Automate new client onboarding workflows

Firm owners and onboarding managers bring on a new client through a sequence of steps in Assisterp: convert a qualified lead to a client, issue an engagement letter for e-signature, collect a retainer deposit, and grant portal access. Each step is a manual action you complete on the client record — there is no single trigger that fires when a lead is captured or converted, so plan to work through these in order for every new client.

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Convert the lead to a client

1. Open Leads, open the qualified lead, and select Convert to client (Convert to Service if the lead already has a linked client record).
2. On Conversion Confirmation, select Confirm & Convert.

Attach an intake form

If your firm uses a custom intake questionnaire, attach it to the new client record:

1. Open the client and go to the Custom Forms step.
2. Select Add New Custom Form, enter Version/Year, and in Add Required Forms select the form.
3. Complete and save the form.

See Custom forms for the full flow, including reviewing saved answers later.

Issue an engagement letter for e-signature

1. Open the client record’s Contracts tab and select Add Contract.
2. Choose your engagement Template, set the Start Date and End Date, and select Add.
3. On the contract’s preview page, open the actions menu and select Setup E-Signature to send it to the client for signing.

The contract preview page shows Signed once the client completes signing, or Sign Pending while it’s outstanding. Sending a contract for e-signature is a manual action on each contract record — there is no pipeline or job-template automation that dispatches a contract automatically.

See Contracts and engagement letters for template setup and the rest of the contract lifecycle.

Collect the retainer deposit

1. From the signed contract’s preview page, open the actions menu and select Create Invoice. Assisterp pre-fills the invoice from the contract’s billable items.
2. Check the box labeled This is a retainer (deposit) invoice.
3. Select Save and Send to email the invoice to the client.

When the client pays, Assisterp credits the amount to the client’s wallet automatically. See Wallet and retainer invoices.

Grant portal access

1. On the client record, open the Home tab and select the Access sub-tab.
2. Select Add (the plus icon) to open Add Permissions.
3. Select the contact under Select Profile and set their client-portal permissions.
4. Save. The contact can now sign in to the client portal.