Client Welcome Packet

Welcome aboard.
Let's get you from search to sold.

This packet covers everything you need to know about working together: what's in your package, how we'll stay in touch, how approvals work, and what to expect with billing.

Take a few minutes to read it through so we're on the same page from day one.

SEARCH→SYSTEMS→SOLD
01

A note before we start

First, thank you for trusting Crossdata SEO to be part of your business's growth. I'm genuinely excited to work with you!

Here's something worth thinking about: you can do great work, have happy customers, and still miss out on the next job simply because a homeowner couldn't find you online.

Today, people don't just Google contractors. They check Maps, read reviews, and even ask AI tools like ChatGPT and Gemini for recommendations. The way people find businesses is changing, and your online presence needs to keep up.

Our goal? Help more of the right people find you, make it easier for them to reach you, and make sure those opportunities don't get lost along the way.

SEO takes time, but you won't be left wondering what's happening. I'll keep you in the loop, share what's working, and adjust our approach as we learn.

I'm glad we're doing this together. Let's get to work! 🚀

TheaFounder, Crossdata SEO

02

Your package and deliverables

Your package is listed in Schedule A of your signed agreement. Here's what each package includes every month.

Monthly deliverablesFoundationGrowthAuthority
SEO pages per month8
6 new · 2 improved		12
9 new · 3 improved		16
12 new · 4 improved
Social and Google Business Profile posts, per platform81216
Topical authority planningCore planQuarterly refreshMonthly refresh
Google Maps keywords tracked (7×7 grid)51015
Extended map reach analysis—3 keywords5 keywords
Competitors analyzed345
Organic keywords tracked weekly3060100
AI search prompts monitored weekly204060
Technical SEO audit refreshEvery 6 monthsQuarterlyQuarterly
Automation credits (one-time)135
Automated review responses—IncludedIncluded
Automated review requests——Included

Included in every package

  • Google Business Profile setup and optimization
  • Local citation building and NAP consistency (one-time)
  • SEO, AEO and GEO optimization
  • Organization schema markup
  • Website health monitoring
  • AI search monitoring across Google AI Overviews, Google AI Mode, ChatGPT and Gemini
  • Monthly performance report, delivered as your custom SEO dashboard
  • 30-minute monthly check-in call

Set up during onboarding

  • Analytics and search tracking
  • Lead and conversion tracking
  • Topical authority roadmap
  • Initial technical SEO audit
  • Your private client workspace (Client Hub)

Good to know

  • SEO pages can be blogs, case studies, service pages, sub-service pages or service area pages, following your approved content schedule.
  • Social posts repurpose your new SEO content. They don't include community management or replying to comments and messages.
  • Not included: full website design and builds, complex or multi-tool automations, and extra automation credits. These are quoted separately.
03

How we'll communicate 💬

We want working together to feel easy and organized. Each channel has a specific purpose, so you'll know exactly where to go depending on what you need. Here's how to reach us:

ChannelBest for
Email
hello@crossdataseo.com		Your main point of contact for updates, questions, content approvals, invoices, and monthly reports.
New Request FormNeed something new, want to request a change, or have a task outside your current package? Send it through the form so we can review and keep track of it.
Book a CallFor your kickoff call, your monthly check-ins, or whenever you'd like to talk through progress, questions, or priorities. Calls are scheduled by appointment, and you can book them as far ahead as you like.
Client HubYour shared space for files, deliverables, and project updates. You can also upload documents and photos here instead of sending them by email.
WhatsApp
+63 966 973 1192		Urgent issues only, including weekends. For example, if your website goes down, your contact form or call tracking stops working, or your Google Business Profile is suspended.
A quick tip For anything that isn't urgent, email is usually the best place to start, and the request form is best for new work or changes. This helps us keep conversations organized and makes sure your request doesn't get missed. 😊

Working hours (Pacific Time)

Sunday – Thursday
3pm – 11pm. Work and email.
Friday
5pm – 11pm. Work, email and calls.
Call times
Monday, Tuesday, Wednesday and Friday, 5pm – 9pm. The booking page shows open times in your own time zone.
Daylight saving
From mid-March to early November, all times above are one hour later.
Holidays
Closed on US federal and Philippine public holidays. We give 2 weeks' notice of any planned time off.

We're based in the Philippines, so we work while you're wrapping up your day. Messages you send during your workday are usually answered that same evening.

Reply times

Normal messages
Within 1 business day. Weekend and holiday messages are answered the next business day.
Urgent issues (WhatsApp)
As soon as possible, any day.
04

Tools we'll use 🛠️

We'll use a few simple tools to keep everything organized and make working together easier. Don't worry, you won't need to sign up for paid plans or learn complicated software to get started.

