Workflow automation

Your new hire spent day one waiting for a laptop and a login.

A signed offer kicks off two weeks of tickets, forms, and reminders, and every one of them depends on somebody remembering. The new hire notices everything: the account that doesn't exist yet, the paperwork sent twice, the manager who wasn't sure they started Monday. You paid to recruit this person. Then your process told them the company runs on duct tape. Here's what the manual version actually costs, and what the automated version does instead.

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The manual version

Where the time actually goes

The offer gets signed. Now someone in HR types the same name, start date, and pay details into payroll, then benefits, then an IT ticket. The ticket sits in a queue behind whatever broke that morning. The manager gets a calendar invite and nothing else.

Every step depends on a person remembering to trigger the next one. The tax forms go out when someone thinks of it. The equipment order happens when the ticket surfaces. The day-one agenda exists in the manager's head, if it exists at all. Nothing is technically broken, which is exactly why nobody fixes it.

The real cost isn't HR's hours, though those add up fast. It's a new hire you're paying full salary to produce nothing for a week, while they quietly revise their opinion of the company they just joined.

Re-typing the same name, start date, and pay details into payroll, benefits, and an IT ticket
Chasing signatures on tax forms, direct deposit details, and policy sign-offs one reminder email at a time
Provisioning accounts system by system, whenever each ticket gets picked up
Reminding the manager that their new hire starts Monday, again
Rebuilding the onboarding checklist from a spreadsheet nobody fully trusts

agentclaw · workflow run

$ claw run invoice-intake

→ 47 documents queued

→ extracted · matched · posted

✓ done in 3m 12s · 0 exceptions escalated

The automated version

What automated onboarding looks like end to end

One trigger, one source of truth, and nudges that fire whether or not anyone remembers.

01
The signed offer triggers everything
The agent reads the signed offer and extracts the name, role, start date, manager, location, and pay details, then writes them into payroll, your HR system, and the IT queue once. Account requests for email, chat, and the role-specific tools go out the same day, mapped from a role template you approved, not from someone's memory of what the last hire got. Equipment orders and badge requests fire with enough lead time to actually arrive.
02
Forms chase themselves until they're done
The new-hire packet goes out automatically: tax and eligibility forms, direct deposit, emergency contacts, policy acknowledgments. The agent tracks what's back and what isn't, extracts returned data into your HR system so nobody re-keys it, and reminds the hire about the specific missing item instead of sending "please complete your paperwork." Anything odd, like a name mismatch, a form that won't validate, or a signature stalled for days, escalates to a human with the full context attached.
03
The people around the hire get nudged on schedule
Three days out, the manager gets a status note: what's provisioned, what's pending, what needs their input. The hire gets a day-one agenda that actually matches reality. Week-one and 30-day check-in prompts fire on schedule, and if a checklist item stalls, say the laptop never shipped, it gets flagged before the start date instead of discovered on it. The agent runs the sequence; people handle the parts that need judgment.

Signs it's time to automate this

You don't need all six. Two or three means every hire is paying the tax.

IT finds out about a new hire when they show up at the door without a login
HR types the same start date into four different systems for every single hire
New hires spend their first two or three days waiting for access instead of working
Paperwork gets chased by memory, and something is always still missing at the end of week one
Every manager runs a different first week, and some run none at all
Your onboarding checklist lives in a spreadsheet last updated two roles ago

Straight answers

Does this replace HR or IT?+

No. It removes the typing and the chasing. People still make hiring decisions, run orientation, answer the new hire's real questions, and handle exceptions. The agent does the mechanical middle: entering the same data everywhere, firing provisioning requests, tracking form completion, sending reminders on schedule. When something needs judgment, it lands with a person, along with everything the agent already knows about the case.

We only hire a few people a year. Is this worth automating?+

Honestly, maybe not as a standalone build. If you onboard three people a year, a well-maintained checklist and a shared template folder might genuinely cover it. The math changes when you hire monthly, run seasonal waves, onboard contractors alongside employees, or lose real revenue every day a hire isn't productive. In an audit we'll tell you straight if onboarding shouldn't be the first workflow you automate, because usually something else in the building is bleeding more.

Can I do this myself?+

A useful chunk of it, yes. Most HR platforms have native checklists and e-signature packets, and a disciplined template folder beats no system at all. Step one either way is writing down what your onboarding actually involves; our free SOP writing with AI guide and the rest of the skills library will get you there. Where DIY strains: provisioning across systems that don't talk to each other, reading returned forms accurately, and knowing when a stalled step needs a human. If the checklist version covers you, don't hire us.

What does it cost?+

Engagements start at $5,000/month, which covers building the system, running it, and adjusting it as your tools and roles change. Do your own math before you book: count the HR and IT hours spent per hire, add the days each new hire sits idle at full salary, and multiply by your hires per year. If that number doesn't clear the fee, use the free resources instead. They're genuinely free.

Keep going

AI agents for restaurants and hospitality

Where turnover means you run this workflow more than almost anyone.

AI agents for recruiting and staffing

When onboarding placements is the product, every manual step is margin.

Workflow automation services

How we build, run, and maintain systems like this inside your business.

Find out what every new hire's first week is costing you

In a free AI opportunity audit, we map your path from signed offer to productive employee, show you exactly where hires stall, and tell you honestly whether onboarding is the right workflow to automate first. Same team. Double the output.

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We take on companies ready to invest $5,000+/month. Not there yet? Our free resources are genuinely free.