Client Onboarding

New client just signed. They forward you a zip file of “all their accounting stuff” — 847 files named things like “bank statement.pdf”, “bank statement (1).pdf”, and “taxes maybe.xlsx”. Their prior accountant is “no longer available.” The books haven’t been reconciled since March. And they need financials for a loan application next week. This is client onboarding. Let’s do it right.

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The onboarding checklist

Every new client gets a checklist that ensures nothing falls through the cracks. Work through it systematically, and you won’t discover missing information six months later.

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Phase 1: Get the information

• Business information — Legal name, EIN, state of formation, entity type
• Bank access — Either Plaid connection or view-only online banking access
• Prior financials — Last 1-2 years of financial statements if they exist
• Previous accountant contact — In case you need historical context
• Source documents — Articles of incorporation, EIN letter, operating agreement

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Phase 2: Set up the system

• Create company in Pluvel — With correct entity type and fiscal year
• Connect bank accounts — Via Plaid or direct integration
• Import chart of accounts — Or start fresh with a template
• Set up integrations — Stripe, Shopify, payroll, whatever they use
• Configure payroll — If you’re handling it

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Phase 3: Migrate the data

• Import historical transactions — At least current year, ideally 2-3 years
• Enter opening balances — Starting point for all accounts
• Migrate from previous system — QuickBooks, Xero, Wave, spreadsheets
• Verify balances match — Old system to new system

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Phase 4: Configure settings

• Fiscal year and periods — Calendar year? Different fiscal year?
• Tax settings — Sales tax nexus, withholding states
• Compliance tracking — Annual reports, renewals, registrations
• Assign team members — Who’s responsible for this client
• Client portal access — What can they see and do?

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Phase 5: Verify everything

• Reconcile all accounts — Through current
• Run trial balance — Make sure it balances
• Generate P&L — Compare to any prior reports
• Document discrepancies — Note anything that doesn’t match

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Using the onboarding tracker

Inside each client:

1. Click Onboarding in the sidebar
2. See your checklist with current progress
3. Check off items as you complete them
4. Add notes — “Got EIN letter from client’s email on 1/15”

Those notes matter. Six months from now when you wonder where you got a number, the note tells you.

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Document collection

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What to request (and why)

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Getting documents efficiently

Send a structured document request with a deadline:

1. Click Request Documents
2. Select the documents you need
3. Set a realistic due date
4. Add context: “I need these to complete your onboarding and start reconciliation”
5. Send

They receive a secure upload link. When they upload, you’re notified. No back-and-forth email chains.

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The client intake form

Before you even start setup, get basic information through an intake form:

• Business contact details
• List of bank accounts and credit cards
• Software and tools they use (Stripe, Shopify, payroll provider)
• Known accounting issues or concerns
• Goals and expectations

Customize the form in Templates → Client Intake Form.

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Data migration

Most clients are coming from somewhere — QuickBooks, Xero, Wave, or a pile of spreadsheets.

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How long does this take?

Set expectations upfront. A client with three years of unreconciled books is not getting started this week.

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Common onboarding problems

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Completing onboarding

When all checklist items are done:

1. Mark onboarding complete in Pluvel
2. Client status changes from “Onboarding” to “Active”
3. Schedule a walkthrough call — show them their dashboard, explain what they can access
4. Set up recurring workflows — monthly close schedule, document request timing

You’re now in steady-state mode. The hard part is over.