Automate Client Onboarding and Never Chase Documents Again
Stop spending 4+ hours per new client on manual intake, document chasing, and data entry. AI collects everything, validates completeness, and sets up their records — in minutes.
To automate client onboarding, businesses use AI-powered smart forms that collect client information, validate document completeness, and create records in CRM and accounting software automatically. The system sends engagement letters or service agreements for e-signature, triggers welcome sequences, and flags any missing information — reducing onboarding from days of email back-and-forth to a streamlined process completed in minutes.
Manual Onboarding Is Drowning Your Team
Every new client means hours of admin that doesn't generate revenue — and delays that frustrate both your team and your clients.
average time spent onboarding each new client manually
follow-up emails to chase missing documents or information
of new clients experience delays due to incomplete intake
in unbillable admin time per client onboarding
Sound Familiar?
- 1.New client signs on — you send a welcome email with a list of documents needed
- 2.They reply with half the information, in the wrong format, or attached to the wrong email
- 3.You follow up 3 times over 2 weeks to get the remaining documents
- 4.Someone manually types everything into your CRM, accounting software, or practice management system
- 5.Engagement letter gets sent by email, printed, signed, scanned, and uploaded — a process from 2005
AI-Powered Onboarding That Runs Itself
Smart forms, automated validation, CRM sync, and e-signatures — all connected, all automatic.
Smart Intake Forms
Conditional logic forms that adapt based on client type, service needed, and entity structure. Collect exactly what you need — nothing more, nothing less.
Document Collection
Clients upload IDs, financials, certificates, or any required documents through a secure portal. AI validates file types and completeness in real time.
Automated Validation
AI checks that all required fields are filled, documents are readable, and information is consistent. Missing items trigger automatic follow-up requests.
CRM & Software Sync
Client data flows automatically into your CRM, accounting package (Xero, MYOB, QBO), and practice management tools — zero manual data entry.
E-Sign Engagement Letters
Engagement letters, service agreements, and NDAs generated from templates and sent for electronic signature. Signed copies filed automatically.
Welcome Sequences
Once onboarding is complete, trigger a welcome email series with next steps, key contacts, portal access details, and important dates.
How It Works — 3 Simple Steps
Client Fills Smart Form
Send your new client a link to a smart intake form. It adapts based on their answers — collecting personal details, business information, documents, and preferences in one go.
AI Validates & Creates Records
AI checks everything is complete and correct. Client records are created in your CRM and accounting software. Missing items trigger automatic chase-up messages.
Engagement Letter & Welcome
An engagement letter is generated and sent for e-signature. Once signed, a welcome sequence kicks off with next steps, key dates, and portal access.
Who This Is For
Professional services businesses that onboard multiple clients per month and want to eliminate the admin bottleneck.
Accounting & Bookkeeping
Collect ABNs, tax file numbers, prior year returns, and ATO authorisations. Create Xero/MYOB contacts automatically.
Legal Practices
Intake forms for matter details, conflict checks, retainer agreements, and client identification documents.
Financial Planning
Collect statements of advice prerequisites, risk profiles, superannuation details, and insurance information.
Marketing Agencies
Gather brand guidelines, access credentials, target audience briefs, and content calendars in one structured flow.
The ROI of Automated Onboarding
reduction in onboarding admin time per client
of clients complete intake in one session (no chasing)
manual data entry into CRM or accounting software
onboarding timeline compressed from days to minutes
For a firm onboarding 10 clients per month at 4 hours each, that's 32+ hours of admin time saved every month — equivalent to a full work week returned to billable activity.
Frequently Asked Questions
Is the data collection secure and compliant?
Yes. All data is transmitted via encrypted connections and stored in compliance with Australian Privacy Principles. Document uploads are secured with enterprise-grade encryption. We can also configure the system to meet industry-specific requirements (e.g., APES 110 for accountants).
What happens if a client doesn't complete the form?
The system sends automated reminders at intervals you choose (e.g., 24 hours, 3 days, 7 days). It also tells you exactly which fields or documents are still missing, so you can follow up with context if needed.
Can different client types have different intake forms?
Absolutely. You can create separate flows for individuals, companies, trusts, SMSFs, or any other entity type. The form adapts dynamically based on the client's answers.
Does it work with my existing CRM and accounting software?
We integrate with Xero, MYOB, QuickBooks, HubSpot, Salesforce, Practice Ignition, Karbon, FYI, and many more. If your tool has an API, we can connect it.
How long does setup take?
Typically 2–3 weeks. We map your current onboarding process, build the smart forms, configure integrations, and test everything before going live. Most of the work is done by us — your input is needed mainly for approval and testing.
Onboard Clients in Minutes, Not Days
Book a free AI audit and we'll map out how to automate your client onboarding — from intake to engagement letter to CRM setup.
Book Free AI Audit