Discovery Onboarding | Financial Cents Templates

About this template

This Discovery Onboarding template is designed for use with QuickBooks Online (QBO) and various third-party apps, optimized for the new client file review and discovery phase. Slack and LastPass are stand-ins for whatever communication and password management tools your firm uses. The template guides you through key steps such as sending agreements, setting up shared folders, and onboarding clients into shared systems. A separate onboarding will follow if the client moves forward past this initial review phase.

Work type: Other

Location: United States

Client industry: Generic

This template includes

12 tasks
3 client tasks
Resources

Team Tasks

Send Discovery Agreement via Engagement Platform (i.e. Ignition, AdobeSign, etc.)

Confirm Discovery Agreement is Fully Executed

Confirm Legal Name and Address

Assign Discovery Team Member

Assign a TPC Council member to perform the Discovery.

Block time off on their calendar for Discovery, or, if a co-firmer, confirm when they are working on the project.

Create a discovery project in Financial Cents for the client.

Ensure discovery team member has access to the Discovery Procedure Document (from Resources).

Set up Client Folder in Folder System (e.g. GoogleDrive, OneDrive)

Set up the Google Drive folder with the format: {CLIENT'S NAME}.

Inside the top-level folder, create two subfolders: {CLIENT'S NAME} INTERNAL and {CLIENT'S NAME} SHARED ACCESS.

Inside the {CLIENT'S NAME} SHARED ACCESS folder, create the following folders: FROM {CLIENT'S NAME}, PERM DOCS, TO {CLIENT'S NAME}.

Inside the PERM DOCS folder, create the following folders: DISCOVERY, IMPLEMENTATION, RECURRING.

Set Up Access & Shared Systems

Save the Discovery agreement in the client's folder under {CLIENT'S NAME} > {CLIENT'S NAME} INTERNAL.

Request user access to the client's QuickBooks Online using {email} or, if the client is on QuickBooks Desktop, gain access to any portal where QuickBooks Desktop is stored (e.g., RightNetworks, other hosting sources, or the client’s internal server) and obtain the QuickBooks Desktop Admin password.

Set up a {Slack} channel for client communication.

Set up the {Client folder} in LastPass for passwords and logins.

Set appointment with client for onboarding items

Get prepped list of documents needed from discovery team member

Send a prepped list of documents that will be needed prior to the onboarding appointment.

Confirm that the client will be able to share their screen during the Zoom meeting.

Onboarding appointment

Ensure the discovery team member(s) are added as accountant users on the client's QuickBooks Online. Provide link (see resources on this project) to add accountant user and have them send to [email protected] Optional: If QuickBooks Desktop is in use, ensure the discovery team member(s) also have portal access and the admin password.

Walk the client through Slack setup and ensure they are comfortable using it. (Client should know how to access on the computer and on the phone. Walk them through tagging, discourage the use of DMs to ensure all team can see information as necessary, and show them how to use save for later and mark unread features.)

Walk the client through Financial Cents and ensure they are comfortable using it to see requests and respond to them.

Have client transfer most recently filed income tax return to From folder in Google Drive

Have client transfer three recently filed sales tax returns (if applicable) to From folder in Google Drive

Have client transfer three months worth of ALL bank account statements to From folder in Google Drive

Have client transfer three months of ALL credit card account statements to From folder in Google Drive

Have client transfer three months of ALL vehicle loan statements (if applicable) to From folder in Google Drive

Have client transfer three months of ALL equipment lease or finance statements (if applicable) to From folder in Google Drive

Have client transfer other supporting documentation for Balance Sheet accounts to From folder in Google Drive

Gather any passwords that we would need to save in LastPass (outside apps buildertrend, billcom,redteam, hubdoc)

Refer to prepped list from discovery team member to ensure there are no other documents or resources needed to be obtained from the client.

App Access (for any apps that the client can't grant access (such as Knowify))

Identify relevant apps that require Advisor access (e.g., Knowify, CoConstruct, Factor, Levelset). If there is more than one, list them as subtasks here so you can check them off when all three of these tasks are completed for each one.

Reach out directly to the app (e.g., Knowify) and request Advisor access for the CEO, Quality Assurance Manager, and the discovery team member, ensuring the client is copied on the email.

Save login credentials and access details in {LastPass}.

Schedule All Discovery Meetings

Schedule Hand-off Meeting with Discovery Team Member (Ops Manager, QA Manager, Sales person included)

Schedule Initial Discovery Meeting with Client (QA Manager, discovery team member, Sales person included) 1 1/2 hours

Schedule Mid-Discovery Meeting with Client (QA Manager, discovery team member, Sales person included) 1 1/2 hours

Schedule Final Proposal Meeting with Client (QA Manager, Sales person included) 1 hour

Optional: Connect with Proposed CFO Service (if CFO services are likely to be added post-discovery).

Set Sales Up for Success

Ensure the salesperson has calendared time to prepare the proposal prior to the final proposal meeting.

Set up the implementation/monthly proposal so it is ready for the salesperson before the final sales meeting.

Automated Task: Mark as complete to Start Implementation Onboarding Project

Client Tasks Client Tasks

SLACK channel

Please upload the documents requested on the attached list.

Add The Profit Constructors as an ACCOUNTANT USER in your QuickBooks Online account