Bringing a new client on board should be an exciting step for both your firm and the client. It’s the start of a working relationship that, if handled well, can lead to long-term trust and loyalty. But too often, client onboarding in accounting firms is bogged down by slow processes, endless paperwork, and unclear communication.
A disorganised onboarding system doesn’t just frustrate clients—it eats up valuable time for your team. The good news? With the right approach and technology, you can turn onboarding into a seamless, professional experience. Let’s explore how to build a process that takes clients smoothly from proposal to project with minimal friction.
Step 1: Creating a Professional Proposal
The client journey begins with the proposal, which outlines:
· The services you’ll provide
· The fees and payment terms
· The expected timeline
· Key terms and conditions
A well-structured proposal doesn’t just look professional—it eliminates misunderstandings before they arise. Instead of drafting each proposal manually, firms can use accounting proposal software to generate polished, accurate proposals quickly.
This ensures consistency while allowing for necessary customisation. The result? Fewer errors, faster turnaround times, and a more professional presentation.
Step 2: Sending the Engagement Letter
Once the client agrees to the proposal, the next step is the engagement letter. This formal agreement protects both parties by clearly defining:
· Scope of work
· Fee structure
· Client responsibilities
· Legal terms
The problem? Manually drafting engagement letters can be time-consuming and inconsistent.
Using digital engagement letter software ensures every document is accurate, legally compliant, and easy to send and sign electronically. Clients can review and sign the letter from any device, avoiding unnecessary delays.
Step 3: Streamlining Data Collection
Once the engagement letter is signed, your firm needs key client information to get started. Gathering this manually—via email threads, phone calls, or paperwork—slows everything down. Instead, firms should use secure online forms that allow clients to submit:
· Business and contact details
· Tax identification numbers
· Financial records
· Any other necessary documentation
By automating data collection, you eliminate back-and-forth emails and ensure all required information is received upfront.
Step 4: Ensuring Compliance
Before diving into work, firms must complete regulatory checks, including:
· Anti-Money Laundering (AML) Checks
· Know Your Client (KYC) Procedures
· GDPR & Data Protection Compliance
If done manually, these checks can slow down onboarding significantly. But modern compliance tools integrate these steps into the onboarding process, reducing time and effort while keeping your firm protected.
Step 5: Setting Internal Processes
Now that the client is officially onboard, it’s time to set up the internal workflow. This includes:
· Assigning tasks to the right team members (e.g., tax manager, bookkeeper)
· Setting deadlines and key milestones
· Automating reminders for follow-ups
Many firms use practice management software to track client projects, ensuring nothing falls through the cracks. This keeps everyone aligned and allows for seamless collaboration across teams.
Step 6: Keeping Clients Engaged
The onboarding process doesn’t end once the paperwork is signed. Clear, ongoing communication ensures clients feel supported and informed.
· Welcome Email – A quick introduction to key contacts and next steps.
· Regular Updates – Keeping clients informed about progress and deadlines.
· Secure Client Portals – Providing access to documents, invoices, and updates in one place.
Good communication reduces client anxiety and builds stronger relationships. When clients feel in the loop, they’re far more likely to trust your firm and stay long-term.
Conclusion
Client onboarding should be a streamlined, hassle-free process—not a slow, frustrating one. By automating key steps, reducing manual tasks, and keeping communication clear, accounting firms can make a strong first impression and set up long-term success.
Investing in the right technology—including accounting proposal software—ensures that from proposal to project, the transition is seamless. The result? Happier clients, a more efficient team, and a firm that’s ready to grow.
