--- 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/use-cases/client-care" language: "en" --- Connection series ยท From client welcome to contract 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%2Fuse-cases%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=PLTv_r3jinR0U) 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. The workflow ## 7 steps, one Room. The same steps as the film. Each one shows what the agent does in the Room and, where it matters, who signs it off. 1. _01_Welcome ### Welcome email In Kylon **Lumi**How to send requests and who to ask. ![Welcome email: How to send requests and who to ask.](https://kylon.io/assets/integrations/workflows/steps/client-care/step-1.webp) 2. _02_Daily check ### Daily usage check In Kylon **Lumi**This month's requests against last month. ![Daily usage check: This month's requests against last month.](https://kylon.io/assets/integrations/workflows/steps/client-care/step-2.webp) 3. _03_Check-in ### Check-in drafted In Kylon **Lumi**When requests drop. ![Check-in drafted: When requests drop.](https://kylon.io/assets/integrations/workflows/steps/client-care/step-3.webp) 4. _04_Guideline ### Tone fixed once In Kylon **Lumi**Saved as a guideline for every check-in. ![Tone fixed once: Saved as a guideline for every check-in.](https://kylon.io/assets/integrations/workflows/steps/client-care/step-4.webp) 5. _05_Payment ### Payment failed In Kylon **Lumi**Reminder drafted from QuickBooks. Who decides **Finance checks it.** Nina confirms the amount, then the invoice is paid. ![Payment failed: Reminder drafted from QuickBooks.](https://kylon.io/assets/integrations/workflows/steps/client-care/step-5.webp) 6. _06_Upgrade ### Upgrade call In Kylon **Lumi**On the owner's calendar when requests run out. ![Upgrade call: On the owner's calendar when requests run out.](https://kylon.io/assets/integrations/workflows/steps/client-care/step-6.webp) 7. _07_Renewed ### Renewed In Kylon **Lumi**Six more months on a bigger plan. ![Renewed: Six more months on a bigger plan.](https://kylon.io/assets/integrations/workflows/steps/client-care/step-7.webp) **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. 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. [Use this in Kylon](https://app.kylon.io/launch/workflows:client-care) ## 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%2Fuse-cases%2Fclient-care) ## More workflows [**From customer inquiry to closed deal**](https://kylon.io/integrations/workflows/sales-inquiry-to-deal) [**From project files to tasks with owners**](https://kylon.io/integrations/workflows/project-delivery) [**From daily ad report to budget changes**](https://kylon.io/integrations/workflows/how-we-run-ads) [**From finding creators to paying them**](https://kylon.io/integrations/workflows/how-we-run-creators) [**From first video cut to live on the site**](https://kylon.io/integrations/workflows/how-we-run-content) [Browse all integrations](https://kylon.io/integrations)