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Client Onboarding Automation Agent
Every new client requires the same sequence of steps — paperwork, identity checks, system setup, engagement letters. This agent manages the entire process from first instruction to ready-to-bill, so your team can focus on client work rather than the admin that precedes it.
The Problem
Where new client onboarding is slowing your firm down
Every new client instruction kicks off the same sequence of admin tasks — and it falls to whoever is closest. There's no standard process, no visibility of where each client is in onboarding, and no one person responsible for getting it done.
AML checks, engagement letters, system setup and introductory briefings often happen out of sequence or in parallel. One missed step stalls the whole process. Work can't start and billing can't begin until it's resolved.
Every day a new client waits to be fully onboarded is a day you're not billing. For firms with a high volume of new instructions, the cumulative delay adds up — and the team absorbs the administrative cost while the clock runs.
The Agent
What the Client Onboarding Automation Agent does
One agent, scoped to a specific workflow, KPI'd from day one, and managed by us. Here's what it handles.
Triggers on new client instruction and manages the full onboarding sequence: document requests, AML/KYC initiation, engagement letter generation and chasing, system record creation, and handoff to the fee-earner. Tracks every step and escalates blockers before they cause delays. Routes cases that need a human decision — such as high-risk clients or bespoke engagement terms — without stopping the standard pipeline. KPIs: time from instruction to ready-to-bill, completion rate, steps requiring human intervention per case.
Deployment
A proven framework for adding AI staff to your business
We use a simple four-phase process to define the role, onboard the agent and track performance from day one.
Phase 01
Define the role and business case
We start with your current onboarding sequence — which steps you run, in what order, who owns each one, and where delays typically occur. We agree the trigger point, the flow, and the human handoff rules before any agent is built.
Phase 02
Build and onboard your agent
We then build the agent around your tools, data and tone of voice. Think of this as onboarding a new team member: accounts set up, access granted, training materials loaded and practice runs in a safe environment.
Phase 03
90-day probation with KPIs
For the first 90 days we treat this as a probation period. The agent takes on live work with clear limits, and we review performance with you regularly just as you would with a new hire.
Works With
Connects to your existing practice stack
We integrate with the tools your firm already uses. No new software to learn, no data migration required.
LEAP
Practice management
DocuSign
E-signatures
Xero
Cloud accounting
FAQs
Frequently Asked Questions
The practical details on tools, data, cost and what happens if a role doesn’t work out.
Does the agent handle engagement letter creation?
What triggers the onboarding process?
How does it handle AML and KYC as part of onboarding?
What if a client is slow to return documents or sign paperwork?
Which practice management systems does it work with?
Bring your first AI staff member on board.
Tell us the task you want to take off your team's plate. In one call we'll scope the role, confirm the cost, and be honest if it's the right fit.