Encrypted uploads
TLS in transit, AES-256 at rest. Uploads go straight to your portal, not your inbox.
Stop chasing clients. Try OnboardMap free.
Stop chasing clients for W-9s and bank statements.
Send one link. Clients upload tax docs, fill intake forms, and grant QuickBooks access, all in one tracked portal. No more email threads every tax season.
One link for tax docs, intake forms, and QuickBooks access. No more chasing clients every season.
- Collect W-9s, bank statements, and prior returns in one place
- Built-in intake forms for new accounting clients
- Automatic reminders so you never chase a doc again
- Collect W-9s, bank statements, and returns
- Built-in intake forms for new clients
- Automatic reminders, no more chasing
Free forever. No credit card.
Security first
Built for sensitive client documents.
Every upload is encrypted. Every link expires. Every access is logged. Your clients’ data stays out of email, and out of the wrong hands.
Expiring magic links
Each client 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 Follow-Up Nightmare
Every January it starts again. You 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 it starts again. Chasing 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
One Portal. Every Doc Tracked.
OnboardMap gives each bookkeeping client a single portal with their document checklist, upload links, and intake forms. They see exactly what's needed. You see exactly what's done. No more email chains for missing W-9s.
One portal for document checklists, uploads, and intake forms. Clients see what's needed. You see what's done.
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. Create a map
Start from a template, then add tasks, forms, uploads, due dates, and owners.
2. Send one link
Clients open from email and complete every step in one portal.
🚀 No login required
3. Track progress
See what's done, what's blocked, and who's holding things up. Automatic reminders included.
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
Less admin. Faster kickoff. Cleaner cash flow.
The payoff of client onboarding that actually finishes.
Faster kickoff
Clients finish intake in days, not weeks. You start billable work sooner.
Less admin time
Reclaim the hours you spend chasing missing docs, re-sending forms, and answering "what do you need from me?" emails.
Fewer dropped balls
Real-time status means nothing sits in someone’s inbox for two weeks.
Better client 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 clients.
Bookkeeping & Accounting
Tax docsbank recordsW-9sintake forms
Automate the same intake every season. Fewer follow-ups. Faster starts.
Marketing Agencies
Brand assetsaccountsapprovalsstyle guides
Get credentials and approvals fast. Start projects sooner.
MSPs & IT Services
Device inventoriescredentialssecurity forms
Collect access and inventories before day one. Fewer delays waiting on admin access.
Consultants
Discovery formscontractsgoalsKPIs
Align on goals before the first call. Clear next steps and owners.
Other Client Service Teams
Legalrecruitingreal estatefractional ops
If you onboard clients, this fits. One link. One checklist. Full visibility.
Everything You Need to Onboard Clients Fast
Owners + due dates
Assign onboardings to staff. Set due dates. Track status.
Intake forms
Build questionnaires with the fields you actually 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 client portal
Your logo and colors. A polished client experience.
Reusable templates
Build once, run it every season or every new client.
Client messaging
Chat with clients in the portal, attachments included.
Widgets + Webhooks
Embed forms, push events to your stack in real time.
Activity log export
Download a timestamped audit trail for compliance.
Why not just use email + Drive + Forms?
Because that’s what’s breaking now.
Here’s what changes when client onboarding lives in one place instead of six.
What you’re trying to do
Email + Drive + Forms
OnboardMap
Collect documents
Files scattered across inboxes, threads, and attachments.
One portal. One checklist. Every file tagged to a request.
Know what’s missing
Scroll through email and guess.
Real-time status: done, waiting, blocked.
Client 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 client-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.
Client 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
Start Onboarding Clients Today
Send one link. Track everything. Start billable work sooner.
Free forever. No credit card required.
Simple Pricing. No Surprises.
Start free with 3 onboardings/mo. Upgrade when you need more.
Starter
For solo operators
$29
/month
Includes
- 15 onboardings per month
- 10 GB file storage
- Request files + secure uploads
- Intake forms + questionnaires
Pro
For growing teams
$79
/month
Includes
- 50 onboardings per month
- 100 GB file storage
- Assign onboardings to team
- Add due dates
Max
For established firms
$179
/month
Includes
- 200 onboardings per month
- 500 GB file storage
- Webhook support
- Priority support
Don't want to build it yourself?
White-Glove Setup
Delivered in 3 business days. Includes 1 revision.
- Custom template for your exact process
- Branded portal (logo + colors)
- Up to 3 intake forms from your docs
- Kickoff call + walkthrough
Send us your current checklist and branding. We handle the rest.
Free plan includes 3 onboardings per month. Paid plans offer higher limits. No credit card required to start.
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. Create a template once, then duplicate it each season. Your document request list, intake forms, and reminders carry over, just assign 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.
What counts toward my onboarding limit?
Every onboarding you create counts toward your monthly limit. On the free plan, you get 3 per month. On paid plans, you get higher limits. All limits reset each billing period. There’s no cap on total clients, only onboardings created.
Can I brand the portal with my firm's logo?
Yes. Every plan includes a branded portal link. On Pro and Max plans, you can customize your logo, 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 your next client?
Create your free account and send your first onboarding link in minutes.
3 free onboardings every month. No credit card required.
or
