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Stop chasing paperwork. Try OnboardMap free.
Onboard a bookkeeping client in one sentence.
Describe what you need from a new bookkeeping client and OnboardMap builds the whole onboarding, W-9s, bank statements, and QuickBooks access. Send one link, and it tracks every step and summarizes what comes in.
Describe what you need, OnboardMap builds the whole tax-season onboarding. Send one link, it tracks every step and summarizes uploads.
- Describe it in one sentence, AI builds the onboarding, no templates or setup
- Collects W-9s, bank statements, and QuickBooks access in one place
- Automatic reminders and tracking so you never chase a doc again
- Describe it, AI builds it, no setup
- Collects W-9s, bank statements, returns
- Auto reminders and tracking
First onboarding free. No credit card.
Create an onboarding
Describe what you need, and we’ll build the checklist.
Try: New bookkeeping client: tax return, 3 months of bank statements, invite me to QuickBooks, confirm business address.
or start from a template
Tax Preparation Client Onboarding
Bookkeeping Client Setup
Legal Client Intake
Marketing Agency Client Onboarding
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Tax Year 2025 Onboarding
This is what your recipient will walk through.
New tax prep client: get the engagement letter signed, collect filer info and filing status, last year's returns, income docs (W-2s, 1099s, K-1s), and deduction details.
Here’s a first draft of “Tax Year 2025 Onboarding”. Review it on the right. You can delete steps, or just tell me what to change.
1 Welcome & Engagement Letter
Welcome, let’s get your return prepared
Thanks for choosing us. This intake takes 20 to 30 minutes. You can save and come back any time.
Upload PDFs, photos, or scans. Whatever is easiest.
Please download and review the engagement letter below before continuing.
Engagement Letter.pdf 84 KB
Continue
2 Filer Information
3 Prior Year Returns
4 Income Documents
5 Deductions & Credits
Saving to your templates as Tax Year 2025 Onboarding Don’t save
Who’s this for?
Your first onboarding is on us. Add more recipients for $12 each.
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All Active Complete Archived
SM Sarah Mitchell Acme Co
Tax Year 2025 Onboarding Complete Completed Jul 17 Jul 17 Filer Information Completed Reopen
NameSarah Mitchell Emailsarah@acmeco.com Phone(212) 555-0142 Mailing address423 Park Avenue
Brooklyn, NY 11215 Date of birthApril 12, 1985 Filing statusMarried Filing Jointly Dependents and spouseSpouse: David Mitchell, DOB 1983-07-22
Dependent: Emma Mitchell, DOB 2014-08-30 Changes this yearBought or sold a home, Started or sold a business
Brooklyn, NY 11215 Date of birthApril 12, 1985 Filing statusMarried Filing Jointly Dependents and spouseSpouse: David Mitchell, DOB 1983-07-22
Dependent: Emma Mitchell, DOB 2014-08-30 Changes this yearBought or sold a home, Started or sold a business
Prior Year Returns 2 files · Completed Download
Form_1040_2024.pdf · 1.2 MB NY_State_Return_2024.pdf · 840 KB
Income Documents 3 files · Completed Download
W-2_AcmeCo_Sarah.pdf · 412 KB 1099-INT_Chase.pdf · 96 KB 1099-B_Fidelity.pdf · 210 KB
Deductions & Credits 1 file · Completed Download
Which of these did you have this year?Mortgage interest (Form 1098), Charitable donations Form_1098_Mortgage.pdf · 180 KB
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Archive
All set, just submitted the last step. Thanks Austin!Sarah Mitchell · 2h ago Perfect, everything came through. I will start on the return this week.You · 1h ago
Message Sarah…
Drop files here or click to browse
Form_1040_2024.pdf1.2 MB · 3h ago
W-2_AcmeCo_Sarah.pdf412 KB · 3h ago
Form_1098_Mortgage.pdf180 KB · 2h ago
✓Sarah completed Deductions & Credits2h ago
✓Sarah completed Income Documents3h ago
↑Sarah uploaded 3 files3h ago
✉Onboarding sent to sarah@acmeco.comToday, 9:14 AM
Security first
Built for sensitive onboarding documents.
Every upload is encrypted. Every link expires. Every access is logged. Sensitive data stays out of email, and out of the wrong hands.
Expiring magic links
Each recipient gets a unique link that expires and can be revoked or regenerated any time.
Role-based access
Control who on your team can view, edit, or approve each onboarding.
Activity visibility
Every upload, view, and edit is logged. You always know who did what, and when.
Files out of email threads
No attachments in threads, no forwarded PDFs. Documents live in one auditable place.
