Client onboarding and information requests
Welcome new clients, request their information in a branded document with a Forms block and checklist, and get the engagement signed by every director or trustee.
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QuoteCloud helps accounting firms onboard new clients in branded documents: a welcome and information request with a Forms block (Business) and a checklist of the records you need, an engagement letter every director or trustee signs, and an onboarding fee paid on signing. Sensitive details such as tax ID numbers and identity documents are collected through your firm's own secure process.
A fictional new client's welcome pack: a folder for Hearth Lane Bakery holding the welcome and information request LA-N-1042, the engagement letter LA-E-1042 and the fixed-fee package LA-1042. In front, the onboarding card's steps light in turn: opened after a one-time passcode, 8 of 8 questions answered in the Forms block, 4 of 5 records received, both directors signed, and the onboarding fee of $715.00 paid via Stripe. Set apart, a line says tax ID numbers and identity documents go through the firm's secure portal and are never asked for in the pack.
One welcome pack, from hello to paid
Hearth Lane Bakery's welcome pack, as both directors received it. Each tab is a part of the same QuoteCloud document.
A welcome from the person they'll work with
The practice's welcome page, with the client manager named and the bakery's details filled in as data items from your template.
Accounting templates
Welcome pack
Welcome to Ledgerline: let's get you set up
Welcome, Ana and Tom. Chloe Tan is your client manager. This pack asks a few questions about the bakery, lists the records we need from you and your previous accountant, and takes the onboarding fee once you've both signed.
Questions answered inside the document
The Forms block asks what you need to set the client up: entity, year end, software, payroll, sales tax and who did last year's work. Answers come back in the document, and 'Form Submitted on Document' can start a Zapier step.
Forms block: Business plan
Xero, QuickBooks & practice integrationsAbout the bakery
Forms block · Business plan- Legal entity nameTextHearth Lane Bakery Ltd
- DirectorsTextAna Ribeiro, Tom Ribeiro
- Financial year endDate30 June
- Accounting softwareChoiceXero
- Staff on payrollNumber9, including 4 casuals
- Sales tax returns filedChoiceQuarterly
- Who prepared last year's returns?ChoiceAnother firm
- Anything we should know?Long textSecond store planned for next year.
A checklist of records, and where sensitive details go
Each record you need and who holds it. Tax ID numbers and identity documents sit on the list as 'Secure portal': the pack never asks for them, it tells the client where they go.
The same checklist in a grant applicationRecords we need
4 of 5 received- Last two years' returns and financial statementsYour previous accountantReceived
- Adviser access to your Xero fileYouReceived
- Payroll settingsYouReceived
- Company extract and constitutionYouReceived
- Lease and equipment loan agreementsYouRequested
- Tax ID numbers and identity documents for each directorThrough our secure portal onlySecure portal
Tax ID numbers, identity documents and bank details go through our secure client portal, never in this document.
Notes the client never sees
The client manager's notes sit in a section marked Hide from Recipient: shaded in the editor, left out of the client's view and the PDF.
Engagement letters & terms of engagementInternal: client manager's notes
- Hidden from the recipient: shaded in the editor, never in the client's view or the PDF.
- Handover request to the previous accountant sent 14 July.
- Book the first sales tax review for October.
Both directors sign, the onboarding fee is paid
Each director signs with their own signature block, in their own browser, with no account. The onboarding fee is paid by card on signing, through Stripe or PayPal.
Payments: Essentials and up
Fixed-fee packages & pricingOnboarding fee
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Once-off | $650 | ||
Onboarding and prior-year reviewRecords transfer, Xero file check, prior-year filings reviewed
|
1 lot | $650 | $650.00 |
- Subtotal
- $650.00
- Tax (10%)
- $65.00
- Total
- $715.00
- Plus, monthly
- $0.00/mo
- Onboarding fee, paid on signing (100%)
- $715.00
Both directors sign; onboarding fee on signing
2 of 2 signed
- Ana RibeiroDirector Signed14 Jul, 9:40 am
- Tom RibeiroDirector Signed14 Jul, 8:15 pm
Onboarding fee, paid on signing (100%)
$715.00
Paid via StripePay with card or PayPal
Certificate of authenticity and audit trail attached
Every step, as it happens
Opened, answered, commented, signed, paid: the activity feed shows where each new client is, and the signature can create the client in Xero through Zapier.
