Automated client onboarding workflow

Purpose

1.1. Streamline and standardize the process of onboarding new accounting clients, including data collection, document requests, KYC/AML checks, contract management, welcome communications, and system provisioning for consistent compliance, time savings, and improved client experience.
1.2. Ensure regulatory and security requirements are met from client intake to activation, reducing administrative burden and human error.
1.3. Enable real-time collaboration between client, accountants, and administration, centralizing all onboarding touchpoints and audit trails.

Trigger Conditions

2.1. Submission of a new client inquiry via website form, email, or CRM.
2.2. New deal or lead conversion within a sales pipeline.
2.3. Receipt of an e-signature or contract acceptance notification.
2.4. Manual trigger by staff to onboard legacy or referred clients.

Platform Variants

3.1. Salesforce
• API: Create/Update Record — auto-create Client object and assign onboarding owner.

3.2. HubSpot
• Workflow Automation: On new contact, send onboarding sequence and track onboarding phase in custom properties.

3.3. Zoho CRM
• Webhook: Trigger onboarding function on new account, push data into workflow apps.

3.4. DocuSign
• API: Send Envelope — automate sending engagement letters and collect signed docs.

3.5. PandaDoc
• API: Create Document — prefill templates with client data, track document status for onboarding step progression.

3.6. HelloSign
• API: Send Signature Request — request signatures for accounting agreements instantly on client addition.

3.7. Microsoft Teams
• Connector: Create Channel — spin up a new private team with onboarding resources for each client.

3.8. Slack
• API: Send Message — notify onboarding team, post checklists/tasks when a new client onboard event occurs.

3.9. Asana
• API: Create Task — generate client-specific onboarding tasks and due dates for each phase.

3.10. Trello
• Power-Up: Board Automation — auto-create onboarding boards/cards for new clients assigned to relevant staff.

3.11. Google Workspace
• Admin SDK API: Create Drive Folder — provision secure folders and permission sets for client uploads.

3.12. Dropbox Business
• Shared Folder API: Auto-provision client folders and send upload invites for document submission.

3.13. Xero
• API: Add Contact — setup new client for future billing, auto-send welcome invoice if applicable.

3.14. QuickBooks Online
• API: Create Customer — prefill relevant KYC fields, log onboarding date for future audit.

3.15. JotForm
• Webhook: New Submission — collect onboarding info, map answers to CRM fields, trigger review.

3.16. Typeform
• API: Form Response — auto-capture client details and documents and hand off to onboarding workflow.

3.17. Calendly
• API: Webhook Trigger — invite new client to schedule onboarding calls, capture their preferences.

3.18. Mailgun
• API: Send Email — dispatch onboarding packs, reminders, and regulatory compliance notices.

3.19. SendGrid
• API: Automated Email Sequence — welcome series, assign AM, request docs, confirm successful onboarding.

3.20. Intercom
• API: Onboarding Message Trigger — personalized welcome chat, prompt for FAQ or document status updates.

3.21. Google Calendar
• API: Create Event — book first meeting, sync staff, include meeting links and onboarding notes.

3.22. OneSpan Sign
• API: Start Signing Ceremony — bulk-send KYC/AML forms for esignature, notify compliance on completion.

Benefits

4.1. Eliminates repetitive manual onboarding data entry and documentation, reducing staff workload.
4.2. Ensures all compliance steps (KYC/AML, contract signature, data permissions) are tracked and logged.
4.3. Provides clients with structured, timely communications and onboarding status transparency.
4.4. Accelerates client activation and billing readiness, improving cash flow and client satisfaction.
4.5. Centralizes all onboarding related touchpoints and audit trails for regulatory and process review.