ONBD’G - Onboarding Workflow - November 2024

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Kellie Parks

Kellie Parks

17 workflow templates

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About this template

It is critical that you get the onboarding process down pat. This is your first touchpoint with a prospect (hopefully turned client), and you want them to feel your professionalism and warm welcome to your firm. This 7-Step workflow is a start to finish from discovery to education. The steps are built as a single project template, and if a prospect does not become a client, you can simply close the project without completing all the tasks. You may want to rearrange the order of the sections to suit how and when your firm adds prospects/clients to your internal app stack and when you engage them. I only engage clients after completing the File Review, Quote and Information Gathering sections. If they don’t get through those steps while we are dating, I doubt they will collaborate smoothly with us once we are married. But many folks engage early on, so make sure the order of events works for your firm. The “Add Client To Financial Cents” task section also depends on when you add specific information. I created this as an early section. You may want to duplicate it and take out some detailed tasks until you have engaged the client. Customize the duplicated section for the information you add to FC at the various stages. I did not add automated emails or client tasks because what you send out will depend on how you want to receive notifications that prospects have completed forms. I use client tasks when I want to be notified in FC that they have done something, but I use emails when sending out forms because I am notified through my GMail when they have been filled out. Decide how you want this to work, to keep your and your client’s notifications to a minimum and where you need them! The File Review Workflow is separate, and you need to add “OND'G - Onboarding File Review - Revised November 2024” to your library. I have it as an automation to start in this workflow so make sure you grab the template and then add it to the automation area. I separated it as it is a bit of a big workflow and it was too much to add to the Onboarding Workflow. Also, I have a form outside of FC that a prospect completes which includes an upfront payment. Then that form adds/finds a contact and kicks off the File Review Workflow, using a Zap. That wouldn’t work if it was a section in the Onboarding Workflow. The Client Education Workflow is also separate as this is a very tricky and detailed workflow. Every firm and every client will have unique education workflow needs. I have it set as an automation to start the workflow, so make sure you add “ONBD’G - Onboarding Client Education - November 2024” to your library. This is really a workflow template for you to noodle through your process. It may feel a bit messy right now because this is such a firm-centric process. There is copy for you in the description of the team tasks that correspond with what you need to send to the client. You will want to create client welcome guides and forms to create a truly exceptional client experience. I also sell these templates. https://cloudaccountingtemplates.com/templates-by-category/onboarding Ensure you test it before using it on live clients, check that the roles are working for you, look at descriptions to vet for fit for your firm, and customize communication and tags.

Work type: Admin

Location: United States

Client industry: Generic

Version: 1 (Latest)

This template includes

  • 32 tasks
  • Automations
Discovery
Send questionnaire: Discovery Form
Phone or meet with client to discuss questionnaire
Add Client To Financial Cents
Read this note
Create client GDrive/Dropbox/Onedrive... folder and link in resources
Admin
Add custom field information
Admin
Add FC template folder system
Admin
Add in any relevant notes
Admin
Create scoped workflow template - add to client
Bookkeeper
Add in any docs and form results the prospect/client has completed that were created outside of FC
Send client welcome packet on what to expect next and how to collaborate in FC
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?
Send email: ONBOARDING - CONFIRM BOOKKEEPING CLIENT
Create recurring sales receipt/invoice
Information Gather
Send Next Steps email
Send questionnaire: BUSINESS DOCUMENTS REQUIRED
Send questionnaire: BANK RECONCILIATION INFORMATION
Send questionnaire: PAYROLL INFORMATION
Send Email: ONBOARDING - CRA AUTHORIZATION
Send Email: ONLINE TAX PAYMENT
Engagement
Send contract: ONBOARDING - FULL ENGAGEMENT MAKE A COPY AND FILL IN CORRECT DETAILS
Send email: ONBOARDING - WE KNOW THIS HAS BEEN A TON OF EMAILS AND DOCUMENTS!
Send e-mail: ONBOARDING - CLIENT BEST PRACTICES AND CHECKLISTS - NO ATTACHMENT
Schedule Birthday Email
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?
Send email Name: GETTING READY FOR OUR DEXT AND QBO EDUCATION SESSION
Customize vendor letter with custom Dext email - share with client
Start App Education Workflow

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