Trigger
Quote accepted and filed in the Prospective folder
1
Pre-Signing Setup
Firm Administrator
This phase begins when an accepted quote lands in the Prospective folder. The client record, primary contact, and onboarding project are created in Financial Cents, the proposal is drafted, and the engagement goes out for signature. Ends with an External handoff from Firm Administrator to Client. Transferred: the proposal and engagement letter for signature. Acceptance criteria: UNKNOWN, the source templates do not specify how signature completion is confirmed.
PROCESS 1.1
Client Record Creation Process
Claude locates the Quote PDF in the Prospective folder and extracts packages, fees, cleanup range, and earliest start date.
End state
Quote terms captured for the client record and proposal draft
Claude prompts for legal name, primary contact name, email, phone, signing date, monthly draft date, cleanup start date, and package choice.
Trigger
Quote extraction complete
End state
All operational fields confirmed and recorded
Claude creates the client record and default contact via the Financial Cents API.
Trigger
Operational details confirmed
End state
Client and contact visible in Financial Cents
Claude instantiates the onboarding project from the firm template; Firm Admin tasks auto-assign to the firm administrator.
Trigger
Client record created
End state
Onboarding project open with tasks assigned
PROCESS 1.2
Proposal Preparation Process
Claude writes the proposal content to a handoff file for the administrator to build from.
Trigger
Client record and quote terms available
End state
Proposal draft written to the handoffs folder
Claude generates the internal handoff doc capturing everything gathered so far.
Trigger
Proposal draft complete
End state
Handoff doc written to the handoffs folder
Manual step: Financial Cents has no proposal API, so the proposal and engagement are assembled in the UI and sent for e-signature.
Trigger
Proposal content drafted
End state
Engagement letter sent to the client for signature
2
Post-Signing Setup
Firm Administrator
External handoff in
This phase begins with an External handoff from Client to Firm Administrator. Transferred: the signed engagement PDF. Acceptance criteria: signed PDF discovered and filed to the Perm File. The client's Google Shared Drive and Financial Cents workspace are fully wired: folder structure, engagement filing, resources, portal visibility, and QBO hygiene. Ends when the client's digital workspace is complete and verified.
PROCESS 2.1
Drive Setup Process
Manual step in the Drive UI: create the Shared Drive named exactly the legal name, then add the team account as Manager.
Trigger
Signed engagement received
End state
Shared Drive exists with team manager access
Claude copies 11 folders and 4 seed files from the firm's client template.
Trigger
Shared Drive created
End state
Standard folder structure present in the client drive
Claude auto-discovers the signed PDF, renames both copies to the standard engagement filename, and files them.
Trigger
Folder structure in place
End state
Engagement PDF filed in both locations
Claude relocates the prospect materials and flags any Drive-Trash stragglers from unreadable files.
Trigger
Engagement filed
End state
Client fully moved from Prospective to Active Clients
PROCESS 2.2
Financial Cents Wiring Process
Claude posts the Drive URL to the client's resources via the API.
Trigger
Shared Drive complete
End state
Drive resource visible on the client record
Claude creates the Engagement Letters folder and uploads the signed PDF via the API, then visibility to the client is verified manually in the UI.
Trigger
Drive resource posted
End state
Engagement visible to the primary contact in the portal
Claude attaches the 1099 templates for full service and premium clients.
Trigger
Client tier known from the quote
End state
Tier-appropriate 1099 templates attached
Manual step so QBO sends no stray invoices to the client during service.
Trigger
Client QBO file accessible
End state
No client email on the QBO file
Manual step: the checklist of items the client completes in their portal. Contents are invisible to the API and need to be walked in the session.
Trigger
Portal verified
End state
Client checklist live in the client portal
3
Welcome Packet and Email
Firm Administrator
Role handoff in
This phase begins with a Role handoff from Firm Administrator to Firm Administrator's Claude automation. Transferred: the confirmed client team assignment (controller, lead, staff) and greeting preference. Acceptance criteria: team names confirmed before design work starts. The tier-specific Canva welcome packet is built and the welcome email is drafted, reviewed, and sent. Ends when the client has received the welcome packet with the lead, controller, and owner copied.
PROCESS 3.1
Welcome Packet Creation Process
Claude copies the Basic, Full Service, or Premium package master in Canva.
Trigger
Team and tier confirmed
End state
Working Canva design created
Claude re-parses the Bios folder, uploads the three team bio images, swaps the client name on the cover and closing pages, and places controller, lead, and staff blocks.
Trigger
Working design created
End state
Design personalized for the client and team
Claude moves the design to the Welcome-Packets folder, exports letter-format PDF, and files it.
