Client Onboarding Template

End-to-end checklist to onboard a new client — from engagement and due diligence through setup, kickoff, and a 30-day check-in. Suitable for bookkeeping, tax, and advisory clients.

The first few weeks with a new client set the tone for the entire relationship. A smooth onboarding tells the client they made the right choice, while a scattered one (missing documents, unsigned paperwork, a kickoff call that overruns because nobody confirmed scope) plants doubt before any real work begins. It is also the moment you collect almost everything compliance depends on: identity verification, beneficial ownership, prior returns, and software access. Get it right once and the rest of the engagement runs on clean foundations.

When onboarding lives in someone’s head or a personal spreadsheet, the cracks show up later. A client starts billing before the engagement letter is signed. An identity check gets skipped because it was assumed someone else handled it. The professional clearance letter never goes out, so records arrive piecemeal for months. A consistent client onboarding process closes those gaps and makes the work auditable.

When to run it

Kick this off the moment a prospect agrees to proceed, before any chargeable work starts. The owner is usually the team member who will manage the relationship (a partner, manager, or client lead), with administrative steps delegated to support staff. Assign one person accountable end to end so nothing falls between roles during handover.

How to run it in Tidyflow

Save this as a reusable job template so every new client follows the same path. When a client signs on, spin up a job from the template and each step becomes a subtask your team checks off in order, with clear ownership and due dates. Tidyflow’s workflow management keeps the job moving and shows you at a glance where each onboarding stands.

The documents you need from the client go out as items in the client portal. The client signs the engagement letter, uploads ID and proof of address, grants software access, and provides billing details, all in one place. Engagement letters are built and sent for signature through proposals and engagement letters, so nothing is chargeable until the signed document is back. Everything the client returns lands in their folder structure, ready for the next stage.

Common pitfalls

Starting work before the engagement letter is signed, which leaves scope and fees undefined if a dispute arises.
Treating identity and beneficial ownership checks as a formality and filing them without documenting the basis for the risk rating.
Forgetting to send the professional clearance letter, so prior records and outstanding compliance items trickle in late.
Setting up the client record but never creating the recurring jobs and calendar deadlines, so the first filing sneaks up on you.
Skipping the 30-day check-in, missing the easiest window to catch small frustrations before they become churn.

What's included in this checklist

22 steps and 9 client requests.

1

Run conflict-of-interest check

Confirm the new client doesn't conflict with existing clients (related parties, competitors, or adverse interests).
2

Send proposal or service agreement

List exactly which services you'll provide (e.g., monthly bookkeeping, tax prep, advisory) with clear pricing.
3

Define what's out of scope

Spell out exclusions (financial advice, audit, legal compliance) to prevent scope creep later.
4

Send engagement letter

Define scope, fees, payment terms, and responsibilities; send for electronic signature.
5

Send welcome email

Introduce the team, outline next steps, and set expectations for response times.
6

Set up client in Tidyflow

Create the client record, add contacts, and assign the responsible team member.
7

Create client folder structure

Set up document folders (tax returns, financial statements, correspondence, engagement letters).
8

Run AML risk assessment

Categorize the client's risk level (low / medium / high) per firm policy and document the basis.
9

Verify identity and beneficial ownership

Review the client's ID and proof of address; for companies and trusts, identify and verify beneficial owners (typically 25%+ ownership or control).
10

Send professional clearance letter

Write to the prior accountant requesting handover of records and confirmation of any outstanding compliance items.
11

Register as tax authority agent

File the authorization to communicate and file on the client's behalf (e.g., Form 8821/2848 in the US, 64-8 in the UK, TPB in Australia).
12

Review prior year returns

Note any carryforward items, elections, or issues.
13

Review accounting software

Check chart of accounts, reconciliation status, and data quality.
14

Identify immediate issues

Flag unfiled returns, overdue payments, or bookkeeping cleanup needed.
15

Set up recurring jobs

Create templates for all regular work (monthly bookkeeping, quarterly filings, annual tax return).
16

Set up calendar deadlines

Add all known due dates for the client.
17

Add client to relevant workflows

Month-end close, tax season planning, and any other applicable workflows.
18

Schedule kickoff meeting

Book a 30–45 minute call/meeting.
19

Hold kickoff meeting

Cover scope and expectations, communication preferences, portal walkthrough, and the client's long-term goals.
20

Set next check-in date

Book a 30-day follow-up to confirm everything is running smoothly.
21

Complete 30-day check-in

Ask how the first month went and address any concerns.
22

Review workflow and finalize onboarding

Confirm recurring work is running smoothly, update the CRM with kickoff notes and risks, and mark onboarding complete.

What to request from the client

Built-in client requests so you collect everything in one go.

Sign and return engagement letter

Review and sign the engagement letter — no work begins until it's returned.
Complete client intake form

Provide business details, contacts, and financial background.
Provide ID and proof of address

Supply government-issued ID and proof of address for AML identity verification.
Provide beneficial ownership details

For companies and trusts, identify anyone with 25%+ ownership or effective control.
Provide prior year tax returns

At minimum the last 2 years for individuals, 3 years for businesses.
Grant access to accounting software

QuickBooks, Xero, or other platform — read-only access first.
Provide bank statements

Last 3–6 months, depending on services.
Provide prior accountant's contact

For transfer of records if switching firms.
Provide billing details

Credit card or ACH details for recurring payments.

Frequently asked questions

It should cover engagement (proposal, scope, and a signed engagement letter), compliance (identity verification, beneficial ownership, and risk assessment), setup (client record, folders, recurring jobs, and deadlines), and a kickoff plus a follow-up check-in. Tidyflow lets you template all of it so every client gets the same treatment.

Start as soon as the prospect agrees to proceed and before any chargeable work begins. The engagement letter should be signed first, since it defines scope, fees, and responsibilities for everything that follows.

The team member who will manage the relationship usually owns it, with administrative steps delegated to support staff. Assigning one accountable person end to end prevents tasks from slipping between roles.

Clients complete requests in the secure client portal, where they sign the engagement letter, upload ID and proof of address, grant accounting software access, and submit billing details. Everything they return is organized in their folder automatically.

Yes. Save it as a reusable job template and create a fresh job from it whenever a client signs on. Each step becomes a subtask with its own owner and due date, so the process runs the same way every time.