OPERATE · VAULT BUSINESS SOLUTIONS
Client Onboarding System
Take every new client from signed to started without chasing. Vault builds your welcome pack, intake forms, document collection, kickoff checklist and reminders, within 3 working days.
Every new client starts with a week of chasing.
After the deal is signed, the team sends emails asking for documents, logins and information. Some arrive, some do not, and the project starts late with gaps.
The client’s first experience of working with you is disorganised, even though the work itself is good.
A professional start for every client, every time.
Vault designs a structured onboarding flow so clients know exactly what happens next and your team has everything it needs.
- A branded welcome pack that sets expectations
- One intake form instead of ten emails
- Automatic reminders for missing items
- A kickoff checklist for your team
Who the Client Onboarding System is for
Agencies and consultancies
Every project starts with information and access gathering.
Professional services
Accountants, legal support, HR and recruitment firms.
Training and coaching providers
Participants need forms, documents and schedules.
Contractors and project businesses
Site, scope and contact details are needed before work starts.
What Vault builds for you
Every item below is part of the Client Onboarding System package scope.
- Onboarding process design
- Branded welcome pack
- Client intake form
- Secure document and access collection
- Automated confirmation and reminder emails
- Internal kickoff checklist
- Client folder template
- Kickoff meeting agenda template
- Onboarding status tracker
- Client handover to delivery team process
What you receive at handover
- A ready-to-use onboarding flow
- Welcome pack and intake form
- Automated reminders
- Checklists, templates and tracker
- A recorded walkthrough
Not included in this package
- Client portal software licences
- Contract drafting or legal review
- Custom portal development
- E-signature platform fees
Need any of these? Ask when you start the project and we will quote it alongside this package.
From start to handover in 3 working days
The delivery clock starts once payment is received, your intake form is complete and the content, assets and access listed below have been supplied. Approvals and verification controlled by third parties (for example Google, Meta, domain registrars or payment providers) follow those providers’ own timelines.
- Day 0–1
Process design
We map what you need from clients and the order in which you need it.
- Day 2
Build
The welcome pack, forms, folders and reminders are built.
- Day 3
Test and handover
The flow is tested end to end and handed over with training.
Client inputs
Once you start, you receive a short intake form. Delivery runs on schedule when these are ready:
- Your current onboarding steps, even if informal
- A list of documents, logins and information you need from clients
- Logo and brand assets
- Access to your email and forms platform
- An example recent client to test with
Excluding VAT. Third-party subscriptions billed separately.
- Built within 3 working days
- One consolidated round of revisions included
- Everything set up in your name and handed over
- Recorded walkthrough of how to use it
The starting price covers the scope described on this page. Larger requirements are quoted before any payment is taken.
What happens after you start
- Within 1 working day
Confirm the fit
We review your request, confirm the package and scope are right for you, and send the invoice and intake form.
- Day 0
Payment and intake
You pay the invoice and complete the intake form, then share the content, assets and access listed on this page.
- Delivery clock running
We build
Vault produces, quality-checks and presents the work for your review on the stated timeline.
- Final day
Handover
You receive everything, with access, a walkthrough and a recommendation for the next system worth adding.
Client Onboarding System questions
Do clients need to log in to anything?
Not necessarily. Most onboarding systems work with forms and email. A client portal can be added if your volume justifies it.
Can it work with our CRM?
Yes. The onboarding can be triggered when a deal is marked won in your CRM, where the platform allows.
Is document collection secure?
We use secure form and storage tools with access limited to your team.
Can you also handle e-signatures?
We can connect an e-signature tool you choose. Platform fees are paid directly by you.
Packages that work with this one
CRM & Sales Pipeline Setup
Every enquiry captured in one CRM, with pipeline stages, follow-up tasks and a clear view of what is closing.
Automation & Workflow Setup
Forms, notifications, approvals and document routing that run automatically.
Proposal & Quotation System
Proposal and quotation templates, a pricing library and a tracked process from request to signed.
Project & Job Tracking System
Every project or job tracked from booking to completion, with owners, deadlines and status.