Connecting a Fragmented Onboarding Process

A Dutch accounting and bookkeeping firm was onboarding new clients across several disconnected tools an intake form, a CRM, and their accounting platform with staff manually re-entering the same information into each one. dev-UP built an automated onboarding pipeline that connects these systems end-to-end, while keeping the firm's CRM as the single source of truth for client data.

Objective

• Eliminate repetitive manual data entry across onboarding tools
• Automatically validate new client business details as they come in
• Automate full account setup the moment a client signs, without waiting on staff availability
• Keep key decisions meeting approval, quote terms, bank linking in staff hands

Challenge

Each new client meant staff manually transferring the same information between an intake form, the firm's CRM, and their accounting platform a repetitive process prone to typos, delays, and inconsistent data between systems. Nothing was connected, so every new client relationship started with hours of avoidable administrative work before any actual client relationship management could begin.

Solution

dev-UP built a backend service that automates the onboarding pipeline while preserving the firm's existing CRM as the system of record. When a prospect fills out an intake form, the service automatically validates their business details and either creates or attaches their record in the CRM no manual re-entry required. Staff still make the calls that matter: reviewing the intake meeting, preparing the quote, and linking the client's bank account. Once a client signs, the service takes over again automatically provisioning their full account setup across the firm's tools and notifying staff that everything is ready.

The system is built to be resilient by design: every step is tracked and retried automatically if something fails, and no action is ever accidentally repeated, so staff can trust that a signed client is fully and correctly set up every time no manual follow-up checklist required.

Outcome

• New client setup that took hours of manual data entry now happens automatically
• Business validation and duplicate-checking happen instantly, before a human ever needs to review the intake
• Staff retain control over the decisions that require judgment, while every repetitive step is automated and auditable
• The firm's CRM remains the trusted single source of truth across all systems