New client folder pack
Generate a standard client folder pack when a proposal is signed — no more copying last year’s folders by hand.
Client onboarding checklist
Automate the client onboarding checklist for accounting firms so kickoff tasks stop living in email threads.
Before → after
Before: Someone copies last month’s checklist into a doc or email. Tasks live in inboxes. Nobody knows which client is blocked on tax IDs, bank access, or signed engagement letters.
After: Signed proposal (or intake form) creates a standard checklist in your CRM or project tool. Owners see open items by client. Reminders fire on overdue steps — without rewriting the list each time.
Steps to implement
- Write the master checklist once — Fixed stages: engagement letter, intake form, ID / EIN, bank feeds, prior accountant contact, software access, first-month kickoff call.
- Trigger from one event — “Proposal signed” in HubSpot (or paid invoice / Typeform submit) creates the checklist instance for that client.
- Assign owners by role — Partner owns engagement; ops owns folder + access; bookkeeper owns bank feed setup.
- Auto-chase missing PBC items — Reminder emails after 3 / 7 days on open checklist rows (draft only if tax advice is involved).
- Gate “active client” status — CRM stage does not move to Active until a human checks the readiness box.
Failure modes
- One-size checklist for every service — Tax-only vs monthly books need different packs; use templates by service line.
- Checklist without owners — Unassigned tasks pile up; require role on every row.
- Premature Active status — Staff start work before engagement is signed; keep the human gate.
When not to automate
Complex multi-entity groups, first engagement with unusual compliance, or clients who need a custom scoping call before any template runs — start the checklist manually after the kickoff call.