Kellie Parks - ONBD'G - onboarding Workflow - Revised July 2026

About this template

This workflow is a "work in progress". Native FC questionnaires and signatures are coming, and I will be changing up some client tasks when they do. But in the meantime, the client tasks will get us through just fine and set the stage for what we want to put in the questionnaire when the feature arrives. The emails don't come through in the templates, so some tasks have the wording as descriptions (and some don't cause I'm trying to share quickly after a webbie I just did).

Work type: Admin

Location: United States

Client industry: Generic

Version: 1 (Latest)

This template includes

31 tasks
20 client tasks
Automations

	Discovery
	Send questionnaire: Discovery Form
	Phone or meet with client to discuss questionnaire

Discovery

Send questionnaire: Discovery Form

Phone or meet with client to discuss questionnaire

	File Review	Automations
	Start File Review workflow

File Review

Automations

Start File Review workflow

	Quote
	Send quote
	Quote accepted
	Set up pre-authorized payment in provider
	Client has finalized PAD with provider?
	Create recurring sales receipt/invoice

Quote

Send quote

Quote accepted

Set up pre-authorized payment in provider

Client has finalized PAD with provider?

Create recurring sales receipt/invoice

	Business Docs And Information Gathering Client Tasks
	Legal business name and number
	Business address
	CRA/IRS number
	Primary business phone number
	Personal cell phone number
	Primary email address
	Date business started (approx if you don't know)
	Your date of birth
	Emergency contact information and relationship
	Other contacts in your company we will be connecting with - internal bookkeeper or partners
	Tax firm details
	External professionals we will be interacting with - lawyers, financial planners, CFOs, Controllers
	Do you have any other businesses, especially if they are related or money flows between them?

Business Docs And Information Gathering Client Tasks

Legal business name and number

Business address

CRA/IRS number

Primary business phone number

Personal cell phone number

Primary email address

Date business started (approx if you don't know)

Your date of birth

Emergency contact information and relationship

Other contacts in your company we will be connecting with - internal bookkeeper or partners

Tax firm details

External professionals we will be interacting with - lawyers, financial planners, CFOs, Controllers

Do you have any other businesses, especially if they are related or money flows between them?

	Details of how the business runs - delete questions or this section if you know from a discovery call or file review Client Tasks
	Fiscal year end (last month)
	Do you have payroll?
	Where are source docs gathered, filed and reviewed?
	How do you pay vendors?
	How do you collect receiveables and sales payments?
	Where are receiveables and sales posted (QBO, POS, other)?
	Do you have any other businesses, especially if they are related or money flows between them?

Details of how the business runs - delete questions or this section if you know from a discovery call or file review Client Tasks

Fiscal year end (last month)

Do you have payroll?

Where are source docs gathered, filed and reviewed?

How do you pay vendors?

How do you collect receiveables and sales payments?

Where are receiveables and sales posted (QBO, POS, other)?

Do you have any other businesses, especially if they are related or money flows between them?

	Engagement	Automations
	Send contract: Onboarding - Full engagement make a copy and fill in correct details
	Send e-mail: ONBOARDING - CLIENT BEST PRACTICES AND CHECKLISTS - NO ATTACHMENT
	Birthday email organized
	Add To Birthday List in Client Work Tracker -https://app.financial-cents.com/dashboard/2456928- check off once scheduled
	Schedule Birthday Email
	Send email: Onboarding - Confirm Client
	Send Email: Onboarding - CRA authorization
	Loom implementation
	Create Loom password - client company name acronym, all lower case
	Share Loom password with client

Engagement

Automations

Send contract: Onboarding - Full engagement make a copy and fill in correct details

Send e-mail: ONBOARDING - CLIENT BEST PRACTICES AND CHECKLISTS - NO ATTACHMENT

Birthday email organized

Add To Birthday List in Client Work Tracker -https://app.financial-cents.com/dashboard/2456928- check off once scheduled

Schedule Birthday Email

Send email: Onboarding - Confirm Client

Send Email: Onboarding - CRA authorization

Loom implementation

Create Loom password - client company name acronym, all lower case

Share Loom password with client

	Add Client To Financial Cents
	Create client GDrive folder and integrate with FC	Admin
	Add custom field information - you may need to come back to this as the client completes the information request	Admin
	Loom password
	Dext email in address
	QBO closing password
	Add in any relevant notes, starting with bank details - you may need to come back to this as the client completes the information request	Admin
	Add bank and credit card details - Institution, type of account, last 4 account digits
	Add contacts and details either in custom fields or notes
	Add any other notes from the client information gathering section in this project
	Add in any docs and form results the prospect/client has completed that were created outside of FC
	Create scoped workflow template - add to client	Bookkeeper
	Add client to monthly work tracker - https://app.financial-cents.com/dashboard/2456928
	Add client to YE work tracker - https://app.financial-cents.com/dashboard/2456928
	Add client to YE AJE work tracker - https://app.financial-cents.com/dashboard/2456928
	Send client welcome packet on what to expect next and how to collaborate in FC

Add Client To Financial Cents

Create client GDrive folder and integrate with FC

Admin

Add custom field information - you may need to come back to this as the client completes the information request

Admin

Loom password

Dext email in address

QBO closing password

Add in any relevant notes, starting with bank details - you may need to come back to this as the client completes the information request

