The Problem
Professional service firms lose more revenue to the onboarding gap than to losing the sale. The client signed up two weeks ago, still hasn't gotten the engagement letter back, still hasn't funded the retainer, still hasn't had the kickoff. Someone is chasing them — usually a paralegal, junior bookkeeper, or ops associate — by sending follow-up emails one at a time and forgetting which client is at which step. Meanwhile, the partner who closed the sale is waiting to actually do the work.
The System
OnboardLoop turns onboarding into a structured pipeline with a row per client and a checklist per row. Every step has a clear status: complete, in-progress, waiting-on-client, waiting-internal, or blocked. The system fires the next reminder on its own schedule, generates the right documents at the right time, and flags blockers the moment they appear instead of when someone notices weeks later.
The pipeline shape stays the same across industries, but the steps and templates change. A law firm needs conflict checks, engagement letters, and trust-account funding. An accounting firm needs document collection, QuickBooks setup, and a portal handoff. A wealth manager needs KYC, ADV delivery, and ACAT transfers. OnboardLoop is the chassis; the steps are tailored to the engagement.
Live demo
Pick a firm, run the pipeline ↓
Three professional service firms, three different onboarding shapes. Click any client to see their full checklist with live blockers, waits, and completed steps. Use “Advance step” to push the selected client forward or “New client” to drop a fresh one into the pipeline.
OnboardLoop
New-client onboarding pipeline · interactive concept demo
Pick a business
Same loop shape — different steps per industryAviles & Park, Employment Attorneys · Three-attorney employment law firm in Miami. New-client onboarding used to take 9-14 days from intake to first billable matter. Two paralegals owned the chase work.
Day 5 of onboarding · Employment & labor litigation
Maria Reyes
Maria Reyes · maria.reyes@gmail.com · (305) 555-0142
ActiveService
Wrongful termination — FMLA retaliation
Engagement
$8K retainer · hourly + 25% contingency
Onboarding checklist
- 01Complete
Intake form sent
Branded form with matter summary, jurisdiction, opposing parties, urgency.
✓ Completed 5 days ago
- 02Complete
Conflict check
Run against PM and CRM for opposing-party and adverse-interest matches.
✓ Completed 5 days ago
- 03Complete
Initial consultation
30-minute scoping call with the lead attorney.
✓ Completed 4 days ago
- 04Complete
Engagement letter signed
Templated letter with scope, fee structure, scope-of-work boundaries.
✓ Completed 3 days ago
- 05Complete
Retainer paid
Trust-account funded for the agreed retainer amount.
✓ Completed 3 days ago
- 06Complete
Matter created in PM
Clio / MyCase / Smokeball matter created with parties, dates, deadlines.
✓ Completed 2 days ago
- 07Complete
Kickoff packet sent
Welcome packet with key contacts, expectations, and next-steps checklist.
✓ Completed Yesterday
- 08In progress
Active matter — first deliverable scheduled
First discovery / filing / drafting milestone on the calendar.
Owner: Attorney
Activity log
Kickoff packet auto-sent
Yesterday, 4:12 PM
Maria has a 9 AM first-discovery call on calendar for tomorrow.
Matter MR-2026-038 created in Clio
2 days ago
Parties + statute-of-limitations dates synced automatically.
Retainer deposited
3 days ago
$8,000 to trust account · confirmation sent.
Engagement letter signed
4 days ago
Maria signed within 14 minutes of receiving the e-sign link.
Live onboarding pipeline — preview build
The Result
New-client onboarding cycle time shrinks from weeks to days, because the chase doesn't depend on a human remembering to send the next reminder. Blockers become visible the moment they happen — conflict flags, missing documents, FATCA reviews — so partners can decide instead of being surprised. The chase work stops eating paralegal/bookkeeper hours. The client experience shifts from “I think they forgot about me” to “they really have their act together.”
Why It Matters
Onboarding is the moment when client trust is either set in place or quietly eroded. Firms that nail it can charge a premium, retain longer, and refer more. Firms that leak clients in the first 14 days mistake the problem for marketing — when actually it's an operations problem with a small, knowable shape.
OnboardLoop is a shape, not a product. Benri tailors the steps, the templates, the reminder cadences, the blocker categories, and the integrations — e-sign, doc storage, payment, calendar, PM system — to how your firm actually intakes a client. The goal is not to remove the human; it's to remove the parts the human shouldn't have been doing in the first place.
This is a demonstration with sample data. All client names, business names, engagement details, and pipeline activity shown in the demo above are fictional.