As an accountant, one of the many workflows we must create is the onboarding workflow to get your clients onboarded smoothly and efficiently. However, the process can be time-consuming and tedious, especially if you still are using traditional methods.

The good news is, you can automate your onboarding workflow by using some powerful tools such as Calendly, Monday.com, Zapier and Pandadoc.

In this blog post, we’ll show you how to streamline your onboarding process and save time using these three popular tools. I have also created a short video to help explain this in more detail.

To view the video, CLICK HERE.

The scheduling dilemma

At the beginning of any new sale, there is usually a meeting that must take place to move the client through the sales process. That said, it can be time-consuming to have to schedule the meeting and go back and forth with times available.

How Calendly can help

Using Calendly, you can integrate it with your calendar, and it will show your availability with your client for them to schedule at their convenience which eliminates the back and forth. You can add your Calendly link directly inside your email signature.

Once the client schedules using your Calendly link, it will automatically create an event on the calendar, send and invite to your client and if you have your meeting app integrated such as Teams, Google Meets or Zoom, you can automatically have the link to the meeting added to the invite.

This will save you so much time in the long run. Now let’s look at the workflow piece of capturing the lead.

Workflow tracking with Monday.com

Monday.com is a versatile project management tool that allows you to manage your workflow and collaborate with your team easily. Using this tool, you can create boards, tasks and columns that allow you to manage your onboarding process from one place. You also can create automations with recurring tasks for bookkeeping work.

When onboarding a client, you can build out a custom form to capture all of their information prior to meeting with them.

This will automatically add your client into your CRM and will organize your clients information based on what services they have chosen.

Monday.com also integrates with Zapier. You can set up this connection to streamline the next steps of the engagement.

Automation with Zapier

Zapier is a powerful automation platform that connects different apps and tools together. With Zapier, you can create workflows or “zaps” that automate your onboarding process. Zapier is the glue that takes one app’s information and acts on the next step in the app that it needs to go into.

In this example, we will use Zapier to automatically take what is in Monday.com and create a proposal in PandaDoc.

Proposal creation with Pandadoc

PandaDoc allows us to create customized proposals using various templates that cater to specific requirements and it is at an affordable price. Pandadoc helps us to create engagement letters and e-sign documents with ease.

Once the proposal is signed, we can have a Zap set up in Zapier to create a workflow board on Monday for that client.

Here is an example of the zap we would create.

You will have to set up Monday.com board templates in order to create this zap. To learn how, CLICK HERE.

I hope you have enjoyed this sprinkle of automation. If you want to see more articles like this, let us know.

Liz Scott is a multi-business entrepreneur working to bring together technology and accountants through her business, Liz Scott Consulting. A member of Intuit Trainer/Writer Network, she authored and taught Master level courses, including Advisory Guides and Consulting Tools for Accountants. In addition to Liz Scott Consulting, she also owns Accounting Lifeline, a firm to serve small businesses with their financial needs. Liz is a co-host of the “Appy Hour,” which helps other accountants learn about the different tools and apps for small business needs. Holding a high passion for real estate investment, she owns properties throughout Oklahoma. 

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Insightful Accountant