Client onboarding that runs itself, from intake to signature

The problem

Onboarding a new client meant working across several disconnected tools: an intake form, a CRM and an accounting platform. Staff re-entered the same information into each one by hand.

Nothing was connected, so every new client relationship started with hours of avoidable administrative work before any actual client relationship management could begin.

The repetition was also where the errors came from: typos, delays and data that disagreed between systems.

Account setup after signature was manual too, so a signed client waited on staff availability rather than on anything real.

What we built

dev-UP built a backend service that automates the onboarding pipeline while keeping the firm's existing CRM as the system of record.

When a prospect fills in the intake form, the service validates their business details and either creates or attaches their record in the CRM, with no manual re-entry.

Staff keep the calls that need judgement: reviewing the intake meeting, preparing the quote and linking the client's bank account. Once a client signs, the service takes over again and provisions their full account setup across the firm's tools, then notifies staff that everything is ready.

The pipeline is resilient by design. Every step is tracked and retried automatically if it fails, and no action is ever accidentally repeated, so a signed client is fully and correctly set up every time without a manual follow-up checklist.

The result

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

Related case

Every billable minute accounted for