Design your 60-day client onboarding workflow

Tax firms transitioning to tax advisory services face a critical 2026 challenge that directly affects client retention and revenue growth. Creating a structured 60-day onboarding workflow transforms how your firm delivers value to new clients, establishes clear expectations, and builds trust during the crucial initial engagement period. Without a systematic approach, firms risk delivering inconsistent experiences that undermine client confidence and reduce the likelihood of long-term relationships with high-value Individuals and business clients.

The onboarding period represents your firm's most valuable opportunity to demonstrate expertise, establish communication patterns, and position yourself as a trusted advisor rather than a transactional service provider. Clients who experience a well-designed onboarding process are 73% more likely to renew advisory engagements and refer other high-value prospects to your practice. This initial investment in systematic client integration pays dividends throughout the relationship by setting clear service standards and creating accountability frameworks that benefit both parties.

A comprehensive 60-day workflow addresses the operational complexities inherent in serving sophisticated clients with S Corporations, C Corporations, and Partnerships. The structured timeline ensures your team gathers essential information, conducts thorough analysis, develops comprehensive strategies, and begins implementation while maintaining consistent client communication throughout the engagement.

Understanding the strategic importance of systematic onboarding

Structured onboarding workflows create competitive advantages that extend far beyond the initial engagement period for firms delivering tax advisory services. These systems reduce staff confusion, minimize errors, and ensure consistent service delivery regardless of which team members work on specific client engagements. Additionally, systematic workflows enable accurate project management and profitability tracking across your entire client portfolio.

The 60-day timeframe balances thoroughness with momentum, providing sufficient time for comprehensive analysis while maintaining client engagement through visible progress and regular touchpoints. This duration aligns with typical quarterly planning cycles for business entities. It provides enough time to implement foundational strategies before addressing more complex planning opportunities that require detailed coordination with S Corporations and other entity structures.

Effective onboarding workflows deliver multiple operational benefits:

• Standardized data collection processes that ensure teams gather all necessary information systematically
• Clear accountability assignments that prevent tasks from falling through communication gaps
• Consistent client communication protocols that build confidence and manage expectations
• Defined quality control checkpoints that catch errors before they impact client relationships
• Measurable milestones that enable progress tracking and identify bottlenecks requiring intervention

The initial investment in developing these workflows pays significant dividends through improved team efficiency, higher client satisfaction scores, and increased retention rates. Firms with documented onboarding processes report 40% faster time-to-value and 25% higher first-year client retention than those without systematic approaches for C Corporations and complex entity clients.

Weeks 1-2 for foundation and data collection

The first two weeks establish your engagement foundation by confirming engagement terms, introducing team members, and initiating comprehensive data collection across all relevant areas for Individuals and business entities. This period focuses on setting clear expectations while gathering the information necessary for thorough analysis and planning in subsequent phases.

Day 1-3 for engagement confirmation and team introduction

Begin by sending a comprehensive welcome package that includes engagement terms, payment processing details, and an introduction to all team members who will support the client relationship. Schedule an initial kickoff call within the first week to review the engagement scope, confirm deliverables, and establish communication preferences. This call should introduce key personnel, explain your firm's approach to tax advisory services, and answer any questions about the process ahead.

The kickoff meeting agenda should address:

1. Service scope confirmation and clarification of any ambiguous engagement terms
2. Communication protocols, including preferred methods, response time expectations, and escalation procedures
3. Technology platform introductions for document sharing, scheduling, and secure messaging
4. Timeline review covering all major milestones and required client participation points
5. An initial data gathering overview explaining what information will be requested and why it matters

Day 4-14 for comprehensive information gathering

Deploy your standardized information request package immediately following the kickoff call, organizing requests into logical categories that make sense to clients rather than using technical tax terminology. Prioritize information gathering for entities and strategies most likely to generate immediate value, such as S Corporations requiring entity optimization or Partnerships with complex allocation issues.