TLS 1.3 in transit • AES-256 at rest • Least-privilege access • Audit log per onboarding
Tax Season Becomes a Setup-and-Follow-Up Nightmare
Every January it starts again. You rebuild the same intake from scratch, then email clients for W-9s, bank statements, and QuickBooks access. Half respond. The rest need three more follow-ups. Documents end up scattered across email, Drive, and text messages. Deadlines slip.
Every January you rebuild the same intake, then chase W-9s, bank statements, and QuickBooks logins across email, text, and Drive. Deadlines slip.
Sound familiar?
Inbox
47 unread
Sarah Chen2m ago
Re: Re: Re: Still need the W-9
Mark Thompson18m ago
what documents do you need from me?
Lisa Park1h ago
Documents we talkded about
James Rivera2h ago
Re: Onboarding next steps
Katie Walsh3h ago
Can I just send everything in one email?
David Nguyen5h ago
Re: Re: Quickbooks access
Amy FosterYesterday
Is this the right format??
The fix
Describe It. It Builds Itself.
Describe what you need from a bookkeeping client and OnboardMap builds the whole onboarding, document checklist, intake forms, and a branded portal. Send one link, and it tracks every step, reads and summarizes uploads, and reminds clients. No templates, no setup.
Describe what you need and OnboardMap builds the checklist, intake forms, and portal. Send one link, it tracks, summarizes, and reminds.
Client Portal
Status
In progress
Due
Apr 15, 2026
3 of 4 steps complete
75%
Welcome & Engagement Letter
Filer Information
Prior Year Returns
Income Documents
1. Describe it
Type what you need in plain English. No templates, no setup.
2. It builds the onboarding
OnboardMap creates the checklist, intake forms, document requests, and a branded portal, in seconds.
✨ Built in seconds
3. It runs itself
Send one link. OnboardMap tracks every step, reads and summarizes uploads, and reminds recipients so nothing stalls.
Bookkeeping Client Onboarding, Before vs. After
Before
- 5+ emails per client chasing W-9s and bank statements
- Tax docs scattered across email, Drive, and texts
- No idea which clients have sent what
- Clients confused about which forms to fill out
- Tax deadlines missed because of missing documents
- You look disorganized to your best clients
- 5+ emails chasing W-9s and bank statements
- Tax docs scattered across tools
- No idea which clients sent what
- Clients confused about which forms to fill
- Deadlines missed due to missing docs
- You look disorganized
After
- One link with every document request listed
- W-9s, bank statements, and returns uploaded to one portal
- Real-time status: uploaded / waiting / missing
- Intake forms pre-built for bookkeeping clients
- Automatic reminders before tax deadlines
- Clients finish onboarding without a single follow-up
- One link with every document request
- All tax docs uploaded to one portal
- Automatic reminders before deadlines
What you get back
Zero setup. Faster kickoff. Cleaner cash flow.
The payoff of onboarding that builds and runs itself.
Zero setup
No templates to build or forms to configure. Describe the onboarding once and it’s ready to send.
Faster kickoff
Recipients finish intake in days, not weeks. You start billable work sooner.
Less admin time
No more chasing missing docs, re-sending forms, or opening every upload, it’s tracked, read, and summarized for you.
Fewer dropped balls
Real-time status means nothing sits in someone’s inbox for two weeks.
Better onboarding experience
One clean link. A checklist they can follow. No logins, no confusion, no "did you get my email?"
Faster revenue recognition
Projects start on time, so invoices go out on time. Fewer stalled engagements, cleaner cash flow.
Built for any team that onboards.
Bookkeeping & Accounting
W-9sBank docsIntake
Marketing Agencies
Brand assetsAccessApprovals
MSPs & IT Services
InventoriesCredentialsSecurity
Consultants
DiscoveryContractsKPIs
Law Firms
EngagementsIDsRetainers
Financial Advisors
KYCRisk formsTransfers
Mortgage Brokers
Pay stubsStatementsIDs
Real Estate Agents
Pre-approvalDisclosuresIDs
Insurance Agents
ApplicationsDec pagesPayment
Recruiters
CandidatesI-9sAgreements
Employee Onboarding
I-9W-4Policies
Vendor Onboarding
W-9COIBanking
Anyone who onboards
Web developersPhotographersCoachesFreelancersWedding plannersInterior designersArchitectsTherapistsProperty managersNonprofitsTutorsEvent planners
Describe It Once. Everything Else Is Handled.
AI-built onboardings
Describe what you need and get a complete onboarding in seconds.
Intake forms
Questionnaires built from your prompt, with the fields you need.
Automated follow-ups
Nudges go out on your schedule. No manual chasing.
Real-time status
Done, waiting, or blocked, with clear owners at a glance.
