Agentic AI: strategic impact on processes

Use case: Customer onboarding

Unstructured

30 days
(240 hours)
  • Customer onboarding processes run via email and manual spreadsheets.
  • Lack of standardization in the handoff between Sales and Support.
  • Decentralized communications and lost customer history.
-65%

Structured

10 days
(80 hours)
  • Standardized forms and checklists.
  • Manual creation of customer cards and follow-up tasks.
  • Better stage visibility, but with high operational effort.
-70%

Automated

3 days
(24 hours)
  • Automations create tasks and send standardized automated emails.
  • Automatic pending-item alerts for the assignee.
  • Integrated progress management with dashboards and notifications.
-99%

Agentic

Minutes
  • Personalized, AI Agent-assisted onboarding at every stage.
  • Automatic data collection and analysis to predict risk and engagement.
  • Instant transition to Customer Success with automated feedback.

Example of an AI Agent-orchestrated workflow for Customer Onboarding

Stage
Pain points
Automated Activities
AI Agents
Kickoff and Welcome

Pain points

Lack of standardization in welcome messages.

Incomplete or conflicting information coming from Sales.

Lack of traceability into the status of newly activated customers.

Automated Activities

Automatic creation of the onboarding card with data imported from the CRM.

Send a welcome message and initial questionnaire to the customer.

Record goals and project scope.

Sales Copilot
Planning and Setup

Pain points

Difficulty aligning expectations between the customer and Customer Success.

Lack of visibility into progress and ownership.

Rework when collecting technical information and access.

Automated Activities

Automatic generation of the implementation plan based on collected data.

Create tasks and standardized checklists by customer type.

Automatic notifications for customers and internal stakeholders.

Sales Copilot
Guided Implementation

Pain points

Manual execution of tasks and time-consuming integrations.

Lack of proactive tracking of stages.

Difficulty identifying bottlenecks and pending items.

Automated Activities

Automatic creation of setup tasks.

Automated follow-ups and pending-item alerts.

Real-time updates to progress dashboards.

Automated Tasks and Follow-ups Agent
Training and Adoption

Pain points

Low engagement throughout enablement.

Lack of structured follow-up from the Customer Success team.

Difficulty personalizing training materials.

Automated Activities

Automatic delivery of tutorials and content based on the customer profile.

Engagement analysis and alerts for low-adoption risk.

Retention action suggestions based on historical data.

Coaching Agent
Validation and Handoff to Customer Success

Pain points

Lack of standardization in onboarding completion.

Scattered, undocumented feedback.

Difficulty measuring success and formalizing the transition to ongoing Customer Success.

Automated Activities

Send a customer satisfaction survey (CSAT/NPS).

Automatically create the follow-up card in the Customer Success pipe.

Final report with engagement, time, and satisfaction metrics.

Sales Copilot

Meet the AI Agents powering the Customer Onboarding process

From handoff to adoption, AI Agents ensure flow, predictability, and an impeccable experience for every new customer.

Sales Copilot

Compiles information gathered during the sales process and prepares automated handoffs to accelerate customer time-to-value.

Automated Activities:

  • Analyzes previous interactions and generates context summaries
  • Recommends the best contact cadence based on the customer profile
  • Automatically logs notes and next steps in the pipeline

Automated Tasks and Follow-ups Agent

Ensures onboarding stages and deadlines are met, eliminating operational gaps and lack of follow-through.

Automated Activities:

  • Creates implementation tasks and assigns owners
  • Sends automated reminders for pending items and deadlines
  • Updates dashboards and customer status in real time

Coaching Agent

Evaluates interactions between the agent and the customer, provides feedback, and suggests more effective approaches.

Automated Activities:

  • Analyzes messages and meetings for engagement patterns
  • Recommends communication improvements based on best practices
  • Suggests quick replies and enablement materials for the Customer Success team

67% less onboarding time

Automated implementation and AI Agent-driven follow-up reduce average customer activation time from 1 month to 10 days, accelerating time-to-value.

+60% engagement during onboarding

Personalized interactions and automated communications increase customer engagement and ensure a smooth experience from start to finish.

90% fewer errors in handoffs between Sales and Customer Success

Sales Copilot compiles CRM data and eliminates transition gaps—so no customer or information gets lost in the process.

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Become a Pipefy expert: master building AI agents and take your processes to the next level.

Learn hands-on how to build, automate, and scale your end-to-end processes in Pipefy Academy.

What you'll learn:

Build and organize your processes

Create forms and portals to centralize requests. Structure pipes and cards to track tasks with clarity and control.

Manage information with ease

Build custom databases and keep all your team data always up to date and connected.

Automate and accelerate results

Eliminate manual work with automations, AI agents, and email tools that work for you.

Analyze and improve your operation

Create reports, interfaces, and dashboards to visualize metrics, spot bottlenecks, and make data-driven decisions.

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Get your questions answered, learn more, and connect with other experts.

Join conversations, share best practices, and discover new ways to supercharge your processes.

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Frequently asked questions

If you need help, we're here to guide you and provide full support

What is Pipefy's Customer Onboarding template?
It’s an intelligent workflow that automates customer activation stages—from handoff to adoption—using AI Agents and no-code automations.
How do AI Agents speed up onboarding?
They take on operational tasks like task creation, follow-ups, and engagement analysis, reducing average onboarding time by up to 67%.
Can I personalize the onboarding process?
Yes. The entire workflow is configurable through a no-code interface, so you can adjust stages, forms, and automations without relying on IT.
Does Pipefy integrate with other CRM systems?
Yes. Pipefy offers native connectors and APIs for CRMs like Salesforce, HubSpot, and Pipedrive, plus integrations with calendars and communication tools.
What changes compared to traditional onboarding?
Automation eliminates manual work, creates process consistency, and provides full visibility into each stage—reducing errors and rework.
How does Pipefy ensure continuity after onboarding?
The workflow automatically hands off to Customer Success, with complete history and consolidated performance reports.
Are AI Agents auditable?
Yes. All agent actions are logged, with centralized metrics and governance policies.
Can I measure results automatically?
Yes. Pipefy generates dashboards with KPIs for engagement, onboarding time, and customer satisfaction (CSAT/NPS).
Does Pipefy help train Customer Success teams?
Yes. The Coaching Agent analyzes interactions, provides automated feedback, and recommends enablement materials.
How long does it take to implement Pipefy AI Agents in customer onboarding and start seeing results?
On average, Pipefy AI Agents are configured in minutes, and the full onboarding workflow is implemented in up to 20 days—from kickoff to customer value delivery. That makes Pipefy the most agile no-code AI solution on the market to digitize and orchestrate Customer Success processes, delivering results in days—not months.

The platform global leaders trust to innovate and scale

Pipefy is one of the market’s most respected platforms, recognized by leaders for its innovation, robustness, and operational impact.

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