ToolWhat you'll use it for
ClickUpYour Client Hub. Find project updates, files, and deliverables in one place. You can also upload photos and videos of your projects here so we have the materials we need.
TallySubmit new requests, changes, or tasks through our request form, and share finished projects through our case study form.
Cal.com & Google MeetBook your calls and join meetings. No downloads needed to join through your browser.
PandaDocReview and sign your service agreement. You'll receive a copy of the signed agreement by email.
Wise or your bankPay your invoices using your preferred payment method.
WhatsAppReach us for urgent issues only, including website downtime or problems with your forms or tracking.
What about the SEO tools? Behind the scenes, we'll use specialist tools for SEO, tracking, and automation. You won't need to access or manage these yourself. We'll share the important findings and progress in your monthly reports. 📊
05

Workflow, timelines and approvals 🗓️

Here's what the first few weeks will look like, from onboarding to your first report. We'll keep you updated as things move along, and let you know whenever we need something from you.

A quick note Timelines depend partly on how quickly we receive account access, information, and approvals. The steps marked Your part help us keep everything on schedule.

Your first 30 days

  1. Days 1–3
    Getting started

    Your part: Complete the onboarding form we sent you, choose your automations in the automation builder, provide the account access listed in Section 06, and book your kickoff call. Once we have these, we're ready to get things moving!

  2. Week 1
    Kickoff, Client Hub and baseline

    We'll go through your goals, services, and service areas during the kickoff. You'll also receive your Client Hub link by email and a short service deep-dive questionnaire for each of your main services.

    We'll review your starting point, including rankings, Google Maps visibility, AI visibility, your Google Business Profile, and your current lead sources. This gives us a clear picture of where things stand before we begin.

  3. Week 2
    Your topical map and 3-month content schedule

    We'll present your topical map and the pages planned for the next three months. You'll review and approve the schedule as a whole, so there's no need to approve every page individually.

  4. Weeks 3–4
    Publishing begins 🚀

    Your first pages start going live according to the approved schedule. You'll still receive the full page count included in your first month's package.

    We'll also work on tracking setup, the technical audit, Google Business Profile optimization, and citations. Automation builds will begin once the required tools and access are confirmed.

  5. End of Month 1
    Your first report and check-in call

    We'll send your first monthly report by email as your custom SEO dashboard: an interactive report covering your starting baseline, work completed, and what's coming next.

    We'll then meet for your 30-minute monthly check-in call to walk you through the report, answer your questions, and talk through anything that needs a decision. Having the report first gives you time to look it over and note any questions before the call.

    Tip: book your monthly check-ins in advance so they're already on your calendar. You'll get an email reminder the day before each one.

Every month after that

  1. Throughout the month
    Ongoing work

    We'll publish pages according to your approved schedule and share them on your Google Business Profile and social pages. Tracking and monitoring will continue in the background.

  2. End of each month
    Monthly report and check-in call 📊

    You'll receive an update by email covering leads, visibility, completed work, and upcoming priorities.

    We'll then meet for your 30-minute monthly check-in call to go through the report, answer questions, and discuss anything coming up.

  3. Every 3 months
    Content plan review

    We'll review how your pages are performing, update your topical map, and prepare the next three months of content. We'll send the updated schedule with your monthly report for your review and approval.

What needs your approval?

We want to keep things moving without asking you to approve every little detail. Most of the content will be based on the information you provide in your service deep-dive questionnaires, including your services, licenses, warranties, service areas, and pricing guidelines.

The more accurate and complete those details are, the more confidently we can create and publish content that represents your business.

WorkHow approval works
Topical map and 3-month content scheduleYour approval is needed once for the full schedule. We'll review and update it every 3 months.
Individual pages (blogs, service pages, case studies, etc.)No separate approval needed. We'll publish them according to the approved schedule. If you spot something that needs changing, you can submit a revision request.
Social media and Google Business Profile postsNo separate approval needed. Posts are created from your published pages and follow the approved content direction.
Technical fixes, citations, tracking, and profile optimizationNo approval needed for routine work within your package. We'll include completed work in your monthly report.
Changes to business information (name, phone number, hours, profile categories)We'll always get your written approval before making these changes.
AutomationsWe'll show you a demo first. Nothing goes live until you give us written approval.

How approvals work ✍️

  1. We'll send it over

    We'll email your topical map and 3-month content schedule for review. Your designated point person can reply with "Approved" or send us one combined list of requested changes.

  2. You have 3 business days to review

    Take a look and send us your feedback within 3 business days. We'll send a friendly reminder before the review window closes.

  3. What if we don't hear back?

    If we don't receive a response within 3 business days, the topical map and content schedule will be treated as approved so work can move forward. This only applies to the content schedule. Business information changes and automations will always wait for your written approval.

  4. Need a change to a page?

    No problem! If you spot something that needs correcting or adjusting, send your request through our request form. Your package includes up to 2 rounds of revisions per page. Changes to the approved content direction or requests for entirely new work may fall outside your package.

  5. Can the strategy change?

    Yes. SEO isn't set in stone. As we gather more performance data, we may find better topics or opportunities worth prioritizing. If we recommend a change between quarterly reviews, we'll explain why in your monthly report before adjusting the plan.

  6. One point person, please

    To keep feedback clear and avoid conflicting instructions, please assign one person from your team to handle approvals and send us consolidated feedback.

  7. Help us stay on schedule

    When we ask for account access, information, or answers, please send them within 3 business days. If we're waiting on something, the timeline may shift a little, but we'll always let you know what we need.

