Go-to-Market Engineering for Client Onboarding

Most service-based businesses use a CRM like HubSpot, a proposal tool like PandaDoc, and a project management system like Asana. The pre-built integrations between these platforms are shallow. They might sync a new contact's name but cannot transfer the specific line items from a signed Scope of Work into a structured project plan.

Consider a 15-person marketing agency. When a deal is won in HubSpot, an account manager manually downloads the signed PDF from PandaDoc. They open Asana, create a new project from a template, and copy-paste the client's name, contact info, and start date. Then, they must read the SOW line-by-line and manually create 10-15 specific tasks for the delivery team. This process takes 25 minutes per client and is prone to human error. A single missed task can delay a project kickoff by a week.

The structural problem is that these tools exist in data silos. The HubSpot API can signal a deal is 'Closed Won,' but it doesn't expose the line items from the quote in a way that Asana's API can interpret as a task list. PandaDoc's API can provide the document, but it lacks the business context to understand which section constitutes the scope of work. No off-the-shelf connector has the specific business logic to bridge these systems correctly for your unique SOW format.

Syntora's approach begins with a workflow audit. We map your client journey from the final proposal to the first project task, identifying every manual step and data transfer point. This involves auditing the data structures in your CRM, proposal software, and project management tool to create a clear data flow diagram. You approve this plan before any code is written.

The core of the system would be a Python-based FastAPI service hosted on AWS Lambda, acting as the central controller. When a deal is marked 'Closed Won' in your CRM, a webhook triggers the service. The service uses the Claude API to parse the signed PDF contract, extracting key details like the specific services purchased, project start date, and client contacts. We have built similar document processing pipelines using Claude for financial analysis; the same pattern applies directly to client contracts and SOWs. Pydantic models validate all extracted data before it moves to the next step.

The delivered system connects directly to your project management tool's API. The FastAPI service creates a new project from your master template, populates all custom fields with the extracted client data, and generates a precise list of tasks based on the services outlined in the contract. The entire workflow, from a deal closing to all tasks appearing in Asana, executes in under 15 seconds. The system runs on your own infrastructure for less than $30/month in hosting fees, and you receive the full source code and documentation.