Example · customer service
Have you ever had a new client's forms sent back for one blank signature?
They said yes a month ago. Now one empty box restarts the whole loop.
Is this my kind of problem?
It fits firms where every new client means a stack of forms.
- Each new client brings signed forms, ID and records held somewhere else.
- Someone on your team checks every packet by eye.
- Packets come back rejected for small things, and start again.
When we'd say it isn't worth doing
A handful of new clients a year? A checklist will do. Already pre-filling and e-signing? You're nearly there.
Where does it go wrong?
Between the client's yes and a complete file.
- Client says yes
- Forms out
- Forms back
- Checked
- Gaps chased
- Submitted
- Accepted
Clients get asked twice for things they already gave. Forms return half done.
Nobody checks the packet against the rules until it bounces. Goodwill from the sale drains away.
In wealth management, it's the account forms and a transfer from the old custodian. In an insurance agency, it's the application and prior loss runs. In an accounting practice, it's the engagement letter and last year's returns. In staffing, it's a new client's credit application.
What would you build?
A new-client paperwork check.
It reviews every form before it's submitted, and chases whatever is still missing.
What changes for your team
- Forms arrive pre-filled from what the client already told you.
- Each returned form is checked for blanks, signatures and dates.
- Gaps are chased with a personal note, drafted for approval.
- Packets leave complete, so they come back accepted.
What would it be worth to us?
What it's worth is the weeks between yes and started.
Count last year's new clients, the days each took to set up, and the packets that bounced.
Multiply the fixing hours by your team's hourly cost. Then add the fees those weeks delayed.
14 clients in setup
- Complete
- 8 submitted
- Gaps
- 3 missing a signature or ID, reminders drafted
- Held
- 2 transfer forms whose account numbers don't match
- Waiting
- 1 on a prior firm, follow-up due Thursday
Nothing goes to a client or a third party without a person.
And the detail?
How it runs, from yes to accepted
Open the full steps
What it reads
Your client system, e-signature tool, portal and shared inbox. It starts the moment a client says yes.
The steps
- Builds a checklist from the client's type and the services they chose.
- Pre-fills forms from details the client already gave.
- Checks each returned form for blanks, signatures and dates.
- Names what's missing and drafts a personal reminder.
- Holds any packet that would bounce, with the reason.
- Follows each packet until it's accepted.
Where a person signs off
Your team approves every message and every submission.
What it never does
It never signs, submits or changes an account. It never sends a form by itself.
What we'd need from you
Your onboarding checklist for each client type. Access to your forms and inbox. Twenty past packets, rejected ones included.
What else tends to come with it?
It usually travels with these.
- The yearly document chase, so returning clients send things on time too.
- Same-day answers to a new client's first questions.
- Enquiries followed up until they become clients. Then a monthly letter keeps them close.
You become the firm new clients describe as easy to join.
New clients start on the first try, and no packet comes back for a blank box.
Yours won't look exactly like this. A first conversation is where we work out what it should look like.
Can we talk it through?
Yes. Start with a first conversation.
It's free, takes about an hour and needs no access.
A person writes back, usually within one working day.