At the beginning of our client on-boarding process, we get together with the potential client to discuss if we are both a good fit for one another. If it turns out that a lead would like to engage our services, we then proceed to part two of our onboarding procedure – gathering information about the client’s business. We do this so we can easily and quickly set up the client in our systems i.e. CRM, project management software and BAS Agent Portal. We use a form that we created from Google Forms (one of the Google Apps) that is emailed to the client and can be completed online. See below for a sample of what this looks like:
We are notified when the form has been completed and the details are automatically added to a Google Sheet where they remain for record-keeping purposes and future reference. From there, the client’s details are used to set them up as required and to assist in the preparation of the client-bookkeeper engagement letter – the next step in the on-boarding process (see next week’s blog for that one!).
What information is requested on the form?
We ask lots of questions but not all of them are relevant to every client, therefore, you only have to answer questions related to your situation.
We ask you about
- Your contact details such as
- Email address
- Phone number
- How you found us
- Date of birth
Why do you want to know my date of birth?
Good question! The reason for asking for your DOB is two-fold. If you are a sole trader and we are to lodge your BAS on your behalf, then we need your DOB to add you to the ATO’s BAS Agent Portal – it’s a question they ask during this process. Also, we like to give our clients birthday surprises on their special days!
2. Your accountant’s contact details – but only if you want to provide them.
3. Your business/company details:
- Legal name
- Structure (sole trader, trust etc)
- GST registration
- Accounting software used
- Payroll data
- GST lodgement type i.e. monthly, quarterly or annually
- Current liabilities
- Assets held
4. Information about how we can work together:
- Frequency of bookkeeping – weekly, monthly, quarterly
- Preferred method of contact
- Preferred method of document delivery
- How you would like to pay
- How often you would like to meet with your bookkeeper
As mentioned above, once we have all of the information we need from this form, we set about adding you to our systems but before any work can commence, we need to draft an engagement letter that will set out our mutual responsibilities and expectations. This is part 3 of the onboarding process and will be covered in the next blog.