Client onboarding software for payroll bureaus. A branded onboarding checklist portal per new client.
When a new client signs, the implementation lead emails a welcome packet with PDF intake forms, an Excel employee census template, banking authorization, and EIN and prior-payroll requests. The client fills out what they can and emails it back, usually incomplete. The lead chases the gaps over phone and email for two to four weeks. Once everything is in, the lead manually keys employees, compensation, deductions, and banking details into Gusto, Rippling, or ADP Run.
It starts when a new client signs.
The welcome packet goes out the day the contract is signed: PDF intake forms, an Excel employee census template, a banking authorization, the EIN and prior-payroll requests. What comes back is partial. The implementation lead spends the next two to four weeks chasing the missing census tab, the unsigned authorization, the half-filled deduction list, one email and one voicemail at a time. The first payroll run sits behind whichever document the client forgot, and nobody can see which one that is until they go digging.
From signed contract to a complete intake, without the four-week chase.
- 01
We stand up the branded checklist template
Pilot weeks 1 to 2: we encode your standard onboarding checklist (intake items, document requests, due dates) into one branded portal template per project type.
- 02
Each new client gets their own checklist portal
A branded URL per client with their personalized checklist, due dates, and a live completion dashboard the implementation lead can see at any time.
- 03
Client uploads at their own pace, lead sees progress live
Documents and intake fields complete one at a time. No more "did they send the census?" emails. Outstanding items surface automatically.
- 04
First-pass intake completeness above 90% by day 30
Lead reviews the completed portal once. The pilot stops here; payroll-platform deep link, automated document handling, and census import grow in next.
30-day proof.
The pilot delivers one thing: a branded checklist portal per new client with a live completion dashboard. The first 2 to 3 weeks, we encode your standard onboarding checklist into one template. By day 30, the implementation lead stops chasing intake gaps over phone and email and starts seeing client progress live in the dashboard. First-pass completeness lands above 90 percent.
From there it grows. On the monthly, the next tool layers in a secure deep-link handoff to your downstream payroll platform (Gusto, Rippling, ADP Run, Paylocity, QuickBooks Payroll). The one after adds document automation (W-4, I-9, direct deposit forms generated from the structured intake). The one after layers in census import so employee data flows straight into payroll without manual keying. Eventually the destination is the full onboarding workspace.
Your monthly is flat once the pilot graduates onto Starter. Small refinements stay included. Adding payroll deep-link, document automation, or census import is a new tool, and we tell you about it openly before we build it. Implementation-lead capacity grows tool by tool across the first year.
$800 pilot: one branded checklist portal per new client with a live completion dashboard. 1 to 3 weeks to build, 30 days live. After the pilot, the engagement graduates onto Starter ($295/mo). The workspace grows from there as payroll handoff, document automation, and census import layer in.
The payroll and HR firms this onboarding portal is built for.
This fits small and mid-sized HR consultancies, payroll bureaus, and PEO advisory firms onboarding 1 to 5 new clients per month. Typical fit: 5 to 25 person firms whose onboarding currently takes 5 to 7 weeks from signed contract to first payroll ready. It works when your onboarding sequence is mostly templated with per-client variations (state, industry, payroll platform). It does not fit firms whose onboarding is primarily relationship-led with no defined intake checklist to track.
It hands off to the payroll platform you already run on.
The pilot stands up one branded checklist portal per new client with a live completion dashboard. No payroll-platform integration in the pilot. As the tool grows on the monthly, secure deep-link handoff to your downstream payroll platform (Gusto, Rippling, ADP Run, Paylocity, QuickBooks Payroll), document automation, and census import layer in one tool at a time. PII never lives in the workspace; the payroll platform stays the system of record for employee data.
See it in motion ↓From welcome packet to a fully keyed payroll.
Questions implementation leads ask about the onboarding portal.
By day 30, what does the implementation lead actually have for each new client?
One branded checklist portal per new client with a live completion dashboard, built in the first 1 to 3 weeks and run live for 30 days. By day 30, first-pass intake completeness lands above 90 percent and the lead stops chasing the census, the authorization, and the deduction list over phone and email; outstanding items surface on their own. After the 30 days, the engagement graduates onto Starter ($295/mo) to keep the portal running, and payroll deep-link handoff, document automation, and census import layer in from there.
What about PII security and compliance?
PII never lives in the workspace. The portal collects non-PII checklist progress and document references; PII (employee SSNs, banking, addresses) stays in your downstream payroll platform once the deep-link handoff grows in. The compliance posture you have already audited on the payroll platform carries the data.
What if our onboarding varies a lot per client?
The pilot stands up one template for your most common project type. On the monthly, branching gets added for common variations (multi-state vs single-state, HR-only vs payroll vs PEO, with-current-payroll vs migrating). Each branch lives in the same portal template.
Does adding the payroll deep-link or census import cost extra later?
Your monthly is flat. Small refinements to the running portal, a new checklist item, a tweaked due date, a fresh project type, stay included. A payroll deep-link handoff, document automation, or census import is a new tool with its own scope, and we tell you about it openly before we build it. Most firms stay at their starting tier as onboarding capacity grows, and that is fine with us.
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This build fits other operations in the same industry, with their own outcomes and metrics.
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