Xero, QuickBooks & practice integrationsActivity
- OpenedAna Ribeiro, after the passcode
- Form submitted8 of 8 questions answered
- CommentTom asked about casual staff
- Signed by both directorsAna and Tom Ribeiro
- Onboarding fee paid$715.00 via Stripe
- Client created in XeroThrough Zapier, on the signature
Sent securely, signed by the right people
Send the welcome pack as a link to each director, protect it with a password you give them by phone, and ask for a one-time passcode, emailed to each signer, before they can sign.
When everyone has signed, the document carries a certificate of authenticity and an audit trail of who opened, signed and paid, and when.
- Password-protected links and an optional one-time passcode
- Hide from Recipient for the team's own notes
- 256-bit encryption, hosted on Amazon Web Services
Send · Welcome pack LA-N-1042
- Ana Ribeiroana.ribeiro@example.com Signer
- Tom Ribeirotom.ribeiro@example.com Signer
- Send via linkEach director gets their own link
- Password-protect the linkPassword given by phone, not by email
- One-time passcode before signingEmailed to each signer
- Hide from RecipientClient manager's notes stay internal
When both have signed, the document carries a certificate of authenticity and an audit trail.
What you collect, and where it goes
Onboarding asks for four kinds of thing. Only three belong in a QuoteCloud document.
Answers
Entity, year end, software, payroll and sales tax details, in a Forms block inside the welcome pack (Business plan).
Records
Prior returns, ledger access, company documents and loans, listed in the pack's checklist and sent through your own process.
Sensitive details
Tax ID numbers, identity documents and bank details: through your firm's secure process or portal, never in the document.
Signatures and the fee
Every director or trustee signs the engagement letter, and the onboarding fee is paid on signing.
Onboard your next client from QuoteCloud
Free for 14 days, no credit card required. Send us your new-client pack and we'll convert it into a template during the trial.
Every director or trustee signs
A company with two directors, a trust with a corporate trustee, a fund with two individual trustees: add a signature block for each person who must sign, and send.
The letter shows who has signed and who hasn't, so the client manager knows exactly who to call. Each signs when they're ready.
- One signature block per signer, no account needed
- Signed and pending shown side by side
- Opens and signatures in the activity feed
Acceptance: every director signs
1 of 2 signed
- Ana RibeiroDirector Signed14 Jul 2026
- Tom RibeiroDirector Awaiting signature
Engagement summary
- Entity
- Hearth Lane Bakery Ltd
- Period
- 1 Jul 2026 – 30 Jun 2027
- Fixed fee
- $940/mo + tax
- Expires
- 30 June 2027
Certificate of authenticity and audit trail attached
Activity
- Sent to both directorsEach with their own signature block
- SignedAna Ribeiro, Director
- OpenedTom Ribeiro
Questions answered before anyone signs
New clients have questions about scope and fees. They comment on the document itself and your team replies in the thread, so the answer sits beside the clause it is about.
Resolve the thread, and the client signs the version they asked about.
- Comments and replies on the document
- Threads resolved before signing
- Notifications when the client comments
How the fees work
- The monthly fee is fixed for the year in this agreement. We invoice it each month from our accounting system.
- Work outside the package (a new entity, a tax authority review, a grant application) is quoted before we start.
- The onboarding fee is paid by card when you sign.
Tom RibeiroDoes payroll cover our casual weekend staff?
Chloe TanYes: up to 10 staff in total, casuals included, with payroll reporting each pay run.
Onboard a new client in five steps
From the signed proposal to a client set up in your systems.
Create the welcome pack
From your onboarding template: welcome, Forms block questions (Business), the records checklist and the onboarding fee.
Send it securely
A link per director, password-protected, with a one-time passcode before signing.
Collect records your way
Files, tax ID numbers and identity documents through your own secure process, as the checklist says.
Every director signs
Each signs their own block and the onboarding fee is paid on signing through Stripe or PayPal.