Request packages should systematically gather:

• Prior year tax returns for all entities and individuals involved in the engagement
• Current year financial statements, profit and loss reports, and balance sheets
• Entity formation documents, operating agreements, and shareholder arrangements
• Payroll records, employee benefit information, and contractor payment details
• Investment account statements, real estate holdings, and asset documentation
• Business expense documentation for major categories requiring analysis
• Retirement account statements and contribution history for planning purposes

Follow up consistently throughout this period, sending reminders every three business days for outstanding items while acknowledging receipt of completed submissions. Consider offering a brief follow-up call at the end of week two to review any outstanding items and address any questions regarding information requests related to Depreciation and amortization calculations or Vehicle expenses records.

Weeks 3-4 for analysis and strategy development

With comprehensive information in hand, weeks three and four focus on thorough analysis, identification of planning opportunities, and development of preliminary strategy recommendations for tax advisory services clients. This analytical phase represents the core value delivery of your advisory relationship, requiring deep technical expertise and strategic thinking.

Day 15-21 for comprehensive situation analysis

Conduct a systematic review of all gathered information, identifying current tax positions, compliance risks, and planning opportunities across all relevant areas. Document your findings in organized notes that will form the foundation for strategy recommendations and serve as reference material for future quarterly planning discussions involving Individuals and business entities.

Analysis should cover:

1. Entity structure optimization opportunities, including potential Late S Corporation elections or Late C Corporation elections where applicable
2. Employment tax optimization through proper classification and compensation planning
3. Retirement planning opportunities using Traditional 401k or Roth 401k structures
4. Business expense optimization, including Home office, Meals deductions, and Travel expenses opportunities
5. Investment tax efficiency, including Tax loss harvesting potential

Day 22-28 for strategy development and quantification

Develop specific strategy recommendations, with quantified tax impact projections, for each opportunity identified in the analysis. Prioritize recommendations based on implementation complexity, estimated tax savings, and alignment with client goals. Create a comprehensive preliminary plan document that explains each strategy in clear language and provides sufficient technical detail to demonstrate expertise in C Corporation planning.

Strategy development should produce:

• Prioritized list of recommended strategies with estimated tax impact for each
• Implementation requirements, timelines, and client responsibilities for each strategy
• Risk assessment and compliance considerations for recommended approaches
• Alternative approaches for strategies with multiple implementation options
• Long-term planning implications and multi-year tax projections where relevant

Schedule your strategy presentation meeting for early in week five, giving clients adequate time to review the preliminary plan document before the discussion. This advance review allows clients to formulate questions and ensures more productive strategy sessions focused on decision-making rather than initial education about Augusta rule applications or retirement strategies.

Weeks 5-6 for implementation planning and coordination

Weeks five and six shift from strategy development to practical implementation planning, where recommendations become actionable steps with clear responsibilities and timelines for clients receiving tax advisory services. This phase requires careful coordination between your firm, the client, and potentially other professional advisors involved in implementation.

Day 29-35 for strategy presentation and refinement

Host a comprehensive strategy presentation meeting to review all recommendations, explain implementation requirements, and address client questions or concerns about proposed approaches involving S Corporations or other entities. Focus discussions on helping clients understand both the benefits and requirements of each strategy while providing flexibility to adjust recommendations based on their preferences and comfort levels.

The presentation meeting should accomplish:

1. Review of each recommended strategy with a clear explanation of tax benefits
2. Discussion of implementation requirements and client responsibilities for each approach
3. Timeline establishment for strategy execution throughout the remainder of the year
4. Identification of any additional information needed for strategy implementation
5. Agreement on which strategies will be implemented immediately versus those requiring additional consideration

Follow the presentation meeting with a detailed implementation roadmap document that captures all decisions, clarifies next steps, and establishes accountability for each action item. This roadmap serves as the governing document for the remainder of the onboarding period. It creates the foundation for ongoing quarterly planning discussions with Partnerships and other entities throughout the year.