Admin

Add bank and credit card details - Institution, type of account, last 4 account digits

Add contacts and details either in custom fields or notes

Add any other notes from the client information gathering section in this project

Add in any docs and form results the prospect/client has completed that were created outside of FC

Create scoped workflow template - add to client

Bookkeeper

Add client to monthly work tracker - https://app.financial-cents.com/dashboard/2456928

Add client to YE work tracker - https://app.financial-cents.com/dashboard/2456928

Add client to YE AJE work tracker - https://app.financial-cents.com/dashboard/2456928

Send client welcome packet on what to expect next and how to collaborate in FC

	Create Chrome Folder/Bookmarks
	Copy Master Folder and paste into overall client folder on browser
	Add QBO link, GDrive link, FC client page link
	Bookmarks for reconciliations, recurring transactions, vendor portals...will be added as you start working on the file

Create Chrome Folder/Bookmarks

Copy Master Folder and paste into overall client folder on browser

Add QBO link, GDrive link, FC client page link

Bookmarks for reconciliations, recurring transactions, vendor portals...will be added as you start working on the file

	App Implementation
	Setup apps
	Create Client [ACCOUNTING PROGRAM] Account
	Add Rewind if QBO File
	Send e-mail: ONBOARDING - CREATED A CLIENT QBO ACCOUNT FOR YOU
	Create Client [DOCUMENT MANAGEMENT] account
	Send e-mail: ONBOARDING - WE CREATED A [DOCUMENT MANAGEMENT] ACCOUNT FOR YOU - NEEDS ATTACHMENTS!! OR CHANGE WORDING.
	Create Client [PAYMENT PROCESSOR] Account
	Send e-mail: ONBOARDING - CREATED A [PAYMENT PROCESSOR] ACCOUNT
	Send e-mail: ONBOARDING - CONFIRM CLIENT HAS ONLINE TAX PAYMENT METHOD - [PAYMENT PROCESSOR]
	Send e-mail:Onboarding - [DOCUMENT MANAGEMENT APP], [ACCOUNTING PROGRAM] and [PAYMENT PROCESSOR APP] client set up not complete
	Set up Dext
	Set up Dext account, add client as user
	Customize Dext email(s)
	Customize vendor letter with custom Dext email - share with client
	Tags firm wants
	Upload documents of theirs
	Set Up QBO - Setting up QBO is something you may want to do with the client, so I have it here and in the Education Workflow template
	Company name
	Logo
	Contact info
	Customize forms
	Run through sales customization
	We BCC all AR into Dext and then archive - it downloads to their controlled folder for compliance
	Check with client on POs...
	Set up QBO Merchant services
	Fill in necessary details
	Automation (we turn it all off) Pre-fill forms with previously entered content Automatically apply credits Automatically invoice unbilled activity Automatically apply bill payments

App Implementation

Setup apps

Create Client [ACCOUNTING PROGRAM] Account

Add Rewind if QBO File

Send e-mail: ONBOARDING - CREATED A CLIENT QBO ACCOUNT FOR YOU

Create Client [DOCUMENT MANAGEMENT] account

Send e-mail: ONBOARDING - WE CREATED A [DOCUMENT MANAGEMENT] ACCOUNT FOR YOU - NEEDS ATTACHMENTS!! OR CHANGE WORDING.

Create Client [PAYMENT PROCESSOR] Account

Send e-mail: ONBOARDING - CREATED A [PAYMENT PROCESSOR] ACCOUNT

Send e-mail: ONBOARDING - CONFIRM CLIENT HAS ONLINE TAX PAYMENT METHOD - [PAYMENT PROCESSOR]

Send e-mail:Onboarding - [DOCUMENT MANAGEMENT APP], [ACCOUNTING PROGRAM] and [PAYMENT PROCESSOR APP] client set up not complete

Set up Dext

Set up Dext account, add client as user

Customize Dext email(s)

Customize vendor letter with custom Dext email - share with client

Tags firm wants

Upload documents of theirs

Set Up QBO - Setting up QBO is something you may want to do with the client, so I have it here and in the Education Workflow template

Company name

Logo

Contact info

Customize forms

Run through sales customization

We BCC all AR into Dext and then archive - it downloads to their controlled folder for compliance

Check with client on POs...

Set up QBO Merchant services

Fill in necessary details

Automation (we turn it all off) Pre-fill forms with previously entered content Automatically apply credits Automatically invoice unbilled activity Automatically apply bill payments

	Client Education	Automations
	Education
	Meet to discuss Welcome Client Guide
	Confirm whether client needs wants training
	Create event(s) in scheduler app, add video meeting link to "location" and add to emails to send
	Create shared App Education Folder, drop in handouts
	Create Chrome Identity, upload client Chrome bookmarks, delete/add bookmarks for unique client work
	App checks: Have they completed their steps to become a user?
	Customize vendor letter with custom Dext email - share with client
	Start App Education Workflow

Client Education

Automations

Education

Meet to discuss Welcome Client Guide

Confirm whether client needs wants training

Create event(s) in scheduler app, add video meeting link to "location" and add to emails to send

Create shared App Education Folder, drop in handouts

Create Chrome Identity, upload client Chrome bookmarks, delete/add bookmarks for unique client work

App checks: Have they completed their steps to become a user?

Customize vendor letter with custom Dext email - share with client

Start App Education Workflow