Accounting Firm Client Onboarding Flow Template
Replace scattered checklists with one onboarding board
New accounting engagements collapse when onboarding lives in spreadsheets, inboxes, and compliance portals. This template pulls every step into one pipeline so you can greet the client, clear KYC, collect historical data, and go live without guesswork. Duplicate micro-cards for intake summaries, compliance checklists, financial data requests, and access trackers, then assign owners and due dates right on the board. Labels such as Waiting on client and Urgent follow-up surface bottlenecks instantly, while demo cards model how to attach engagement files and log kickoff agendas for a smooth first month. No more rework from missing KYC docs or delayed payroll logins—your team sees exactly which milestone comes next and who owns it.
- Centralize every onboarding milestone in one Instaboard pipeline
- Duplicate micro-cards to standardize intake and reduce rework
- Assign owners and due dates to prevent compliance slippage
- Spot stalled items fast with Waiting on client label filters
Kick off in Welcome & Intake
Open the Get Started section and read the Start-Here card to see how the pipeline flows. Duplicate the Client Intake Summary micro-card into the Welcome & Intake column, then fill the primary contact, services in scope, internal champion, and kickoff target. Assign yourself, add a due date that matches the kickoff timeline, and attach your welcome packet or onboarding email so the team has context. Tag the card Urgent follow-up if the kickoff is inside a week to keep it at the top of standups.
Clear compliance checkpoints
Drag the intake card into KYC & Engagement Docs once the welcome tasks start. Duplicate a Compliance Checklist card for each entity and fill the on-card fields with who completed verification, which beneficial owners are confirmed, and the current risk rating. Use the card description to capture supporting notes, attach the signed engagement letter or notarized POA, assign your compliance lead, and set deadlines for outstanding items. Apply Waiting on client whenever signatures or IDs are overdue so the label filter spotlights blockers.
Collect financial records
Move to Financial Records Collection and duplicate Financial Data Request cards for bank feeds, tax returns, and payroll history. Fill each micro-card line with who the request went to, where the files should live, and the follow-up date so nothing slips. Attach secure upload links or the received PDF, assign the teammate chasing the documents, and set staggered due dates to spread the workload. Use Waiting on client on any card without files and remove it the moment the upload lands.
Connect systems and workflows
Shift cards into Systems & Workflow Setup once documents start flowing. Create Access Tracker cards for QuickBooks, payroll, and portal credentials, completing the fields for requestor, request date, follow-up date, and status directly on the card. Attach links to the live software or permission screenshots, assign the owner who will build automation, and note extra setup steps in the description. Tag Cleanup scope when you need extra setup work and add a due date for the go-live rehearsal.
Run kickoff and schedule the review
After access is live, move the card into Kickoff & 30-Day Review and duplicate a 30-Day Review Notes micro-card for the account. Use the card menu to toggle Make Task on your kickoff agenda card, assign the meeting lead, and attach the deck so you can update action items in real time. Set the kickoff due date, tag Urgent follow-up if leadership must attend, and capture any follow-on tasks inside the same column. Log the next check-in date on the 30-Day Review Notes card and drag it right to mark the onboarding complete.
What’s inside
Start-Here guidance
A Start-Here card points you to the Welcome & Intake section and tells you which micro-cards to duplicate first.
Five-stage pipeline
Color-coded columns guide clients from Welcome & Intake through Kickoff & 30-Day Review.
Compliance micro-templates
Reusable cards capture KYC owners, risk ratings, and pending items without retyping.
Financial data toolkit
Financial Data Request and Access Tracker cards chase documents and credentials with follow-up dates.
Demo cards with metadata
Examples show assignees, due dates, attachments, and labels so teammates mirror the expected detail.
Why this works
- Keeps compliance, data collection, and system setup in one shared view
- Highlights client dependencies instantly with targeted labels
- Standardizes handoffs with reusable micro-cards and due dates
- Anchors kickoff and 30-day review planning to real action items
- Replaces email chases and spreadsheets with a single source of truth
FAQ
What if a client hasn't returned their compliance documents?
Leave the card in KYC & Engagement Docs, keep the Waiting on client label applied, and duplicate a reminder checklist so follow-up stays visible in standups.
How do we track separate services like tax and payroll?
Add additional cards per service using Financial Data Request or Access Tracker templates, then tag them Tax prep or Payroll to filter by workstream.
Can I reuse this board for ongoing engagements?
Yes—once onboarding finishes, duplicate the board, rename the final stage to Ongoing Operations, and keep the micro-cards to record recurring reviews.
Where should we store sensitive files referenced on the board?
Keep sensitive PDFs in your secure portal, attach the portal link on the card, and upload sanitized summaries directly to Instaboard when it is safe so the board still feels complete.