The Complete Guide to Client Onboarding: From First Contact to Document Collection
Step-by-step guide to onboarding restaurant clients efficiently. Learn how to use the 7-step qualification wizard, set expectations, collect documents via magic links, and keep claims moving through the pipeline.
The 7-Step Onboarding Wizard
The platform's onboarding wizard (/onboard) automates the entire client setup process. Here's what happens at each step:
Business Information
Collect business name, type, address, and contact information. Business type is auto-detected if not provided.
Owner Details
Owner name, email, and phone number. This creates their user account automatically.
Business History
Years in business, employee count. Used to calculate estimated tax credit recovery.
Tip Wage Information
Estimated tip wages for calculation purposes. Can be refined later with actual W-2s.
Tax Credit Estimate
Platform automatically calculates estimated recovery amount. Shows net after fees.
Review & Confirm
Client reviews all information before submission. Opportunity to make corrections.
Account Creation
Restaurant organization and user account are created automatically. Client is logged in and receives email verification.
What Happens After Onboarding
Automatic Actions
- ✓ Restaurant organization created with unique slug
- ✓ User account created and logged in
- ✓ Claim created in "lead" or "qualified" stage
- ✓ Email verification sent (with resend capability)
- ✓ Estimated tax credit calculated and displayed
Document Collection via Magic Links
After onboarding, use the document portal feature to collect W-2s and tax returns:
- Navigate to the claim detail page
- Click "Generate Document Portal Link"
- Share the magic link with the client (via email, text, or in-person)
- Client uploads documents without needing to log in
- You receive notifications when documents are uploaded
Pro Tip: Magic links expire after a set period for security. Generate a new link if needed.
Setting Expectations
Timeline Expectations
- • Onboarding: 5-10 minutes (if client has information ready)
- • Document Collection: 1-2 weeks (depends on client's record-keeping)
- • CPA Review: 1-2 weeks (after all documents received)
- • Credit Recovery: 4-8 weeks (after CPA approval and filing with IRS; actual processing time varies by IRS workload)
Following Up with Non-Responsive Clients
Use the platform's communication tools to follow up:
- Check claim activity feed for client engagement
- Send reminder emails through the platform
- Generate new document portal links if expired
- Update claim stage to reflect current status
- Add notes in claim activities for your records
Sources & References
- • IRS Form 8846 Instructions - Credit for Employer Social Security and Medicare Taxes Paid on Certain Employee Tips
- • IRS Form 8846 - Credit for Employer Social Security and Medicare Taxes Paid on Certain Employee Tips
- • IRS: Tips - Reporting and Withholding