Client Onboarding Transformation

The Challenge

Summit Advisory Group, a regional CPA firm with 25 partners and 80+ staff members, was struggling with an inefficient client onboarding process that created friction for new clients and consumed excessive staff time during their busiest periods.

Key Pain Points:

Manual data collection: Staff spent 3-4 hours gathering client information through phone calls, emails, and paper forms with high error rates.
Inconsistent experience: Each partner had different onboarding procedures, creating confusion and missed information.
Data entry errors: Manual transcription led to 12% error rate in client records, causing downstream issues.
Tax season bottleneck: Onboarding delays during busy season resulted in lost clients to competitors.

The Solution

UNIKABIZ implemented a comprehensive Client Onboarding Super Agent system that streamlined every aspect of the new client experience.

Solution Components:

1. Intelligent Intake Agent

Conversational AI agent that guides new clients through structured intake, collecting all required information with smart validation and follow-up questions.

2. Document Processing System

Automated extraction and validation of information from uploaded documents (prior tax returns, financial statements, IDs) with accuracy verification.

3. Client Profile Builder

AI-generated comprehensive client profiles including entity classification, service recommendations, and risk assessments.

4. Practice Management Integration

Seamless data flow to existing practice management and tax software with zero manual entry required.

Implementation Process

1

Process Mapping (Weeks 1-2)

Documented existing onboarding workflows across all practice areas. Identified 47 unique data points required for complete client profiles.

2

Agent Development (Weeks 3-5)

Built custom intake agents for personal tax, business tax, and advisory services. Created service-specific question flows and validation rules.

3

Integration & Testing (Weeks 6-7)

Connected to CCH Axcess and QuickBooks integrations. Tested with 30 sample client scenarios and refined accuracy.

4

Launch & Training (Week 8)

Rolled out to all partners with staff training sessions. Established support protocols and feedback loops.

Results & Impact

80%

Process Automation

Only 20% of onboarding now requires staff intervention

280%

Return on Investment

Achieved within 8 months of deployment

65%

Faster Onboarding

Average time dropped from 4 days to 1.4 days

2%

Error Rate

Reduced from 12% with automated validation

Additional Benefits:

Client satisfaction increased from 78% to 92% for onboarding experience
Staff can now onboard clients 24/7 via self-service portal
Reduced tax season stress with streamlined new client intake
Built valuable client database with enriched data quality

Client Testimonial

"Our team used to dread new client intake during tax season. Now it happens automatically while we sleep. The AI agent captures better data than we ever did manually, and our clients love the seamless experience. It's been transformative for our practice."

SR

Senior Partner

Summit Advisory Group