Most firms already have a practice system, a proposal in Word, a spreadsheet of who owes money, and a trail of emails asking for documents. OnboardMe brings that work into one place, then pushes clients, jobs, and invoices back to the systems you already use.
Start with the modules you need today. Add the rest when the firm is ready. Prospects, accepted work, compliance evidence, and outstanding invoices stay on the same client record.
Twelve capabilities. One client record. Use them together or on their own.
Track prospects and opportunities before they are clients in your practice system. See status, source, and value, then move the ones that are ready into a proposal.
Send polished, personalised proposals with clear pricing, capture billing details, and take payment upfront, all before work begins.
Onboard multiple entities, collect documents, capture billing details, and complete identity verification in one workflow that connects to your practice system.
Build flexible, branded questionnaires that collect the right information, automatically, securely, and without the back-and-forth.
Automated identity, AML, and PEP checks, with evidence on file, inside the same proposal and onboarding flow. Add customer due diligence when a fuller review is required.
Request clearance from the previous accountant, send reminders, and keep the response with the client, from a proposal or on its own.
Create internal onboarding and risk assessment checklists so every step is completed the same way and nothing is left to memory.
Raise bills from accepted work, email them to the client, and collect card or direct debit payments. Unpaid invoices from Xero and QuickBooks can come in too.
See who owes what, how old it is, and who is chasing it. Remind by email or SMS, record promises to pay, and pause the chase when a bill should not be chased.
Bill recurring client services on a schedule, with the amounts and narrations your team already uses for proposal billing.
Connect the practice system, ledger, and document store you already run. Clients, jobs, and invoices move across without retyping.
Start proposals and onboarding from the CRM or automation tool where the relationship already lives.
Know what is in the pipeline before anyone opens a proposal.
Leads are prospects. They sit in OnboardMe before they are created in your practice management system, so the team can qualify them without cluttering the live client list. Each lead has a status, a source, and a value. Switch between a list and a board, import a batch, and keep notes on the conversations that matter.
Deals are the opportunities themselves. Give each one a name and a value, set the status and source your firm uses, and link it to a client or a group. Work the board or the list, filter out lost deals when you want a clean view, and keep notes on the deal.
When a lead is ready, send the proposal from OnboardMe. Accepted work flows into onboarding. The prospect, the agreement, and the new client stay connected.
Capture the lead. Track the deal. Send the proposal when the scope and price are clear.
Use the stages and sources that match how your firm actually wins work, then see how the pipeline splits across them.
Put a figure on the opportunity so partners can see what is open, what is moving, and what has been lost.
Work a spreadsheet-style list or a board. Bring leads in from a file. Record the calls and follow-ups on the record.
Once the work is won, collect the details, the documents, and the evidence in one branded experience.
Onboard one entity or a whole group: companies, trusts, and family structures in a single request. Collect documents, billing details, and people, then create the client in your practice system without typing it twice.
The experience is white-labelled. Clients see your firm, from the welcome page through to completion.
When you need a specific set of answers, such as a new engagement fact find, a questionnaire, or extra information, send a branded form. Responses come back to the client record, so the team is not chasing the same email thread.
Run identity and AML checks as part of the proposal or onboarding, or start a customer due diligence case on its own. Evidence stays with the client, and risk can be reviewed and approved inside the firm.
Send the request to the previous accountant from the proposal or as its own letter. Reminders go out automatically, and the reply is kept with the engagement.
Internal checklists cover onboarding steps and risk assessment. Customer due diligence checklists cover the questions and information requests your compliance process needs.
Outstanding invoices, aged, assigned, and chased, without a side spreadsheet.
Debtor management sits with bills and payments. See every outstanding invoice, search by client or invoice number, and age the book: current, 1-30 days, 31-60, 61-90, and over 90. Filter to overdue only, or to the invoices assigned to you.
Each invoice has a collection status: new, in progress, contacted, promise to pay, broken promise, disputed, or on hold. Assign it to a staff member. When a client promises a date, record it. If the date passes and the invoice is still open, it can be marked as a broken promise.
Reminders go by email or SMS, one invoice at a time or through workflow rules. Chasing pauses when an invoice is disputed, on hold, promised, on a payment plan, or already has a payment scheduled. Notes stay on the invoice so the next person can see the calls and follow-ups.
Unpaid invoices already in Xero or QuickBooks can be brought in when the accounting contact is linked to an OnboardMe client. Successful payments can be posted back so the ledger shows the invoice as paid.
Raise the bill, send it, collect the payment, and chase what is still open, on the same client you onboarded.
See the book by how far past due it is, for the practice, a group, or a single client. Open the invoice and keep working from there.
Send a reminder yourself or let workflow rules send the next step. See what was sent, delivered, and opened.
Aged debtors, open items, debtor movement, arranged and unarranged balances, collection activity, and invoices that are not being chased.
Build bills from proposal services or from templates. Email the bill to the client, and keep a history of what was sent and what changed.
Take payment up front on the proposal, store a card or bank account for later, or send a payment link for an open invoice. Surcharges and a preferred-method discount can be set at the firm.
Repeating invoices and client subscriptions keep monthly and annual services billing on a schedule, in step with Xero or QuickBooks where those ledgers are connected.
OnboardMe works beside your practice system. It does not ask you to replace it.
Connect Xero Practice Manager, Xero, FYI, Karbon, MYOB, GreatSoft, QuickBooks, FreeAgent, Kloud Connect, and BGL. Clients, staff, groups, and jobs sync in. Accepted proposals can create jobs, tasks, and invoices in the systems you have switched on. Completed documents can file back to the client.
Leads stay in OnboardMe until they become active clients, so your practice system is not filled with people you have not engaged yet.
Emails, proposals, and onboarding use your logo and colours. Microsoft single sign-on and mandatory two-factor authentication are available for the team.
The Open API lets a CRM or other system list and create proposals and onboarding jobs, with read-only access for reporting or write access when you want another platform to start the work.
Book a demo with a real person. Bring a proposal, an onboarding, or an aged debtors list, and we will walk through the part of the journey you want to fix first.
