Closed Deal → Contract & Onboarding Handoff SOP

What happens the moment a deal closes: contracts out, onboarding email out, onboarding call booked. Owner: CSM (or the closer directly). Consolidated from two Looms — the 8:50 full walkthrough is the master; the earlier contracts-only video covers step 4 in isolation.

📹 Watch (full walkthrough): https://www.loom.com/share/11ca47d884894b5c8971ac6520c55d58 📹 Watch (contract fill-out only): https://www.loom.com/share/f17c71d5b12843cfb9310c18915f5306

The flow

1. Verify the deal terms first. Check the closer's notes (e.g., "$1 deposit, $250 setup, $350 per appointment" — the standard HVAC structure). If the contact or terms are unclear, ask the closer — never guess.

2. Open the templates. Local Leap Media sub-account → Payments → Documents & Contracts → Templates. Two documents go out: - Project Growth Program (the catch-all contract — the one that needs customizing) - Credit Card Authorization (client-only, nothing to customize)

3. Project Growth Program — send via link, not direct: - Use Template → Recipients: add the client contact (verify the name/email under Payments). - Set signing order ON. Order: you (if you're the sender) → Sean → client last. - Send → Share via Link → generate links (one link per signer).

4. Fill out your link immediately (get our side done before the client ever sees it): - Section 3 — fees: one-time setup fee → Lifetime fee (= setup fee) + repeat the amount as initial payment. Monthly retainer → retainer amount + same as initial payment + 30-day auto-bill. Fields without an asterisk are optional — skip them. - Performance compensation page: select the model (pay-per-appointment / pay-per-lead) + the unit price (e.g., $350). - Option D + "no guarantee" checkbox: only if there is NO performance compensation. Otherwise leave both untouched. Guarantee: none, unless the deal notes explicitly say so. - Sign, date, Finish. (You'll see the "new contract alert" fire — that's our side done, the client still hasn't received anything.)

5. Credit Card Authorization: Use Template → recipient = client only → no signing order → Send → Share via Link → generate. Nothing to fill; the client completes it all.

6. Onboarding welcome email (this is what actually delivers the links): - Open the client contact → Email. CC their second email if they have one. - Insert Snippet → "New Client Onboarding" — subject line and body are pre-built. - The onboarding survey link is already correct — don't touch it. - Replace the two contract links: "Sign your agreements" → service agreement = the client's generated link from step 3; credit card authorization = the link from step 5. (Add link → paste → save, for each.) - Double-check all three links, send.

7. Schedule the onboarding call. That hand-off point is where Client Launch SOP takes over.

TIP

The one mistake this SOP exists to prevent: sending the contract as a direct document instead of Share via Link. Via link, you can fill out and sign our side before the client opens their copy, and the links slot into the onboarding email.