--- title: "Client care workflow with Gmail, QuickBooks and Google Calendar | Kylon" description: "Watch a retainer client go from welcome email to renewal: daily usage checks, check-in emails drafted in Gmail, a failed QuickBooks payment checked by finance, an upgrade call on Google Calendar. Set it up with one prompt." url: "https://kylon.io/integrations/workflows/client-care" language: "en" --- Kylon use case 03 ยท From welcome to renewal # From welcome email to renewal. A retainer client gets a welcome, a daily usage check, a check-in when requests drop and a call when they run out. The founder fixes the tone once, finance checks the payment reminder, and the retainer renews on a bigger plan. [Start free](https://app.kylon.io/sign-up) [Book a demo](https://kylon.io/demo?from=workflow-hero&page=%2Fen%2Fintegrations%2Fworkflows%2Fclient-care) ## Who runs it - **Leo**, account manager. Owns the client and takes the call. - **Alex**, founder. Set the tone for every check-in. - **Nina**, finance. Checks each payment reminder. - **Lumi**, agent. Drafts emails, watches usage, books calls. ![Gmail](https://kylon.io/v2/integrations/gmail.png) ![QuickBooks](https://kylon.io/v2/integrations/quickbooks-intuit-com.png) ![Google Calendar](https://kylon.io/v2/integrations/google-calendar.png)3 connections Fernwood Studio, Northgate Coffee and everyone in the video are fictional, and so are the links and numbers. [All six films on YouTube](https://www.youtube.com/playlist?list=PLHQSNVlIKxmE) The workflow ## 7 steps, one Room. The same steps as the film. Logos mark the steps where the agent uses a connection, and the notes below a step are where a person decides. 1. ![Gmail](https://kylon.io/v2/integrations/gmail.png) 01 **Welcome email** How to send requests and who to ask. 2. ![Kylon](https://kylon.io/brand/kylon-mark-black.svg) 02 **Daily usage check** This month's requests against last month. 3. ![Gmail](https://kylon.io/v2/integrations/gmail.png) 03 **Check-in drafted** When requests drop. 4. 04 **Tone fixed once** Saved as a guideline for every check-in. 5. ![QuickBooks](https://kylon.io/v2/integrations/quickbooks-intuit-com.png) 05 **Payment failed** Reminder drafted from QuickBooks. _Before it goes:_ **Finance checks it.** Nina confirms the amount, then the invoice is paid. 6. ![Google Calendar](https://kylon.io/v2/integrations/google-calendar.png) 06 **Upgrade call** On the owner's calendar when requests run out. 7. 07 **Renewed** Six more months on a bigger plan. **One note, every check-in**Alex said the check-in read too salesy: ask about their launch first, then offer a hand. The agent rewrote it and saved the tone as a guideline for every client. Connections ## What each tool does here. Each person signs in to their own account. The agent works with what that account can already see. Steps 01 and 03 **[Gmail](https://kylon.io/integrations/gmail)** Welcome and check-in emails are drafted in Gmail. The team reads each one before it goes. Step 05 **QuickBooks** Every month the agent checks invoices and flags any payment that fails. Step 06 **Google Calendar** When a client needs a call, it goes on the owner's calendar. Set it up ## Four steps to your own version. 1. 1 **Connect your tools**In Connections, sign in to Gmail, QuickBooks and Google Calendar. 2. 2 **Open a client Room**Add your agent, the account manager and whoever handles billing. 3. 3 **Paste the set-up prompt**The agent asks for your rules one at a time. 4. 4 **Read the first check-in**Fix the tone once. The agent keeps it for every client. Set-up prompt Set up our client care workflow in this Room. 1. When a client starts, draft a welcome email in Gmail: how to send requests and who to ask. 2. Every day, check each client's requests this month against last month. If they drop, draft a check-in. 3. Every month, check QuickBooks. If a payment fails, draft a reminder and ask finance to check it before it goes. 4. When a client is close to their limit, book a call on the account manager's Google Calendar. Never send an email without our OK. Before you start, ask me for our rules one at a time. ## Run it in your own workspace. Connect the tools you already use, add your team, and paste the prompt. Your agent asks before anything goes out. [Start free](https://app.kylon.io/sign-up) [Book a demo](https://kylon.io/demo?from=workflow-closing&page=%2Fen%2Fintegrations%2Fworkflows%2Fclient-care) ## More workflows [Kylon use case 01**From inquiry to deal**](https://kylon.io/integrations/workflows/sales-inquiry-to-deal) [Kylon use case 02**From files to tasks**](https://kylon.io/integrations/workflows/project-delivery) [How we run Kylon 01**How we run our ads**](https://kylon.io/integrations/workflows/how-we-run-ads) [How we run Kylon 02**How we work with creators**](https://kylon.io/integrations/workflows/how-we-run-creators) [How we run Kylon 03**How we make our videos**](https://kylon.io/integrations/workflows/how-we-run-content) [Browse all integrations](https://kylon.io/integrations)