Free Checklist Templates for Client Onboarding

Client Onboarding

OR

Agency Client Onboarding Checklist

Client Intake and Discovery

Open the client record in Workamajig

Capture stakeholders and decision-makers

Document the business challenge and KPIs

Confirm regulated-category status

Scope, SOW and Engagement Terms

Confirm the engagement type

Draft the SOW and deliverables matrix

Define the change-order threshold

Account Team and Roles

Assign account, creative, and strategy leads

Name the client-side approver and day-to-day

Document the escalation path to the Account Director

Tools, Access and Brand Assets

Provision the client folder in Bynder

Collect brand guidelines and logo lockups

Spin up the Frame.io review project

Add the client to a Slack Connect channel

Legal, Compliance and Rights

Execute the MSA, NDA, and IP assignment

Document the FTC #ad disclosure protocol

Schedule category-specific regulatory review

Finance, Billing and Kickoff

Complete W-9 and client AP onboarding

Configure retainer billing cadence in Workamajig

Schedule the client kickoff meeting

Publish the weekly status report cadence

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Agency Client Onboarding Checklist

Intake and Discovery

Confirm scope, services, and engagement type

Schedule the discovery call

Send the discovery questionnaire

Identify decision-makers and approvers

Flag regulated-industry requirements

Contracts and Compliance

Countersign the MSA and SOW

Execute the BAA for HIPAA clients

Set up vendor records and W-9 exchange

Document the legal review path

Access and Stack Setup

Collect martech access via SSO or shared vault

Verify GA4 and GSC property access

Audit ad platforms and request agency link

Confirm consent and tag-management state

Pull brand guidelines and DAM assets

Strategy and Kickoff

Build the 90-day roadmap

Assign the pod and back-up coverage

Run the kickoff meeting

Publish the UTM and naming conventions doc

30-Day Check-In

Send the kickoff recap and decisions log

Run the 30-day onboarding review

Escalate red-flag accounts to the partner

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Agency Client Onboarding Checklist

Kickoff & Client Intake

Capture client account details

Confirm engagement type and scope

Document the ICP and target personas

Collect brand guidelines and DAM access

Compliance & Privacy Review

Confirm audience geographies for consent rules

Verify CAN-SPAM footer and suppression list

Check for regulated-industry requirements

Coordinate legal review for regulated work

Tracking & Martech Setup

Audit the existing martech stack

Provision admin access for the agency team

Publish the UTM tagging convention

Validate GA4 conversion events

Verify consent gating on tracking pixels

Strategy & Channel Plan

Draft the channel mix and budget

Build the 90-day editorial calendar

Define KPIs and reporting cadence

Creative Production & Approvals

Brief the launch creative in Figma

Route creative through the approval workflow

Run accessibility and rendering checks

Pre-Launch QA & Soft Launch

Run a deliverability and seed-list test

Confirm UTMs, pixels, and conversion fires

Confirm campaign ready to launch

Resolve blocking launch issues

Launch & 30-Day Monitoring

Turn on paid campaigns and monitor pacing

Send the launch email and monitor inbox placement

Hold the 30-day performance review

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Client Engagement Letter Renewal

Prior Engagement Review

Pull the current engagement letter

Confirm the engagement type and standards

Run independence and conflict check

Review prior-year realization and write-offs

Scope and Service Assessment

Document scope changes from the prior year

Hold the renewal discovery call

Document the change-order scope

Refresh the PBC and deliverable list

Pricing and Profitability

Recalculate the fixed-fee budget

Apply the annual rate increase

Set proposed fees and payment terms

Engagement Letter Drafting

Draft the renewal engagement letter

Insert SSARS or audit-specific language

Update the WISP and data-handling addendum

Internal Review and Approval

Route for partner review

Route for legal or risk review

Update the practice management system

Client Acceptance and Signature

Send the letter via Practice Ignition or DocuSign

Capture the client's renewal decision

Issue the disengagement letter

File the executed letter and kick off the engagement

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Client Engagement Onboarding Checklist