06

Access we need 🔑

Before we can get started, we'll need access to a few of your business accounts and some basic brand materials.

Please complete the items below within 3 business days. Most of these only require you to invite us as a user. No need to share your personal passwords!

Account access

  1. Google Business Profile

    Invite teyarabs@gmail.com as a Manager (not Owner).

  2. Google Search Console

    Add these two users with Full user access:

    • teyarabs@gmail.com
    • seoutils@crossdata-seo-utils.iam.gserviceaccount.com (our reporting connection)
  3. Google Analytics 4 (GA4)

    Add the following users:

    • teyarabs@gmail.com as an Editor
    • seoutils@crossdata-seo-utils.iam.gserviceaccount.com as a Viewer

    Don't have GA4 set up yet? Just let us know. We'll help set it up under your business's ownership.

  4. Website

    Invite us as an Admin or Editor on your website platform (or, if that's not possible, share a login through a password manager link). Please also let us know who manages your domain and DNS settings.

  5. Social media pages

    Grant us Admin or Editor access to your:

    • Facebook Page
    • Instagram account
    • LinkedIn Page
  6. CRM or job management tool

    If you already use a platform like GoHighLevel, Jobber, ServiceTitan, or Housecall Pro, please invite us as a user. We'll use the access to connect lead tracking and any selected automations.

Brand assets and business materials 📁

Please upload these to your ClickUp Client Hub:

  • Logo files and brand guidelines, if available
  • Project photos and videos
  • Licenses and certifications
  • Warranty information
  • Customer reviews, testimonials, or awards you'd like us to highlight

These materials help us create content that accurately reflects your business and the work you do.

A quick security reminder 🔒 Please never send passwords or API keys through email or chat. Whenever possible, use each platform's Invite User option to grant access. If a password absolutely needs to be shared, use a secure password manager's sharing link instead.
07

Invoicing and payment 💳

Let's keep billing simple and predictable. Here's what you need to know about invoices and payments.

Invoices
We'll send your invoice by email as a PDF. Your monthly invoice will be issued on the same date each month, based on your agreed billing schedule.
How to pay
You can pay through Wise or direct bank transfer using the payment details provided on your invoice.
Transfer fees
Any transfer or transaction fees are your responsibility. Please make sure the full invoice amount reaches us.
Payment due date
Payment is due within 7 days of the invoice date. We'll send you a friendly reminder 2 days before the due date, just in case it slips your mind.
Payment receipts
Once your payment is received, we'll email you a receipt along with the date of your next invoice.
Late payments
If a payment is overdue, we'll follow the late payment terms in your signed agreement. These include applicable late fees and the possibility of pausing work until your account is up to date.
Annual prepayment
Prefer to pay once a year? You can prepay 12 months at the cost of 11 months, giving you one month free. Just let us know if you'd like to use this option.
08

Agreement and policies 📋

Nobody likes surprises when it comes to agreements. Here's a quick overview of the key terms you'll want to be familiar with. Your signed Marketing Services Agreement contains the complete details and takes precedence if anything in this summary differs.

📅 Contract term
All packages have a 6-month minimum commitment. After the initial 6 months, your service continues on a month-to-month basis under the terms of your agreement.
Cancellation
If you decide to end the agreement, we'll need 30 days' written notice. Cancelling within the initial 6-month term carries a fee equal to 40% of the remaining monthly retainer fees in that term. No cancellation fee applies after the initial term.
🎉 Annual prepayment
Pay for 12 months upfront at the cost of 11 months. If you cancel early, the months already used are recalculated at the standard monthly rate, the applicable cancellation fee is deducted, and any remaining prepaid balance is refunded.
⚙️ Automation credits
Your package includes a one-time allotment of automation credits, which must be used within your first 6 months. Ongoing upkeep of completed workflows is included while your retainer is active. Rebuilding or changing a workflow uses credits. Unused credits expire after 6 months and aren't refundable. Additional credits are available at $150 each.
📈 Results and expectations
SEO takes time, and search platforms make their own decisions about rankings and AI mentions. We don't promise specific rankings, traffic, lead volume, or revenue. What you can expect from us is professional execution, consistent monitoring, performance tracking, and honest reporting on what's working and where we can improve.
🔐 Your accounts and access
Your business accounts, including your website, Google Business Profile, analytics, social pages, and CRM, remain under your ownership. We access them through user permissions rather than taking ownership of your accounts. At the end of our engagement, access can be removed as part of the offboarding process.
📁 Your content and automations
Once fully paid, final deliverables created specifically for your business belong to you. This includes published content and workflows built using your automation credits in your own account. If we part ways, we'll provide the relevant documentation and a short recorded handover to help you manage your workflows.
One exception: Google Business Profile automations
Some GBP-based automations, such as review auto-replies, run through our Google Cloud connection. These will stop when our manager access is removed unless they're reconnected using your own Google credentials (available as a paid handover).
🤝 Confidentiality
Your non-public business, financial, and technical information stays confidential. We'll only use it to carry out the services covered by our agreement, subject to the confidentiality terms outlined in the contract.
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