Day 36-42 for implementation coordination and documentation

Begin executing approved strategies, starting with those that offer immediate implementation opportunities or require the longest lead times for completion. Coordinate with clients to gather any additional information needed for strategy execution, while managing relationships with other professional advisors who may need to support implementation efforts for Individuals.

Implementation coordination includes:

• Preparation of formal plan documentation for strategies like Hiring kids or Employee achievement awards programs
• Coordination with payroll providers for employment tax optimization strategies
• Communication with investment advisors regarding Health savings account contributions or retirement planning
• Entity formation or election filings for entity optimization strategies
• Documentation of business expense policies for Vehicle expenses or travel planning

Weeks 7-8 for execution review and quarterly planning setup

The final two weeks of onboarding focus on reviewing implementation progress, addressing any outstanding items, and transitioning the client relationship from intensive onboarding mode to ongoing quarterly advisory support for tax advisory services. This transition period establishes the rhythm and expectations that will govern the relationship moving forward.

Day 43-49 for implementation verification and compliance checks

Verify that all committed strategies have been adequately implemented with appropriate documentation and compliance requirements satisfied. Review client follow-through on action items, provide support for any challenges encountered during implementation, and confirm that all necessary adjustments have been made to systems and processes for C Corporations.

This verification phase should confirm:

1. Completion of all strategy implementations scheduled for the onboarding period
2. Proper documentation of implemented strategies for audit protection and future reference
3. Client's understanding of ongoing compliance requirements for implemented strategies
4. System updates reflecting new approaches to expense tracking, payroll processing, or entity management
5. Resolution of any implementation challenges or obstacles encountered during execution

Schedule a mid-implementation review call to discuss progress, address any outstanding concerns, and build momentum toward the final onboarding milestone, including strategies such as AI-driven R&D tax credits or Work opportunity tax credit planning.

Day 50-60 for onboarding completion and ongoing relationship establishment

Conduct a final onboarding review meeting that celebrates completed implementations, reviews the value delivered during the onboarding period, and establishes expectations for ongoing quarterly advisory support. This meeting transitions the relationship from project-based engagement to an ongoing advisory partnership.

The completion meeting agenda includes:

• Comprehensive review of all implemented strategies and quantified tax savings achieved
• Discussion of deferred strategies requiring additional consideration or future implementation
• Establishment of quarterly meeting schedule and agenda framework for ongoing planning
• Review of communication protocols and expectations of continuing relationship management
• Introduction of any monitoring or reporting cadences that will support the relationship

Provide clients with an onboarding completion summary document that catalogs all implemented strategies, quantifies estimated tax benefits, and establishes clear expectations for quarterly planning cycles. This document serves as a reference point for measuring ongoing value delivery and justifying the investment in tax advisory services throughout the year.

Technology integration for efficient workflow execution

Successful 60-day onboarding workflows require technology infrastructure that automates routine communications, tracks progress against milestones, and maintains organized documentation for teams supporting Individuals, S Corporations, and Partnerships. The right technology stack reduces administrative burden and improves the client experience through consistent, professional touchpoints.

Essential technology components include:

1. Client portal systems provide secure document exchange and communication capabilities
2. Project management platforms track tasks, deadlines, and accountability assignments
3. Automated email sequences delivering timely communications at critical workflow junctures
4. Calendar scheduling tools enabling efficient meeting coordination without email exchanges
5. Document management systems organize client information for easy team access
6. Strategy planning software supporting analysis and recommendation development for tax advisory services

Implement workflow automation where appropriate, particularly for routine communications like document request reminders, meeting confirmations, and milestone notifications. However, maintain personal touches at critical relationship-building moments, including strategy presentations and implementation review discussions where human connection drives engagement and trust.

Measuring onboarding success and continuous improvement

Establish clear metrics to evaluate the effectiveness of your onboarding workflow and identify opportunities to improve the delivery of tax advisory services. Regular measurement creates accountability while highlighting areas requiring process adjustments or additional team training to better serve clients with C Corporations and complex structures.

