Accounting Firm Cuts Client Onboarding Time by 60%
The Problem
A small accounting practice in Pickering was spending 3–4 hours per new client on manual onboarding: emailing document checklists, chasing down missing files, sending DocuSign links one by one, and manually entering client information into their practice management system. During tax season, this backlog was causing delays, errors, and frustrated clients.
Key Pain Points
- 3–4 hours of manual work per new client, every onboarding
- Documents arriving piecemeal — constant back-and-forth chasing
- Manual data entry errors creating downstream problems in filing
- Client frustration with slow, paper-heavy onboarding in peak season
Our Approach
We automated the entire client intake pipeline. When a new client is added to the system, they automatically receive a branded onboarding portal link with a document checklist, e-signature request, and intake questionnaire. Automated follow-ups chase missing documents every 48 hours. Once complete, a workflow auto-populates the practice management system — no manual data entry required.
Client Intake Portal
Built a branded client portal where new clients complete their intake form, upload documents, and sign engagement letters in one place.
Automated Document Checklist
Configured automated follow-up emails every 48 hours for any outstanding documents — personalized per missing item.
E-Signature Integration
Integrated e-signature into the flow so engagement letters, consent forms, and T1028s are signed digitally without a separate tool.
Practice Management Sync
Built an automated data sync that populates client records in the practice management system once intake is complete — zero manual entry.
Results Dashboard
Onboarding Completion Time — Per Client
Key Outcomes
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