Our Workflows

Client Onboarding Automation

Replace the 8-step onboarding nightmare with an AI workflow that runs the second a new client signs your engagement letter.

hrs/week saved

1.5-2 hours per client to about 10 minutes of review

Book a discovery call

The Problem

Every new client is the same 8-step admin grind.

Engagement letter, ATO authority forms, ID verification, prior accountant handover, software access setup, tax file declarations, Xero invite, welcome pack. A junior or office admin spends two hours per client doing it. Mistakes creep in. ABNs get typed wrong, authority forms get missed, file naming is inconsistent. Multiply that by every new client and it's a real cost.

How It Works

Step-by-step.

Trigger fires

Client signs your engagement letter (DocuSign, PandaDoc) or your team marks them as 'new client' in your practice management system. The workflow kicks off automatically.

Documents generated

AI generates the personalised engagement letter from your template and pre-fills ATO authority forms with the client's details. Sent automatically via email.

Inbox monitored

As the client returns signed documents, AI extracts the data, verifies it matches what was sent, and cross-references the ABN against the ABN Lookup API.

Files organised

A standardised folder structure is created in your document management system (FYI Docs, SuiteFiles, Xero) using your firm's naming conventions.

Internal brief drafted

AI generates a one-page client brief for the responsible accountant: business type, structure, key dates, prior accountant, anything flagged for attention.

Welcome pack sent

Personalised welcome email with portal logins, key contacts, what to expect next, and the kickoff meeting booking link.

Human review

Your team gets a Slack or email notification: 'New client X ready for review.' Takes about 10 minutes to verify and approve, instead of 2 hours of doing it manually.

hrs/week saved

1.5-2 hours per client to about 10 minutes of review

What's Included

Full workflow built and integrated with your existing tools
Integration with your practice management system (Xero Practice Manager, Karbon, FYI Docs, or similar)
ABN Lookup API integration for verification
Custom email templates in your firm's voice
Folder structure matching your firm's naming conventions
Team training session for all staff using the workflow
30 days of post-launch support and tweaks
Documentation so future staff can use it without us

What's Not Included

Replacing your practice management system
Custom work outside the onboarding flow
Ongoing AI API costs (typically $20-50/month, billed to your account)
Changes to scope after build kickoff (we handle via change order)

Timeline

Three weeks, start to launch.

Week 1

Discovery and design

We map your current onboarding process end-to-end, identify the integrations needed, and design the workflow. You sign off on the spec before build starts.

Week 2

Build

We build, integrate with your systems, and test against real (anonymised) client data. Daily updates so you know exactly where things are.

Week 3

Train and launch

Team training session, parallel run with a real new client, then full handover. We stay on standby for 30 days post-launch.

Best Fit For

Is this the right workflow for you?

Accounting or bookkeeping firms onboarding 3+ new clients per week
Practices using Xero Practice Manager, Karbon, or FYI Docs
Firms where office admins spend significant time on client setup
Practices wanting to scale without hiring more admin staff

Questions

Specific to this workflow.

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Document Auto-Filing

Client documents named, filed, and tagged the second they arrive.

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Workpaper Pre-Prep

Walk into tax season with workpapers already prepped.

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Client Email Draft Assistant

Every client email gets a thoughtful draft response, ready for review.

~8 hrs/week savedLearn more

Want to talk about this workflow?

30-minute discovery call. We'll figure out if this workflow fits your business, what the actual ROI would look like for you, and whether there's a better starting point.