Onboarding Desk · Client onboarding

From a client’s yes to live, without the chasing

Onboarding Desk sends the engagement letter, collects identity documents, keeps the HMRC authorisation moving and works through your checklist, so a new client isn’t left half set up.

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What it does

A new client goes from yes to live without you chasing ID, the engagement letter and authorisations.

Engagement letter out and accepted

Your letter and terms, sent on the day the client says yes, chased until accepted, and filed.

ID documents collected

The identity documents and information your anti-money-laundering procedures need, collected and kept together for your team to verify.

Authorisations kept moving

The client is told what HMRC’s authorisation request looks like and reminded until it’s accepted.

Your checklist, worked through

Making Tax Digital readiness, software set-up, previous accountant and welcome pack: each item asked for, tracked and logged.

See exactly what runs

Clear requests, in your firm’s name

Each new client gets a checklist built from your own onboarding steps, and short requests that say exactly what’s needed. You see what’s in, what’s waiting and what needs a person, without opening anyone’s inbox.

Requests go from your mailbox, in your firm’s words, approved by your team
Documents are filed to the client as they arrive
Anything that needs judgement goes to your review list

What Sam receivesSample data

Hi Sam,

Thanks for choosing us. To get you set up, could you send these by Friday:

A photo of your passport or driving licence
A recent utility bill or bank statement showing your address
Your previous accountant’s name and email, if you had one

We’ll also send you a link to HMRC’s website so you can confirm us as your agent. It’s genuine, and it only takes a few minutes.

Thanks, Emma

Client data

How your clients’ data is handled

The same safeguards apply to every job. Read the detail.

Kept in the UK: Client data is hosted, stored and backed up in the UK, and the AI model runs in Amazon Web Services’ London region.
A person approves: The AI drafts and sorts. A named person at your firm approves every message for the first two weeks, and for as long after that as you like.
Every action logged: What was drafted, who approved it, what was sent and what came back, with times.
A signed agreement: We sign a data processing agreement with you before any client data is touched.

Questions

Client onboarding: common questions

Does Forenax carry out our anti-money-laundering checks?

No. Forenax collects the identity documents and information you ask for, keeps them together, and records who was asked for what and when. Your practice reviews and verifies them, and stays responsible for its customer due diligence as now.

Can it use our own engagement letter?

Yes. We use your engagement letter and terms as they are. Forenax sends them, chases until the client has confirmed they accept them, and files the record. If you already use an e-signing tool, the letter goes through that. It does not write or change your terms.

What about HMRC authorisation?

Your team sends the authorisation request from your agent services account as usual. Forenax tells the client what to expect and reminds them until it is accepted, so it doesn’t sit forgotten in their inbox.

Which accounting software does it work with?

Onboarding doesn’t depend on your ledger. The checklist simply includes setting the client up in whichever software you use, so nothing gets missed.

The other jobs

Records Chaser: client chasing Intake Sorter: document sorting

Thirty minutes on how your practice chases clients

Walk us through a recent week. There’s nothing to buy and no demo.

Suggest a time or email info@forenax.com

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