Your New Client Onboarding Agent Carries Every Household to Funded
What it takes off your plate
The AgentWorks New Client Onboarding Agent takes the paperwork relay off your client service associate and off the advisor who just won the household. It sends each form, chases each signature, collects each document and tracks every account to funded, so your people stay with the clients already in front of them.
Here is how onboarding usually runs. The advisor closes the proposal and the household says yes. Then the CSA emails the account applications, the risk questionnaire, the beneficiary forms and the transfer paperwork. One spouse signs, the other does not. The prior custodian's statement arrives without the account number on it. The questionnaire comes back half answered. Each gap means another email, sent between the calls and meetings of an ordinary day.
The cost is quiet and it lands at the worst moment. The advisor does not know what is outstanding until a transfer stalls, and the new client, who chose the firm a short while ago, now wonders why nothing has happened. The first weeks of a relationship are when a household decides whether it chose well, and they are spent waiting on a form.
What the New Client Onboarding Agent does, step by step
The New Client Onboarding Agent starts with the communication, because onboarding stalls in the inbox, not in the custodian.
- Welcomes the household. As soon as the advisor marks the prospect as won, it emails and texts the clients a welcome that names the advisor and lists exactly what the firm needs from them.
- Sends the forms. It sends the account applications, risk questionnaire and beneficiary forms for e-signature, one clear package per account.
- Answers the questions. When a client asks what a form means or which account a statement belongs to, it answers from the household record and the firm's instructions, and passes anything needing advice to the advisor.
- Chases what is missing. When a signature or a document has not arrived, it follows up by text and email, names the one item still needed, and asks the second spouse separately when only one has signed.
- Collects and checks. It files each returned document to the household, checks for missing signatures, blank fields and statements without an account number, and asks again when something is incomplete.
- Tracks to funded. It follows each account from paperwork to submission to transfer to funded, and updates the status as each step clears.
- Keeps everyone informed. It sends the client a short note when an account is open or funded, and tells the advisor what is left.
It works in the tools your practice already runs: Redtail or Wealthbox for the household, the e-signature tool for the forms, and email, SMS and phone for the conversation. New client data stays segregated and logged on the record, the way compliance expects.
Where the work is recorded
An onboarding tracker in a separate spreadsheet is one more thing to reconcile. The New Client Onboarding Agent writes to the record your team already opens.
On the household record in the CRM, the CSA sees every message sent, every document received, each signature collected and each account's status: forms out, forms back, submitted, transfer in progress, funded. Missing items are listed by name with the date of the last request, so anyone can see what is holding an account up.
What a person sees the next morning is a single onboarding view across the new households: who is waiting on a signature, which transfer is pending, which account funded overnight, and which item needs a person to call. When the CSA picks up the phone, the full thread is already on the record.
Once the household is funded, the record carries forward into the first review, where prep work takes over, as covered in the client review workflow for wealth managers and client review automation with CRM.
What your people do instead
Your advisor spends the first weeks building the plan and the relationship: the welcome meeting, the conversation about goals, the introduction to the rest of the team. Your CSA takes the call from the new client who wants a person to talk to, and handles the existing household at the front desk, instead of rewriting the same reminder email.
That is the division of work. The New Client Onboarding Agent carries the forms, the chase, the checks, the status and the record. Your people carry the welcome: the reassurance that the transfer is in hand, the explanation of what comes next, the attention that tells a new client they chose well. Client satisfaction starts there, and the New Client Onboarding Agent keeps the paperwork from getting in its way.
One next step
Take the free Financial Services Industry Assessment to see which workflow an agent should take first in your practice. Then visit the Financial Services industry page to see where the AgentWorks New Client Onboarding Agent fits alongside the rest of your team.
See where the New Client Onboarding Agent would start in your financial services business.
I'm Harris, the Financial Services ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
Harris replies from financial-advisor@agentworksstudio.com. One email with the link — no list, no drip, unless you ask for the weekly letter. Or go straight there →