Pre-Engagement Compliance Checks

Run the conflict-of-interest screen

Escalate flagged conflicts to the engagement partner

Confirm independence for audit-adjacent work

Capture the executed MSA and SOW

Scope and Deliverables Definition

Document the engagement type and commercial model

Define deliverables and acceptance criteria

Lock the engagement timeline and milestones

Carve out background IP and pre-existing methodology

Identify the client's regulatory profile

Financial Setup and Billing

Open project codes for time tracking

Configure billing structure and invoice cadence

Confirm payment terms and late-fee provisions

Lock the rate card and approved budget

Team and Stakeholder Mapping

Assign the engagement partner and engagement manager

Stand up the workstream leads and team roster

Build the client stakeholder map

Onboard subcontractors with COI and insurance

Communication Cadence and Tooling

Provision the shared workspace and channels

Set the weekly status report cadence

Document escalation paths and scope-change protocol

Legal and Data Handling Controls

Execute the mutual NDA with the client

Walk the team through the client-data handling protocol

Verify professional liability and E&O coverage

Execute the BAA before any PHI access

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Client Intake Checklist

Contact and Account Setup

Capture primary client contact

Record company and billing details

Open the client record in Workamajig

Engagement Scope and Brief

Classify engagement type

Document scope and deliverables

Capture client objectives and KPIs

Confirm timeline and key milestones

Category and Compliance Review

Flag regulated category exposure

Engage regulatory counsel for review path

Confirm data and privacy obligations

Legal and Financial Setup

Execute MSA or confirm existing one

Draft and route the SOW for signature

Collect NDA and IP assignments

Complete vendor onboarding portal

Kickoff and Team Handoff

Assemble core team and resourcing plan

Provision DAM and tool access

Run the internal kickoff briefing

Schedule the client kickoff and recurring status

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Client Onboarding Checklist

Pre-Engagement Discovery

Hold the discovery meeting

Confirm the fee structure with the prospect

Deliver Form CRS at the recommendation

Engagement & Documentation

Send the investment advisory agreement

Deliver ADV Part 2A, 2B, and privacy notice

Capture signed disclosure acknowledgments

Run the risk profile in Nitrogen or Tolerisk

KYC, CIP, and CDD

Collect government ID and verify identity

Collect entity formation docs and beneficial owners

Run OFAC and PEP screening on all parties

Document enhanced due diligence findings

Custodian Setup and Asset Transfer

Open accounts at the custodian

Link the bank for distributions and verify

Initiate ACATS transfer from prior firm

Reconcile transferred holdings against statement

Investment Implementation and File Close

Apply the target allocation in the rebalancer

Document the Reg BI recommendation rationale

Send the welcome packet and portal access

Close the new account file with CCO sign-off

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Client Onboarding Checklist

Engagement Acceptance

Run client acceptance and conflict check

Determine engagement type and scope

Confirm independence for attest engagements

Send engagement letter for signature

Compliance and KYC

Collect entity formation documents

Collect signed Form W-9 and beneficial-owner info

Verify entity type drives downstream tax setup

Confirm WISP coverage and data-handling protocol

Systems and Access Setup

Provision client portal and folder structure

Request accountant access to QBO or Xero

Obtain IRS and state tax authorizations

Set up payroll and AP tool integrations

Opening Balances and Historical Cleanup

Collect prior-year tax returns and financials

Reconcile opening balances to prior CPA

Audit and clean the chart of accounts

Review historical bank feeds for uncategorized items

Scope and quote the historical cleanup project

Kickoff and First Deliverable

Hold the kickoff call with the client

Build the recurring PBC document request list

Schedule recurring close and review cadence

Deliver the first month's close package

Complete partner sign-off on onboarding

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New Client Onboarding Checklist

Client Intake and KYC

Capture entity and contact details

Confirm the entity tax classification

Collect ID and beneficial owner documents

Run a conflict-of-interest check

Scope and Engagement Letter

Define the engagement scope and services

Confirm independence for attest engagements

Set the fee structure and billing cadence

Send the engagement letter for signature

Financial Records and System Access

Request prior-year tax returns and financials

Get accountant access to QBO or Xero

Collect bank, credit card, and loan statements

Review the chart of accounts and opening balances

Scope and quote the cleanup project

Compliance and Filing Calendar

Build the federal and state filing calendar

Run the 50-state sales-tax nexus review

Verify payroll provider and deposit schedule

Communication and Kickoff

Provision the secure client portal

Set the recurring meeting cadence

Hold the kickoff call with the client

Sign off on onboarding completion

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