Let's TalkHow We Built an AI-Powered Onboarding System for an Accounting Firm
Futura Accounting is a fast-growing firm supporting small businesses with tax, bookkeeping, and financial advisory services.
Intro
The Futura team wanted a faster, more consistent way to onboard new clients, without relying on manual emails, repetitive admin, or juggling tools. Their existing system was time-consuming and hard to track, so they turned to automation. Working with Mindible, they explored a smarter, AI-powered onboarding solution designed to guide clients from proposal to handover with zero bottlenecks and a smoother experience for everyone involved.
Challenge
With a complex onboarding procerdure such as sending proposals, chasing signatures, collecting documents over email, manually entering data into the CRM, and remembering to notify the right team member at the right time. It worked, but only just. The process lacked structure, visibility, and the ability to scale without piling on admin.
Solution
Mindible created a fully automated onboarding system for Futura Accounting that kicks off the process the moment a proposal is accepted, handling payment setup, document collection, e-signatures, and CRM tagging without any manual input. Clients move through a branded portal, receive personalised WhatsApp updates, and are guided by a GPT-powered assistant that feeds data directly into GoHighLevel and TaxCalc. With full visibility into each client’s progress, Futura’s team no longer chases paperwork or tracks progress manually, everything just flows.
