# Client Onboarding Automation Case Study: Accounting Firm

> How TribeHQ built custom client onboarding automation on Microsoft 365 for a US accounting firm — engagement letters, e-signature, SharePoint folders and Planner tasks, with no new SaaS seats.

Source: https://tribehq.ai/case-study/

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Case study · Client onboarding · Accounting firm

# From signed engagement to ready-to-work client, with no manual handoffs.

A US accounting and tax firm was onboarding every new client by hand across email, e-signature, SharePoint and Planner. We built a custom onboarding system end to end — on the Microsoft 365 they already paid for, with no new software seats, and owned by the firm.

- Microsoft 365
- Outlook
- Teams
- SharePoint
- Planner
- E-signature

\[RESULT\] hours saved per month

\[RESULT\] faster client onboarding

\[RESULT\] manual handoffs removed

The challenge

## Growth was creating admin, not capacity.

Every new client meant the same manual steps: collecting details, preparing engagement letters, chasing signatures, building folders and setting up tasks. It slowed onboarding and pulled accountants away from billable and advisory work.

Workstream 1

### Client onboarding

New client intake captured once and pushed to every system — no re-typing between forms, email and folders.

Workstream 2

### Contract & e-signature

Engagement letters generated from templates and sent for signature automatically, with status tracked.

Workstream 3

### SharePoint folder automation

Standardised client folder structures created the moment an engagement is signed.

Workstream 4

### Planner task automation

Onboarding and recurring work tasks created and assigned in Planner, ready for the team.

Why this is post-SaaS

## A custom onboarding system — without another subscription.

Way 01 · Built on their stack **No new SaaS to buy** Everything runs inside the firm’s own Microsoft 365 tenant — Outlook, Teams, SharePoint and Planner. No migration, no new per-seat tools, no retraining.

Theirs, end to end **The firm owns every piece** Every flow, template and runbook lives in their tenant and is documented. If they stopped working with us tomorrow, it would keep running.

Custom, not a template **Shaped around their process** We mapped how this firm actually onboards clients first, then automated those exact steps — not a generic onboarding product bent to fit.

How we delivered

## Map. Build. Run.

01 Map Document the current onboarding path, every handoff and every tool.

02 Build Automate the four workstreams inside the firm's own Microsoft 365 tenant.

03 Run Hand over the flows and runbooks, train the team, then monitor and improve.

> “\[Client quote — add once approved\]”
> 
> \[Name\], \[Title\], \[Firm\]

## Running onboarding by hand?

Most firms start here. We’ll map your version in a 30-minute audit — and check whether you’re paying for tools you don’t need.

[Book a workflow audit](https://calendly.com/hello-tribehq/30min)