ONBD’G - Onboarding Workflow - November 2024

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

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

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

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