AI client onboarding
AI client onboarding your team can check
Every new client needs the same questions answered and the same documents collected. We set up an intake questionnaire and a draft, check and report workflow, so a client’s status moves only with the evidence behind it and your team decides what happens next.
Where this time goes
The same request, every time
The same information and documents get asked for from each new client, by hand.
What is still missing
Working out which answers and documents have not arrived means checking each client file.
Status from memory
A client’s status depends on someone remembering where things stand, rather than on the evidence.
Steps in one head
If the onboarding steps are not written down, a new team member cannot follow them.
How the workflow runs
- Capture the information. An intake questionnaire collects what is needed to start a new client engagement.
- Prepare drafts. Onboarding runs as a draft, check and report workflow. The workflows only read records or prepare drafts.
- Check and report. The workflow reads the records and reports back to your team, who decide what happens next.
- Move status on evidence. A client’s status moves only with the evidence behind it.
- A person reviews. The team reads the drafts and reports, and a person reviews before anything is sent or submitted.
Example
Client example · Accounting and tax practice
A supervised workspace: read, draft, then a person decides
Our home page shows two pieces of work for accounting practices. The first, listed there as “Accounting practice · client intake” and marked “Delivered questionnaire”, had one task: capture the information needed to start a new client engagement. We built an intake questionnaire supported by practical onboarding guides. The result is a live questionnaire and documented onboarding steps for the team to use.
The second is a shared workspace that an accounting and tax practice asked us to build around its onboarding, accounting, tax and client communication work. The first slice was deliberately supervised. Onboarding runs as a draft, check and report workflow, the workflows only read records or prepare drafts, and a client’s status moves only with the evidence behind it.
This describes what was built, not measured results.
Running an accounting or tax practice? See AI workflows for accounting practices.
What stays with your team
Reviewing the drafts
A person reviews before anything is sent or submitted. We agree the approval points in the scope.
The decisions
The workflows read records and prepare drafts. Your people decide what happens with a client.
Keeping the steps current
Your team owns the onboarding guides and keeps them up to date.
Professional sign-off
Work requiring professional sign-off remains with the authorised person.
Questions
Does AI decide whether we take on a client?
Will it message new clients by itself?
How is client information handled?
Start with this task.
Build with AI sets up AI workflows, with practical lessons for the team, for owner-led businesses in Cape Town and across South Africa.