding, automatically send them a welcome packet or resources.
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Automate Document Collection
- Use Moxo’s forms or file request tools to gather completed materials.
- Set up reminders for missing items.
Pro tip: Keep your file names and folder structure clean. “Final_v3_reallyFinal.pdf” isn’t helping anyone.
6. Use Automated Reminders and Follow-Ups (But Don’t Overdo It)
This is where automation can cross the line from “helpful” to “annoying.” The key is balance.
How to do it right:
- Set up reminders for deadlines, signatures, or approvals.
- Escalate only when needed: If a client hasn’t responded after X days, then send a nudge.
- Allow for human override: You should always be able to pause or personalize reminders.
What works: Gentle nudges for routine stuff (signatures, overdue forms).
What doesn’t: Harassing clients with daily reminders. If someone’s ignoring you, automation won’t fix the relationship.
7. Track and Tweak Your Automation
No automation setup is perfect out of the box. Watch for bottlenecks, confusion, or client complaints, and adapt.
How to stay on top: - Review client feedback: Are clients missing messages, or do they find the process confusing? - Audit your workflows quarterly: Remove steps that no longer serve you. - Keep it human: Set aside time each week to check in personally on key accounts.
What works: Small tweaks based on real-world use always beat a “set it and forget it” approach.
8. What to Ignore: The Hype and the Half-Baked Features
Moxo, like any platform, will pitch you on every bell and whistle. Some are helpful. Some are just noise.
Skip or delay: - Complex APIs and integrations unless you have a real developer and a real need. - Chatbots for client conversations. In consulting, canned bots usually annoy more than they help. - Over-customization. Fancy dashboards and color schemes won’t move the needle for your clients.
Focus on what saves you time and makes clients’ lives easier.
Wrapping Up: Keep It Simple, Iterate Often
Automating client communication in Moxo is about making life less chaotic—not about showing off your tech stack. Start with the workflows that eat up the most time. Set up basic automation, see how it works in the real world, and tweak as you go.
Don’t aim for perfection. Aim for a system that gives you more time to do actual consulting—and less time playing email ping-pong. That’s the real win.