Onboarding Process Explained

On the call we review your current systems, payroll schedule, key pain points, and any historical data needs. We confirm which services you want included in the all-in-one package and outline the steps we’ll take.

Once an exact solution is created for your business we will send our simple, two page Engagement Letter (our version of a contract) so we can begin working together with clear expectations for both parties.

You sign electronically and upload required documents (W-9s, prior payroll reports, bank statements, etc.) or provide them by phone if you prefer.

We make sure your books are set up to track deductible expenses correctly, including things like vehicle use, home office costs, equipment purchases, and benefits. We also ensure that all bank accounts, credit and debit cards, and users are accounted for and that appropriate permissions are given out.

We import and map your chart of accounts, recent transactions, and historical data as agreed. This step ensures your books are organized, categorizations are correct, and reporting is ready from day one.

We reconcile bank and credit card accounts for the onboarding period and produce your first set of financial statements and payroll summaries for review. Any discrepancies are addressed before we move to regular cadence.

We also test and configure payroll settings, tax authorities, and payroll items, then run one payroll cycle as part of onboarding to validate everything end-to-end. We coordinate with your payroll provider if you have one, or set up a new provider as requested.

Once onboarded, you’ll obviously receive ongoing support. But we take special care with your first monthly review meeting to walk through results, trends, and next steps and make sure everything feels complete. If anything is missing, or could be done differently, this is our chance to make changes for the following month.

From there we maintain a predictable monthly rhythm until we need to make changes again, if ever. As we all continue to learn each other this also gives us the chance to make suggestions as well.