Client onboarding
We build an intake form that asks only what applies, then one link where each new client signs, uploads files and books a kickoff.
Free process analysis, with your solution design within 2 business days.
From the first form to a client ready to start.
- 1
The form asks the right next question.
Each answer decides what comes next, so clients skip what doesn't apply. Every type of client or service gets its own questions.
- 2
One link holds everything left to do.
A welcome goes out with one link. Your own agreement fills in from their answers for them to sign, and they upload files and fill in the rest from a phone or computer.
- 3
Reminders chase only what's missing.
Each reminder asks for what's still owed and stops once it arrives, and you see who's stuck. Reminders go by email, and by text only to clients who agreed to texts, with a way to opt out by replying STOP. US carriers require businesses that text through software from ordinary 10-digit numbers to register, which is called A2P 10DLC, and we handle the registration as part of the setup.
- 4
The kickoff is booked and the record filed.
Clients pick a kickoff time from your calendar, and you get a short brief from their answers before the call. Their record lands in your CRM or job software, with files in their folder in your Google Drive or SharePoint, where your software lets outside apps add them.
What changes for you.
Clients answer only what applies.
Each answer decides the next question, and each type of client gets its own form.
Everything a new client owes sits behind one link.
They sign, upload files and fill in the rest from a phone or computer, in one place.
Reminders do the chasing.
Each missing item gets reminders on the schedule you set until it arrives, and you hear when a client is stuck.
You walk into the kickoff prepared.
A short brief from their answers arrives before the call, and their record is already in your CRM or job software where it lets outside apps add clients.
How we build yours.
- Explain.
Tell us how you bring on a new client today, from the first form to the kickoff, by voice or text.
- Map.
We map each type of client, what you ask them, what they sign and upload, and where their record and files go.
- Design.
We design the form and its questions, the welcome, the checklist for each type of client, the reminders and the kickoff brief.
- Build.
Approve the design, and we build it on your website or as a link, connected to your calendar, your CRM or job software and your Google Drive or SharePoint where they allow it.
Questions.
Doesn't my form app or client management app already do this?
Often, yes. Many form apps show the next question based on earlier answers and take file uploads, and some client management apps add contracts, scheduling and a client portal in one place. If one of those fits how you work and you have no other system to feed, your solution design says to turn it on, or to place it on your website. We build when onboarding runs across several of your tools, when each type of client needs its own path, or when you want one list of what each new client still owes.
How do clients sign their agreement?
Through our own signing step, inside the same link. Your client agrees to sign electronically, signs, and you both get a signed PDF with a record of when it was signed. We fill the agreement or engagement letter you use today with their intake answers, and we don't change your terms. If you already pay for DocuSign or Dropbox Sign, we can send through it when your plan includes API access, and your solution design says whether yours does.
Where do uploaded files go?
Into private storage set up only for your business. Each file goes up through its own upload link that expires after 2 hours, separate from the link your client opens. From there they're filed in the client's folder in your Google Drive or SharePoint. Our forms don't ask for Social Security numbers, ID numbers or bank logins.
Who gets text reminders?
Only clients who agreed to texts on the form. Everyone else gets email. Every text includes a way to opt out, and replies of STOP are honored. US carriers require businesses that text through software from ordinary 10-digit numbers to register, which is called A2P 10DLC, and we handle the registration as part of the setup.
What do I need to have?
Tell us how you bring on each type of client today, with a recent example of each, your current intake form and the agreement you send. We need admin access to your CRM or job software, your calendar, the Google Drive or SharePoint folder for files and your website to place the form. If you keep DocuSign, Dropbox Sign or a form app you edit yourself, we need admin access to check what your plan allows and connect it.
Where is my data kept?
Your information is kept in a database set up only for your business, never shared with another client's.
What does client onboarding cost?
The price depends on what we build, and your solution design includes a fixed price for the build. Nothing starts until you decide to go ahead, and the process analysis and the solution design are free. Running costs such as hosting, file storage, email and text reminders are covered by a monthly plan sized to your business and expected usage. Optional support is separate, and your solution design lays out both before you decide.
Get a free solution design for one process.
Tell us how you bring on new clients today, and get your solution design within 2 business days.
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