Trigger
Design personalized
End state
Welcome packet PDF in the Perm File
PROCESS 3.2
Welcome Email Process
Claude renders the email; the cleanup deposit date is the 20th of the month before the first monthly draft.
Trigger
Welcome packet exported
End state
Welcome email text saved to the Perm File
Manual step: review the Canva output, re-export if needed, then send the email with the PDF attached, copying the lead, controller, and owner.
Trigger
Email rendered and packet exported
End state
Client has the welcome packet and email
Manual step: groups are unsupported by the API, so the client is added to the lead's, controller's, and staff's client groups in the UI.
Trigger
Welcome email sent
End state
Client appears in the assigned team's groups
4
Internal Team Handoff
Firm Administrator
Role handoff in
This phase begins with a Role handoff from Firm Administrator to the assigned service team. Transferred: the Sales Onboarding workbook, budgeted hours, and the team handoff email. Acceptance criteria: the Sales Onboarding Service resource is linked on the client's onboarding project in Financial Cents. Ends when the assigned team has everything needed to run the kickoff.
PROCESS 4.1
Sales Onboarding Workbook Process
Claude reads the Engagement PDF, Quote PDF, Service Fee workbook (the authoritative budgeted hours), and the notes document from Active Clients.
Trigger
Welcome email sent
End state
Source terms loaded for the workbook fill
Claude creates the client copies in the Perm File and Active Clients respectively.
Trigger
Source documents read
End state
Client copies of both workbooks exist
Claude fills both tabs, pulling budgeted hours from the Monthly Accounting Services tier block.
Trigger
Workbook stamped out
End state
Workbook tabs complete
Claude replaces the template link on the onboarding project with the client-specific workbook URL, then position is verified manually in the UI.
Trigger
Workbook filled
End state
Client onboarding project links the client workbook
PROCESS 4.2
Team Handoff Email Process
Claude pulls the primary contact's email and phone fresh from Financial Cents and drafts the email to the Perm File.
Trigger
Workbook complete
End state
Handoff email draft in the Perm File
Manual step, sent only after the client welcome email has gone out.
Trigger
Welcome email confirmed sent
End state
Assigned team notified and handed the client
5
Administrative Completion
Firm Administrator
Role handoff in
This phase begins with a Role handoff from Claude automation back to Firm Administrator. Transferred: the wired client workspace and open manual admin checklist. Acceptance criteria: every manual admin item checked in the onboarding project. Dashboards, app access, credentials, recurring schedules, and billing verification all land here. Ends when credentials are tested, the team is notified, and fees are confirmed paid or scheduled.
PROCESS 5.1
Dashboard and App Setup Process
Manual step on the firm's client dashboard.
Trigger
Team handoff complete
End state
Client on the client dashboard
Manual step on the profitability dashboard.
Trigger
Client dashboard updated
End state
Client on the profitability dashboard
Manual step: the specific app list per tier is not documented and is an open question.
Trigger
Dashboards updated
End state
Client live in firm apps with team access granted
Manual step in Financial Cents: profitability as-of date and budgeted time.
Trigger
Apps set up
End state
About section complete
PROCESS 5.2
Credential and Schedule Setup Process
Manual step: adjust dates and recurrence for Weekly Bookkeeping, Monthly Accounting, and Tax Return projects.
Trigger
Client apps live
End state
Recurring projects scheduled correctly
Manual step: credentials go to the Financial Cents client vault and the firm's credential system.
Trigger
Recurring schedules set
End state
Credentials stored in both vaults
Manual step: confirm QBO is connected to all bank and credit card accounts.
Trigger
Credentials vaulted
End state
Working credentials and connected feeds confirmed
Manual step: notify the team of three in Financial Cents chat, then start the client's general chat with the right members.
Trigger
Credentials tested
End state
Team notified and client chat open
PROCESS 5.3
Billing Verification Process
Manual step: onboarding fee paid, cleanup deposit paid or scheduled. The payment rail is an open question.
Trigger
Workspace setup complete
End state
Fees confirmed paid or scheduled
Manual step: the client joins the recurring statement retrieval project.
Trigger
Fees confirmed
End state
Client in the bank statement project
Manual step: name and address of the referring party go to the owner.
Trigger
Referral identified during intake
End state
Owner has the referral details
6
Kickoff Preparation
Firm Administrator + Client
Role handoff in
This phase begins with a Role handoff from Firm Administrator to Claude automation. Transferred: kickoff date, received items, and the outstanding client checklist state. Acceptance criteria: outstanding items list pasted from Financial Cents, since the API does not expose client-facing tasks. The kickoff prep email is rendered and sent the day before the call. In parallel the client completes their onboarding checklist in the portal. Ends when the client walks into kickoff knowing exactly what is still outstanding.
