Delancy

Examples

See What Gets Built.

These are real workflow structures Delancy builds for clients. Each one maps a process from start to finish: every stage, every decision point, every compliance check, every approval gate. No templates. No generic platforms. Built around how the operation actually runs.

CTS

Meet the onboarding team.

Claire, Tom, and Sarah each onboard new clients at a 30-person professional services firm. They all follow roughly the same process. The problem is, they each do it slightly differently.

Without a workflow system

Same process. Three different ways.

Everyone is trying to do the right thing. But without a defined process, each person develops their own approach. The result: inconsistency, duplicated effort, and no visibility for anyone else.

01 Log the new enquiry 10-15 mins each
Claire: Shared spreadsheet on the drive
Tom: Outlook folder with flagged emails
Sarah: Notes app, transfers to CRM later
Three systems. No shared view of the pipeline.
02 Send the engagement proposal 25-40 mins each
Claire: Word template from the shared drive
Tom: Copies and edits the last proposal he sent
Sarah: Different Word template she prefers
Three different templates. Fees and terms vary by person.
03 Chase for a response 1-7 days
Claire: Follows up after three days
Tom: Waits a week before checking
Sarah: Follows up the next day
No standard follow-up. Client experience depends on who they get.
04 Collect onboarding documents 30-60 mins + days of chasing
Claire: Emails a bullet-point list
Tom: Sends the list over the phone, follows up by email
Sarah: Uses a PDF checklist she made
No standard checklist. Easy to miss a document.
05 Compliance check 15-20 mins + 1-3 day wait
Claire: Forwards docs to compliance by email
Tom: Drops files into a shared folder, sends a message
Sarah: Walks the file over to the compliance desk
No standard handover. Compliance cannot prioritise what they cannot see.
06 Set up client in systems 20-30 mins each
Claire: CRM first, then billing, then project tool
Tom: Billing first, adds to CRM when he remembers
Sarah: All three at once, occasionally misses one
Triple entry every time. Data drifts between systems.
7+ hours Combined team time per client
5-10 days Elapsed time
3 versions Of the same process
No visibility For management

Same team. Same clients. One process.

Now imagine this.

With a workflow system

One process. Consistent every time.

Claire, Tom, and Sarah all follow the same defined workflow. Every client gets the same experience. Every step is tracked. Management can see every onboarding at a glance.

01 Enquiry captured automatically 2 mins

The enquiry arrives via the website form. A CRM record is created instantly. Whoever picks it up sees the same pre-filled record.

One record. One system. No variation.
02 Proposal generated from current template 5 mins

The system generates the proposal with the correct fees, terms, and branding. The team member reviews and sends. Every client gets the same standard.

Same template. Same fees. Every time.
03 Follow-up handled automatically 0 mins

The system tracks the proposal. If there is no response within 48 hours, a follow-up is sent automatically. No judgement calls on timing.

Consistent follow-up. Nothing forgotten.
04 Documents collected via client portal 5 mins to verify

The client receives a link with a document checklist. The team can see what has been uploaded and what is outstanding. No chasing by email.

One checklist. Real-time visibility for the whole team.
05 Compliance triggered on completion 3 mins

When all documents are in, compliance is notified automatically with everything in one place. They review and approve within the SLA.

Automatic handover. Clear priority queue.
06 Client provisioned from a single entry 2 mins to confirm

On approval, the client is created across all systems from one data source. No duplicate entry. No drift between records.

One entry. Every system in sync.
17 mins each Per person, per client
2 days Elapsed time
1 process Identical every time
Full audit trail Every step logged
Time saved per client Over 2 hours
Onboarding time 5-10 days down to 2
Every client Same experience. Same standard.

The Dashboard

What the team sees.

Every onboarding in one place. Every stage visible. Every client getting the same experience, regardless of who is handling it.

app.delancy.ai/onboarding
Client Onboarding
Claire C
5 Active Onboardings
12 Completed This Month
2.1 days Avg. Time to Complete
100% Compliance Pass Rate
Active Pipeline 6 clients
Client Stage Assigned In Stage Status
Smith & Partners KYC Check Claire 1 day On track
Apex Advisory Proposal Sent Tom 0 days On track
Brightfield Group Collecting Documents Sarah 2 days On track
Nova Financial Compliance Review Claire 1 day On track
Finch & Cole LLP Welcome Pack Tom 0 days Completing
Hargreaves Ltd Awaiting Response Sarah 3 days Attention

See how this applies to your operation.

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