Playbooks & SOPs · Operations

New Client Onboarding

Consistency, clarity, and confidence — from first contact to final sign-off.

3 primary stages 6 sub-stages 4 role owners Owner-accountable at every step
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The workflow

Onboarding at a glance

Every sub-stage has a single owner accountable for its completion. Follow the gold thread top to bottom — it traces how the client moves from intake to a fully launched, quality-checked engagement. Select any sub-stage to jump to its step detail.

1
Primary Stage
New Client Setup
1 Client Intake & Documentation
Owner · Sales Lead
Performed inAssembly
ParticipantsClient, Sales Lead
2 Client Welcome Call
Owner · Advisory Coordinator
Performed inGoogle Meet
ParticipantsClient, Advisory Coordinator, Primary POC (if different from Advisory Coordinator)
3 Internal Client Environment Setup
Owner · Primary POC
Performed inAll primary workspaces
ParticipantsPrimary POC
2
Primary Stage
Service Launch
1 Advisor Launch Meeting
Owner · Principal Advisor
Performed inGoogle Meet
ParticipantsClient, Primary POC, Principal Advisor, other service team members (as requested by Principal Advisor)
2 Service Setup (All Categories of Work)
Owner · Production Supervisor(s)
Performed inInternal
ParticipantsPrimary POC, Principal Advisor, Production Supervisor(s)
3
Primary Stage
Onboard Completion & QC
1 Internal System Review & Sign Off
Owner · Advisory Coordinator
Performed inInternal
ParticipantsAdvisory Coordinator, Primary POC

The detail

Sub-stage step pages

Work each page top to bottom. Steps inherit their sub-stage owner unless a hand-off is noted.

Stage 1 · New Client Setup

Client Intake & Documentation

Owner · Sales Lead
Performed inAssembly ParticipantsClient, Sales Lead
Critical First Steps4 steps
1Client Assembly profiles and users created
2Welcome communication sent to client
3Client completes household and/or business intake form(s)
4Client schedules welcome call
← Back to overview

Stage 1 · New Client Setup

Client Welcome Call

Owner · Advisory Coordinator
Performed inGoogle Meet ParticipantsClient, Advisory Coordinator, Primary POC (if different from Advisory Coordinator)
Live meeting A relationship touchpoint rather than a system task — no internal step checklist. The call sets expectations and hands the client into environment setup.
← Back to overview

Stage 1 · New Client Setup

Internal Client Environment Setup

Owner · Primary POC
Performed inAll primary workspaces ParticipantsPrimary POC
Asana1 step
1Create client Asana board & add project to this setup task
Google4 steps
2Create Google Drive folder from templates
3Create client notes
4Create shared client meeting notes from templates
5Save new client setup form to ‘Z - Other › Client Setup’
Assembly4 steps
6Create Assembly profile & input client-specific custom field data
7Create recurring subscription billing in Assembly
8Invite client to portal & send welcome to-do task
9Obtain payment method for billing for each profile in Assembly
Dialpad1 step
10Add client profile into Dialpad
Lastpass1 step
11Create client folder (businesses only)
QBOA1 step
12Create QBOA profile, or receive QBO invite from client (client information)
← Back to overview

Stage 2 · Service Launch

Advisor Launch Meeting

Owner · Principal Advisor
Performed inGoogle Meet ParticipantsClient, Primary POC, Principal Advisor, other service team members (as requested by Principal Advisor)
Live meeting The advisor’s kickoff with the client — a relationship and scoping touchpoint rather than a system task, so no internal step checklist. Outcomes feed directly into service setup.
← Back to overview

Stage 2 · Service Launch

Service Setup (All Categories of Work)

Owner · Production Supervisor(s)
Performed inInternal ParticipantsPrimary POC, Principal Advisor, Production Supervisor(s)
Bookkeeping Setup6 steps
1Client bookkeeping tasks in Asana created
2Assembly “Accounting” section & related apps activated
3Client books review and monthly close activities implemented
4Double workspace setup
5Accounting SOP installation
6Google notes setup
Tax Setup6 steps
1Asana task for tax prep for upcoming tax year
2Asana tasks for estimates, payments, and any other tax-related service tasks created
3Assembly “Tax” section & related apps activated
4Prior tax return diagnostic in Blue J
5Current year tax estimate & tax payments setup (Tax members)
6Google notes setup (payment jurisdictions, estimate notes, etc.)
← Back to overview

Stage 3 · Onboard Completion & QC

Internal System Review & Sign Off

Owner · Advisory Coordinator
Performed inInternal ParticipantsAdvisory Coordinator, Primary POC
Final Review & Notification4 steps
1Review Assembly for any missing and/or inaccurate custom fields of all relationship profiles
2Ensure upcoming tax year Asana task created for all profiles with tax prep
3Ensure all launch calls have been conducted
4Notify Principal Advisor & Primary POC that onboarding is complete
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