PROCESS 6.1
Kickoff Prep Email Process
Claude collects the kickoff date and time, items received so far, and outstanding checklist items pasted from Financial Cents.
Trigger
Kickoff call scheduled
End state
Inputs assembled for the prep email
Claude renders the email to the Perm File; the administrator sends it one day before kickoff.
Trigger
Inputs assembled
End state
Client has the prep email a day before the call
PROCESS 6.2
Client Checklist Completion Process
The client completes their portal checklist items. The item list is unknown to us and is the top onboarding question for the session.
Trigger
Checklist live in the portal
End state
All client checklist items marked complete
7
Kickoff Call
Lead Accountant
Functional handoff in
This phase begins with a Functional handoff from Firm Administrator to Lead Accountant. Transferred: the complete client workspace, Sales Onboarding workbook, and outstanding items list. Acceptance criteria: lead accountant schedules the kickoff from the handoff email. This phase ends the workflow when the kickoff call is held, recapped, and the client enters recurring weekly and monthly service with a 90-day call scheduled.
PROCESS 7.1
Kickoff Call Process
Email scheduling options around the 20th via a Google Calendar appointment scheduler; add to the firm calendar and notify the administrator.
Trigger
Team handoff email received
End state
Kickoff on the calendar for client and team
Adjust the agenda to the client's needs; after the call, save the PDF to the client Perm File.
Trigger
Kickoff scheduled
End state
Agenda tailored and archived after the call
The lead accountant runs the call against the tailored agenda.
Trigger
Kickoff date reached
End state
Kickoff call complete
Follow-up email recapping the call and listing what is still outstanding.
Trigger
Kickoff call held
End state
Client has the recap and outstanding list
Schedule it now or add the reminder to the cleanup template.
Trigger
Recap sent
End state
90-day call scheduled or reminder set
PROCESS 7.2
Client Tool Setup Process
If the client uses Dext, the lead assigns setup to the firm administrator.
Trigger
Kickoff call confirms document intake tooling
End state
Client live in Dext
Extra Financial Cents or Dext users set up by the firm administrator when needed.
Trigger
Additional users identified at kickoff
End state
All client users have portal access
WORKFLOW MAP REVIEW
Notes & Assumptions
Sources and confidence
- Built from the Financial Cents "Client Onboarding" template (rebuilt 2026-07-03), Jennifer Sanders' Onboard-Client-Admin Checklist CSV (2026-07-06), and the "Client - Kick-Off Call" template. Every activity except 6.2.1 traces to a template task; statuses are active.
- TGF Holdings ran the March version of this workflow: created March 13, tagged "Client info received" March 30, onboarding survey and 45-day check-in in April, closed May 11 with 32 of 32 tasks and the single client task complete.
- The whole map is marked DRAFT pending the mapping session; it has not yet been validated by the team that runs it.
Role notes
- Firm Administrator owns phases 1 through 6 per the template's auto-assignment. Confirmed by the team's description of the role as owning "the front."
- "Client" is used as the external party on process 6.2. The client-facing checklist contents are invisible to the API.
- Team assignment (controller, lead, staff) must exist by phase 3 for the welcome packet, but the assignment mechanism is not documented anywhere in the source material.
Assumptions to verify
- Phase ordering between 5 and 6 is inferred: the template lists manual admin items after kickoff prep, but the CSV orders prep last. Treated here as parallel tracks that both close before kickoff.
- The onboarding project TGF received in March came from an older template than the July 3 rebuild. Differences between the two versions are not mapped.
FOR THE MAPPING SESSION
All open questions (8)
Phase 1: Pre-Signing Setup
Jump to phase ↑- Q2
How is the engagement actually signed: Financial Cents e-sign or another tool?
Any clients who sign differently?
- Q7
The CSV's "create the onboarding project" step points at the Kick-Off Call template ID. Is that intentional chaining or a leftover to fix?
Phase 3: Welcome Packet and Email
Jump to phase ↑- Q5
Who decides the pod (staff, lead, controller) for a new client, and when?
The welcome packet needs all three names by phase 3.
Phase 5: Administrative Completion
Jump to phase ↑- Q3
How are the onboarding fee, the 50 percent cleanup deposit, and the monthly draft collected?
Which payment platform per client?
- Q4
Phase 5 says "set client up in various apps": which apps, and does the list vary by tier?
Phase 6: Kickoff Preparation
Jump to phase ↑- Q1
What does the client-facing onboarding checklist contain, item by item?
The API cannot see it, and it is the client lane of this workflow.
Phase 7: Kickoff Call
Jump to phase ↑- Q8
TGF had a 45-day check-in and the kickoff template schedules a 90-day call. What is the standard year-one touch cadence?
Workflow-wide
- Q6
What changed between the onboarding template TGF ran in March and the July 3 rebuild, and why?