Set the client up
The signature can create the client in Xero through Zapier; native accounting integrations come with the Business plan.
Templates to start your welcome pack
A client registration form, an engagement letter and service agreements, ready to brand and combine.
- Form template New Customer Registration Form Template Collect a new client's details for onboarding. View template
- Engagement letter template Accounting Engagement Letter Template Engagement details, services and deliverables, client and accountant responsibilities, fees, terms and signature acceptance. View template
- Contract template Bookkeeping Contract Template A service contract for new business clients, for an accountant, bookkeeper or agency. View template
- Agreement template Accounting Services Agreement Template Ongoing accounting and advisory work: scope, responsibilities, fees, billing terms, confidentiality, liability and termination. View template
Client onboarding questions, answered
Should we collect tax ID numbers in QuoteCloud?
No. Use the QuoteCloud information request for answers and the checklist of records you need, and collect tax ID numbers, identity documents and bank details through your firm's own secure process or portal. The checklist can say where each of those goes, without asking for them.
Can every director or trustee sign the same document?
Yes. Add a signature block for each director, trustee or partner. Each signs in their own browser with no account needed, and the document shows who has signed and who hasn't. The signed document carries a certificate of authenticity and an audit trail.
Can new clients answer our questions inside the document?
Yes, with a Forms block on the Business plan. The client answers text, number, date and choice questions in the branded document and signs in the same place. 'Form Submitted on Document' is a Zapier trigger, so the answers can start a step in another system.
How do we protect a welcome pack?
Send it as a password-protected link and give the password by phone, and turn on the optional one-time passcode so each signer confirms a code emailed to them before signing. Mark internal notes Hide from Recipient. QuoteCloud uses 256-bit encryption and is hosted on Amazon Web Services.
Can the onboarding fee be paid when the client signs?
Yes. Add the onboarding fee to the price table and set the payment on signing, as a percentage or a fixed amount, through your Stripe or PayPal account (Essentials and up). QuoteCloud takes that one payment; your monthly fees are invoiced from your accounting system.
Can a signed welcome pack create the client in Xero?
Yes, through Zapier from the Essentials plan: the 'Recipient Signed Document' trigger can create a Xero contact. Native accounting integrations come with the Business plan. QuoteCloud doesn't sync records two ways.
After onboarding, the rest of the year
Every other document a practice sends.
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Engagement letters & terms of engagementScope, responsibilities, fees, limitation and privacy, from your template, signed by every director or trustee.Explore
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Fixed-fee packages & pricingGood, better, best packages, add-ons the client ticks and monthly fees set out in the agreement.Explore
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Annual re-engagementExpiry dates, the Expiring Soon filter and next year's letters sent in bulk and tracked until signed.Explore
- Tax, bookkeeping & payrollTax returns, sales tax and VAT, financial statements, bookkeeping and payroll, quoted as clear fixed fees.
- Advisory & virtual CFOForecasts, budgets, business plans and a monthly CFO retainer, with discounts approved by a partner first.
- Structures, sales & successionCompany, trust and partnership set-ups, restructures, valuations, business sales and succession plans.
- Fund and compliance auditsAnnual fund engagements every trustee signs, and audit proposals with clear scope and independence.
- Government grant engagementsScope and price grant application work: fixed or success-fee options, a timetable and a signed engagement.
- Grant application documentsInformation requests, budget schedules, milestones, risk and signed declarations, exported as a PDF for the funder's portal.
- R&D tax credits and incentivesRegistration and claim engagements with clear limits, and activity descriptions the client's team confirms.
- Xero, QuickBooks & practice integrationsSigned engagements to Xero or QuickBooks Online through Zapier, and practice tools through Zapier, Make or the API.
- Accounting templatesReal QuoteCloud templates for engagement letters, accounting proposals, bookkeeping, audit, grants and budgets.
- QuoteCloud implementation for practicesYour services price book, locked engagement terms, a template per service line, approvals and training.
- FAQAnswers to the questions accounting firms, bookkeepers and grant consultants ask most.
Every new client, welcomed the same way
Free for 14 days. No credit card required.