Client Onboarding Automation

Client onboarding automation, from signed deal to the first day of work

Welcome emails, forms, document requests, checks, engagement letters and setting the client up in every system. We automate the admin between a client saying yes and your team starting work, so new clients get a smooth start and nobody chases paperwork by hand.

Find What You Can Automate See how it works

Built for firms that take on clients: accountants, law firms, agencies, brokers, consultants and more.

A common starting point within business process automation. Onboarding is the first stage of every client relationship, and we can automate what comes after it too.

New client, onboarded

  1. Proposal acceptedSigned in your e-signature toolStarted
  2. Welcome pack and forms sentTailored to the serviceSent
  3. Documents collected and checkedMissing items chased for youComplete
  4. Client set up everywhereCRM, billing, projects, foldersReady

Anything unusual goes to your team to review first.

Every new client starts with a pile of admin

It slows down the start of every relationship, and a new client's first impression is a string of reminders.

  • Sending the same welcome email and forms, then waiting
  • Chasing clients for missing documents and signatures
  • Retyping client details into the CRM, billing system and project tool
  • Running the same identity, conflict or credit checks by hand
  • Creating folders, projects and tasks for every new client
  • Losing track of who is waiting on what

What parts of client onboarding can be automated?

  • Welcome emails and onboarding packs
  • Intake forms and questionnaires
  • Document collection and reminders
  • Identity, conflict and credit checks, prepared for your approval
  • Engagement letters and e-signatures
  • Client records in your CRM and billing system
  • Folders, projects and task lists
  • Kickoff scheduling
  • Handoff to the team doing the work
  • Onboarding status for everyone who needs it

Every firm onboards clients differently, so client onboarding process automation starts with mapping your checklist. Then we automate it step by step.

How does client onboarding automation work?

  1. Trigger

    Onboarding starts the moment a client says yes: a signed proposal, a won deal in your CRM or a completed form.

  2. Collect

    The client gets one clear request for everything you need, with a secure upload link and automatic reminders for anything missing.

  3. Check

    AI reads what comes back, checks it's complete and valid, and prepares the checks your team needs to sign off.

  4. Set up

    The client is created in your CRM, billing, project and document systems from one set of details, with no retyping.

  5. Hand off

    The team doing the work gets the client file, the kickoff is booked and the first tasks are assigned.

  6. Track

    Everyone can see where each onboarding stands, and anything stuck is flagged before the client notices.

Our process: Audit → Identify → Build → Integrate → Improve. How we work

Client onboarding, before and after automation

Most firms already have an onboarding checklist. The time goes on working through it by hand, for every client.

Manual client onboarding compared with automated client onboarding
Manual onboardingAutomated onboarding
Getting information from the clientSeveral emails and a formOne request, with reminders until it's complete
Checking documentsSomeone opens and checks each fileChecked on arrival, with gaps flagged
Setting up systemsThe same details typed into several toolsEntered once, synced everywhere
Knowing what's outstandingAsk around or check a spreadsheetA live status for every client
The client's experienceChasing and waitingA clear, quick start

You stay in control

  • Human review where it matters.

    When the AI isn't confident, or the stakes are high, the item goes to a person to check before anything is posted.

  • Rules, not guesswork.

    We add validation checks (totals, formats, duplicates, matching against your records) on top of the AI.

  • A clear audit trail.

    Every automated action is logged: what came in, what was extracted, what changed, and who approved it.

  • Your data stays protected.

    We sign an NDA before we see your data, access is limited to what the automation needs, and we never use your data to train AI models.

  • Decisions about clients stay with your team.

    Automation gathers the information and prepares identity, conflict and credit checks. Whether to take on a client is always decided by a person.

Sets clients up in the systems you already use

We connect automation directly to your existing software, so your team keeps working the way they do now.

  • CRM
  • ERP
  • Accounting software
  • Email and shared inboxes
  • Databases
  • Spreadsheets
  • Document storage
  • Internal software
  • APIs
  • Communication platforms
  • Existing AI tools

No API? No problem. If your software can be reached, we can usually connect to it, and if it can't, we'll tell you before you spend anything.

Works with

  • HubSpot
  • Salesforce
  • Xero
  • QuickBooks Online
  • NetSuite
  • Microsoft 365 / Outlook
  • Google Workspace / Gmail
  • Slack
  • Microsoft Teams
  • SharePoint
  • Google Drive
  • DocuSign
  • Excel
  • Airtable
  • Monday.com
  • Zendesk
  • Power BI
  • Shopify

  • HubSpot
  • Salesforce
  • Pipedrive
  • Zoho CRM
  • Microsoft Dynamics 365

  • Xero
  • QuickBooks Online
  • Sage
  • NetSuite
  • Microsoft Dynamics 365 Business Central
  • MYOB
  • SAP Business One
  • Zoho Books
  • FreeAgent

  • Microsoft 365 / Outlook
  • Google Workspace / Gmail

  • Slack
  • Microsoft Teams
  • WhatsApp Business

  • SharePoint
  • OneDrive
  • Google Drive
  • Dropbox
  • Box
  • DocuSign

  • Excel
  • Google Sheets
  • Airtable
  • PostgreSQL
  • MySQL
  • Microsoft SQL Server

  • Monday.com
  • Asana
  • ClickUp
  • Jira
  • Notion

  • Zendesk
  • Freshdesk
  • Intercom

  • Power BI
  • Looker Studio
  • Tableau

  • Shopify
  • WooCommerce
  • Stripe

  • Zapier
  • Make
  • n8n
  • Microsoft Power Automate

  • ChatGPT / OpenAI
  • Claude
  • Microsoft Copilot
  • Google Gemini

Example: from signed engagement letter to a ready-to-start file

Illustrative example

Before

An accounting firm takes on new clients every week. An administrator sends the engagement letter, emails a list of documents, chases the missing ones for weeks, then types the client's details into the practice management system, the billing system and a shared drive. New clients often wait a long time before any work starts.

After

When the engagement letter is signed, the client automatically gets a checklist and a secure upload link. Documents are checked as they arrive and reminders go out for anything missing. Once everything is in, the client is set up in every system and the assigned accountant gets a ready-to-start file. The administrator only steps in when something needs a decision.

Client onboarding automation: common questions

What is client onboarding automation?

Client onboarding automation uses software, and increasingly AI, to handle the admin of taking on a new client: sending forms, collecting and checking documents, preparing the checks you need, setting the client up in your systems and handing them to the team doing the work.

Is this the same as customer onboarding automation?

It's the same idea, applied to businesses that take on clients. Customer onboarding automation often refers to software products onboarding new users. We automate client onboarding for firms such as accountants, law firms, agencies, brokers and consultants.

Do you automate employee onboarding?

This page is about onboarding clients. If you'd also like to automate onboarding new staff, mention it during the assessment and we'll tell you whether it's a good fit.

Can it work with our CRM and e-signature tool?

Most likely. We connect to common CRMs, e-signature, practice management and project tools through their APIs or integrations, and confirm what's reliable for your setup during the assessment.

Will our clients have to use a new portal?

Not unless you want one. Requests can go out by email with a secure upload link, or through the client portal you already use.

How do you handle client data?

We sign an NDA before we see any data, limit access to what each automation needs, log every action, and never use your data to train AI models.

How long does it take to onboard a new client?

Walk us through what happens after a client says yes. We'll show you which steps can run on their own.

Find What You Can Automate

Free assessment. No commitment. If something isn't worth automating, we'll say so.

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