Key performance indicators should track:

• Average time to complete onboarding from engagement signing to completion review
• Client satisfaction scores specific to the onboarding experience
• Information gathering completion rates measure how quickly clients provide the requested documents
• Strategy implementation completion rates within the 60-day window
• First-year retention rates for clients completing structured onboarding versus those without
• Team utilization metrics indicating whether workflow design enables efficient resource allocation

Conduct quarterly reviews of these metrics to identify trends and opportunities for workflow refinement. Solicit feedback from both clients and team members about their onboarding experiences, using these insights to enhance processes and address pain points that undermine efficiency or satisfaction with Home office implementations or other strategies.

Transform your client onboarding today

Implementing a structured 60-day onboarding workflow positions your firm for sustainable growth by delivering consistent, high-value experiences that build lasting client relationships and justify advisory fee structures. Instead's Pro partner program provides the technology, training, and support resources you need to design and execute world-class onboarding workflows that drive client satisfaction and firm profitability.

Frequently asked questions

Q: How do I handle clients who fail to provide requested information within the timeline?

A: Implement a documented escalation protocol that includes reminder communications at days 3, 7, and 10 after initial requests, followed by a direct phone call at day 12. For persistent delays, schedule a dedicated document-gathering call to work with clients in real time to obtain the necessary information. Some firms also implement service pause clauses that formally suspend work until clients fulfill information requirements, though this should be used judiciously to maintain relationship goodwill.

Q: What happens if analysis reveals the client needs different services than those sold initially?

A: Address service scope misalignments immediately through transparent communication that explains the disconnect and presents options for adjusting the engagement. Most clients appreciate proactive identification of scope issues rather than discovering them later. Consider offering the option to complete the current onboarding with adjusted expectations, while scheduling a separate discussion of expanded services for future engagements.

Q: How many team members should typically be involved in the onboarding process?

A: Most effective onboarding workflows involve 2-4 team members with clearly defined roles, including an engagement manager who oversees the overall process, a technical specialist who conducts analysis and develops strategies, an implementation coordinator who manages strategy execution, and administrative support for scheduling and communications. Smaller firms may consolidate these roles across fewer individuals while maintaining clear responsibility assignments.

Q: Should I charge separately for onboarding or include it in annual advisory fees?

A: Most firms include onboarding within annual advisory fees to avoid creating perceived barriers to engagement. However, some practices charge an upfront strategy development fee that covers intensive first-year work with reduced ongoing fees for subsequent years. The key is ensuring your overall fee structure adequately compensates you for the significant time investment required during onboarding, regardless of how you structure the pricing presentation.

Q: How do I transition clients from onboarding to ongoing quarterly advisory support?

A: Create a formal transition meeting that reviews completed onboarding work, establishes ongoing meeting cadences, and clarifies how the relationship will evolve. Provide clients with a clear explanation of what to expect during quarterly meetings, including typical agendas, preparation requirements, and communication between sessions. This explicit transition helps manage expectations and prevents confusion about service delivery moving forward.

Q: What if I discover compliance issues during the onboarding analysis phase?

A: Address compliance concerns immediately through direct communication that explains the issue, potential consequences, and remediation options. Most clients appreciate learning about compliance problems from their trusted advisor rather than discovering them through IRS correspondence. Document your analysis, recommendations, and any client decisions regarding compliance remediation to protect your firm while demonstrating the value of thorough analysis.

Q: How detailed should my implementation roadmap documentation be?

A: Implementation roadmaps should include sufficient detail that clients can execute their assigned tasks without extensive additional guidance while providing your team with clear instructions for firm responsibilities. Include specific deadlines, detailed task descriptions, responsibility assignments, and success criteria for each action item. Many firms use shared project management tools that enable real-time progress tracking and facilitate accountability for both parties.