The folder you forgot to make
Every new client needs a place for their things. So you make a folder, name it, copy in the contract, the notes template and the onboarding pack. Sometimes you do it straight away. Sometimes it's a week later, and their emails are in five places.
It's a small task. That's why it gets skipped.
A Google Drive folder for each client, made on its own
- A new client goes into your list in Airtable. A form does it, or you tick "Won".
- Make spots the new row. It's the tool that passes information from one app to the next.
- It creates a folder in Google Drive, named the same way every time, for example "2026-11 - Client name".
- It copies in your template files: the contract, the notes doc, the welcome pack.
- It saves the folder link back on the client's row, so it's one click away from now on.
- Optional: it shares the folder with the client and sends them the link in the welcome email.
A new client folder template
A simple layout that works for most small businesses:
- 01 - Contract and invoices
- 02 - Onboarding (their form answers, the welcome pack)
- 03 - Work (what you make for them)
- 04 - Notes and calls
Make one "template" folder with these inside, and the workflow copies it for each new client.
Airtable to Google Drive, joined up
Your client list is where you see everyone at a glance. Drive is where the files live. Joining them means the list always has the right folder link, and the folder always has the right name. No searching, and nothing named "New folder (3)".
What a missing folder costs
Files in the wrong place mean time spent looking for them, and sometimes sending the wrong version to the wrong person. It's minutes each time, every week, for every client.
See what those minutes add up to with the automation ROI calculator.
Three steps
- Tell us how you keep client files now.
- We build the folder workflow and test it.
- Every new client gets their folder, without you making it.
Oloye has been building marketing systems for over 3 years.