Encrypted uploads
TLS in transit, AES-256 at rest. Uploads go straight to your portal, not your inbox.
Stop chasing paperwork. Try OnboardMap free.
Onboard a vendor in one sentence.
Describe what you need from a new vendor and OnboardMap builds the whole onboarding, W-9, insurance certificates, banking details, and compliance forms. Send one link, and it tracks every step and summarizes what comes in.
Describe what you need, OnboardMap builds the whole vendor intake. Send one link, it tracks every step to approved.
- Describe it in one sentence, AI builds the intake, no templates or setup
- Collects W-9s, insurance certificates, and banking in one portal
- Automatic reminders and tracking so vendors get approved faster
- Describe it, AI builds it, no setup
- Collects W-9s, COIs, and banking
- 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
Show more templates
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.
First recipient is free
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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
Download PDF
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
New Vendors Sit in Limbo Before They Are Approved
A new supplier is ready to work, and you rebuild the same intake, then chase the W-9, certificate of insurance, banking details, and a security questionnaire across email and spreadsheets. Half of it comes back incomplete, approvals stall, and the vendor cannot be paid until every document is on file.
A new vendor is ready, but you are chasing W-9s, insurance certificates, and banking across email while approval stalls.
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 vendor and OnboardMap builds the whole onboarding, the document checklist, intake forms, compliance questionnaires, and a branded portal. Send one link, and it tracks every step, reads and summarizes uploads, and reminds the vendor. No templates, no setup.
Describe what you need and OnboardMap builds the vendor checklist and portal. Send one link, it tracks 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.
Vendor Onboarding, Before vs. After
Before
- The same document list retyped for every vendor
- W-9s and insurance certificates chased over email
- Banking details sent insecurely for ACH setup
- Security questionnaires half-completed and stale
- No clear status on which vendors are approved
- Suppliers cannot be paid until documents are on file
- Document list retyped every time
- W-9s and COIs chased over email
- Banking details sent insecurely
- Security questionnaires half-done
- No clear approval status
- Vendors cannot be paid on time
After
- One link with every document the vendor needs
- W-9, insurance, and banking in one secure portal
- Compliance questionnaires captured in structured intake
- Real-time status: submitted / waiting / missing
- Automatic reminders so approvals do not stall
- Vendors approved and payment-ready faster
- One link with every document
- W-9, insurance, and banking in one portal
- Vendors approved faster
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
Collect W-9s, bank statements, and account access through one branded link, so every new client is set up without the back-and-forth.
W-9sBank docsIntake
Marketing Agencies
Gather brand assets, platform logins, and approvals in one tracked portal, so campaigns can kick off on day one instead of week three.
Brand assetsAccessApprovals
MSPs & IT Services
Request asset inventories, credentials, and security details through a secure portal, so you can onboard new clients without chasing scattered spreadsheets.
InventoriesCredentialsSecurity
Consultants
Run discovery, signed contracts, and KPI baselines from one link, so every engagement starts with the information you actually need to deliver.
DiscoveryContractsKPIs
Law Firms
Collect engagement letters, client IDs, and retainers in a secure portal, so you can open new matters without a pile of email attachments.
EngagementsIDsRetainers
Financial Advisors
Handle KYC, risk questionnaires, and account transfers in one place, giving new clients a smooth, compliant start to the relationship.
KYCRisk formsTransfers
Mortgage Brokers
Request pay stubs, statements, and IDs up front through one portal, so applications move to underwriting without weeks of document chasing.
Pay stubsStatementsIDs
Real Estate Agents
Collect pre-approvals, disclosures, and IDs through a branded portal, so you can keep every buyer and seller moving toward closing.
Pre-approvalDisclosuresIDs
Insurance Agents
Gather applications, declaration pages, and payment details in one link, so new policies get bound without the usual paperwork bottleneck.
ApplicationsDec pagesPayment
Recruiters
Onboard candidates with I-9s, agreements, and documents in a single portal, so every new hire is ready to start on schedule.
CandidatesI-9sAgreements
Employee Onboarding
Send I-9s, W-4s, and policy sign-offs before day one, so new employees arrive fully set up and ready to work.
I-9W-4Policies
Vendor Onboarding
Collect W-9s, insurance certificates, and banking details in one tracked flow, so you can approve new vendors without the manual follow-up.
W-9COIBanking
Anyone who onboards
Whatever you collect to get someone started, describe it once and OnboardMap builds a branded portal that gathers every document and answer for you.
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 Vendor Onboarding Checklist
The documents every new vendor needs to submit, W-9, insurance, banking, and compliance forms.
- W-9 or W-8 tax forms
- Certificate of insurance
- Banking and ACH details
- Security and compliance questionnaire
Vendor Onboarding Checklist
Task Owner Status
W-9 / tax form Vendor Waiting
Certificate of insurance Vendor Uploaded
Banking / ACH details Vendor Waiting
Security questionnaire Vendor Done
Signed agreement Vendor 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, insurance certificates, and banking details?
Yes. Request every document by name, W-9 or W-8, certificate of insurance, and banking details for ACH, and vendors upload directly to their portal, tied to each request.
Can I include a security or compliance questionnaire?
Yes. Use built-in intake forms to build security, data-privacy, and compliance questionnaires. Vendors complete them in the portal, and answers are captured in a structured, exportable format.
Do vendors need to create an account?
No. Vendors 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 completing steps immediately.
Is it secure enough for banking and compliance documents?
Yes. All uploads are encrypted in transit (TLS) and at rest. Files go directly to your portal, not email, with an activity log per onboarding, so sensitive vendor data stays protected.
How does pricing work?
Your first 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 how many you send. Storage limits still apply.
Can I brand the portal with our company logo?
Yes. Every onboarding includes a branded portal link, and you can customize your logo and brand colors for a polished, professional vendor experience.
Does this replace my procurement or ERP system?
No. OnboardMap is the vendor-facing intake you send before a supplier is approved. It complements your ERP or procurement tools, so by the time a vendor lands there, the documents are already collected.
Can vendors upload files securely?
Yes. All uploads are encrypted in transit and at rest. Files go directly to your portal, not email. Uploads are tied to specific 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.