Branded portal
Your logo and colors. A polished onboarding experience.
In-portal messaging
Message recipients in their portal, no more email tag.
Why not just use email + Drive + Forms?
Because that’s what’s breaking now.
Here’s what changes when a sentence builds and runs the whole onboarding for you.
What you’re trying to do
Email + Drive + Forms
OnboardMap
Set up an onboarding
Build checklists, forms, and requests by hand, every time.
Describe it in a sentence. Built in seconds.
Collect documents
Files scattered across inboxes, threads, and attachments.
One portal. One checklist. Every file tagged to a request.
Read what comes in
Open and skim every attachment yourself.
Uploads are read and summarized for you.
Know what’s missing
Scroll through email and guess.
Real-time status: done, waiting, blocked.
Onboarding experience
Confusing email chains, broken form links, "forgot your password?" loops.
One link. Zero logins. Step-by-step.
Security
Docs live in inboxes forever, easy to forward or leak.
Encrypted uploads, expiring links, activity logs.
Reminders
You nag, manually, and hope.
Automatic nudges on the schedule you set.
Team handoff
Nobody else on your team can find anything.
Team access with roles and clear owners.
PM tools vs OnboardMap
Does this replace Asana, Notion, or Monday?
No. Those are internal PM tools for your team. OnboardMap is the recipient-facing layer that runs before the project starts, so by the time work lands in your PM tool, you already have the docs, forms, and access you need.
Onboarding checklistDocument requestsIntake formsMagic links
Your team's tasksProject boardsInternal notesReporting
Free Download
Free Onboarding Checklist for Bookkeepers
The 10 documents every bookkeeper needs from new clients , W-9s, bank statements, QuickBooks access, and more.
- W-9 and tax ID collection
- Bank statement and return requests
- QuickBooks access checklist
- Payroll and state tax documents
Bookkeeper Onboarding Checklist
Task Owner Status
W-9 / Tax ID Client Waiting
Prior year tax returns Client Uploaded
Bank statements (last 3 mo) Client Waiting
QuickBooks access Client Done
Entity documents Client Waiting
Onboard Anyone in One Sentence
Describe what you need. OnboardMap builds it, sends one link, and tracks every step.
First onboarding free. No credit card required.
Simple Pricing. No Surprises.
Your first onboarding is free. After that, it's just $12 per client onboarding.
Pay As You Go
FIRST ONE FREENo subscription. No monthly fee. Pay only when you send.
$12
per client onboarding
Start For FreeNo credit card required to start. Storage limits apply.
What's included
- Your first onboarding is free
- AI-built onboardings from a simple prompt
- No monthly limits, send as many as you need
- Magic link access for recipients, no account needed
- Unlimited team seats
- Intake forms + secure uploads
- Automatic reminders
Your first client onboarding is free, then $12 per onboarding. No subscription, no monthly fee, no monthly limits. No credit card required to start. Storage limits apply.
Can I collect W-9s and tax documents through OnboardMap?
Yes. You can request any document by name, W-9s, bank statements, prior year returns, chart of accounts exports, and more. Clients upload directly to their portal. Files are encrypted in transit and at rest.
Do my bookkeeping clients need to create an account?
No. Clients access their portal via a magic link sent by email. No signup, no password, no app to install. They click the link, see their checklist, and start uploading immediately.
Can I use this for recurring tax season intake?
Absolutely. Describe the intake you need and OnboardMap builds it, or reuse a past onboarding each season. Your document requests, intake forms, and reminders carry over, just send it to each client.
How do I collect QuickBooks or bank access credentials?
You can add tasks for credential sharing with instructions. OnboardMap doesn't store passwords directly, but you can request screenshots of access confirmations or link to secure credential-sharing tools.
How does pricing work?
Your first client onboarding is free, then each onboarding you send is a flat $12. There’s no subscription, no monthly fee, and no monthly limits, you pay only when you send. There’s no cap on total clients. Storage limits still apply.
Can I brand the portal with my firm's logo?
Yes. Every onboarding includes a branded portal link, and you can customize your logo and brand colors for a fully white-labeled client experience.
Does this replace my practice management software?
No. OnboardMap is the client-facing portal you send to collect documents and information before work begins. It complements tools like Karbon, Canopy, or QuickBooks Practice Manager.
Can clients upload files securely?
Yes. All uploads are encrypted in transit (TLS) and at rest. Files go directly to your portal, not email. You control access, and uploads are tied to specific document requests so nothing gets lost.
Ready to onboard anyone?
Describe what you need, and OnboardMap builds and sends your first onboarding in minutes.
First onboarding free, then $12 each. No credit card required.
