You already know what happens to that prospect. They’re sitting in your notebook, or your inbox, or on someone’s to-do list. Maybe they get followed up with. Maybe they don’t. Client Flow makes sure they never wait again — automatically qualifying, proposing, and signing new clients without your team touching it.
8-12 hours
Saved per new client, on average
24/7
Prospect intake & qualification
< 5 minutes
Prospect to signed engagement letter
The Problem
For most firms, onboarding a new client means a week of back-and-forth emails, a manual proposal built from scratch, a signature chase that drags on for days, and a process that runs differently depending on who handled it — or whether anyone did at all.
Prospects who don’t hear back within hours often move on. The firm that responds in eight minutes — even if they’re less qualified than you — wins the engagement.
You did the work. The engagement letter is somewhere in an inbox. The ACH form hasn’t come back. Meanwhile the client is technically yours — but you haven’t collected a dollar or set up their file.
“Onboarding is the biggest hang-up this time of year. The calls come in — where do they go from there? A lot of times I’ll write down a name and a phone number so I don’t forget them. I have some new ones right now that I haven’t even billed yet.”
THE SOLUTION
Client Flow replaces manual intake with a structured, automated system. A prospect submits their information. The system qualifies them, generates a fixed-scope proposal, delivers an engagement letter, and collects payment — all without your team touching it.
01
A structured intake form captures everything you need to evaluate a prospect. Built-in logic screens for fit, scope, and complexity — before anyone on your team is involved.
02
We don’t change how you price — we systematize it. Your existing pricing logic is built into the system once, so every prospect gets a consistent, accurate quote based on the same criteria you already use. No more quoting from gut feel.
03
The system generates a branded proposal, produces an engagement letter for e-signature, and collects a retainer or first payment — all in sequence, all automatically.
Your intake link – embedded on your website, in your email footer, or shared directly – opens a structured questionnaire. It captures entity type, services needed, revenue range, transaction volume, number of accounts, filing status, and prior accountant history. The same questions you’d ask in a consultation, answered before you’re involved. Completion takes under 5 minutes.
Client Flow evaluates responses against your defined criteria — minimum revenue thresholds, service fit, complexity flags. Prospects who don’t meet your standards are flagged or professionally declined automatically. The ones who do move forward immediately. You stop fielding calls from prospects who should be going to TurboTax.
Your pricing rules are applied automatically. A branded proposal is assembled and delivered to the prospect within minutes of form submission — detailing services, scope, and monthly investment. No manual work required.
If the prospect accepts the proposal, an engagement letter is generated from your approved template and delivered for electronic signature. Reminders are sent automatically if the letter is not signed within your defined window.
A retainer or first-month payment is collected via integrated payment processing upon signature. The prospect is now a paying client. Your team is notified. Setup begins.
A structured intake questionnaire captures the information needed to evaluate fit, scope, and pricing. Configured to your firm’s criteria.
Your pricing logic, systematized. We don’t ask you to change how you price — we take what you already do and make it consistent, repeatable, and adjustable any time without touching the system.
Branded proposals are assembled automatically from your templates and populated with scope, pricing, and service details. Delivered to the prospect immediately.
Most firms have a template. The problem is customizing it every single time — populating client details, services, fees, and terms — which means every new engagement starts with a data entry task. Client Flow eliminates that entirely.
A retainer or first-month fee is collected automatically upon engagement letter signature. No invoicing. No waiting. No awkward conversations about payment.
If every prospect is accepting your quote, your prices are too low. The dashboard shows you quote volume, acceptance rates, drop-off by stage, and revenue trends — so you have data to support every pricing decision, not just a gut feeling.
Watch a complete intake walkthrough — from prospect form submission to signed engagement letter and collected payment. No editing, no cuts.
No more manual proposals, email follow-ups, or document chasing. The system handles the entire pre-onboarding sequence without staff involvement.
Client Flow works around the clock. A prospect who submits an inquiry at 10pm on a Sunday receives a qualified proposal before you arrive Monday morning.
Whether it’s you, an admin, or a new hire fielding the inquiry, the system applies the same pricing logic. No more variation based on who picked up the phone or what day of the week it was.
When payment is collected at signature, new clients start generating revenue from day one — not three weeks later when the engagement letter finally comes back and someone remembers to set up billing.
If 100% of your prospects are accepting your quotes, your prices are too low. The dashboard tracks acceptance rates by service and client type so you can make pricing decisions based on what the market is actually telling you.
Onboarding doesn’t require a CPA. When the system handles it, your team spends their hours on work that actually generates revenue.
Time to first response
1-3 days
< 10 min
Proposal turnaround
2-5 hours
Automatic
Engagement letter delivery
1-2 days
Immediate
Payment collection timing
After start date
At signature
Staff hours per new client
6-12 hours
<30 min
Pricing consistency
Varies by person
100% standardized
Client Flow is configured around your existing pricing, templates, and qualification criteria. We’re not asking you to change how you work. We’re automating the parts that currently require manual effort, so your existing process runs faster and more consistently.
Every communication from Client Flow uses your firm’s branding, your tone, and your language. Prospects receive a polished, professional experience — often faster than your current process delivers. You can also configure any step to require manual review before proceeding.
Large firms have dedicated intake staff. Smaller firms absorb those hours across the owner and whoever is closest to the phone. Every hour spent manually building proposals, chasing signatures, and setting up billing is an hour billed at your rate — for work that doesn’t require your expertise. At $349 a month, Client Flow almost certainly costs less than what you’re currently spending in your own time alone.
Setup requires three inputs from your team: your pricing structure, your engagement letter template, and your qualification criteria. We configure the system. A guided onboarding process walks you through each step. Your intake can be running within days of kickoff.
Client Flow includes a “Request a Call” option at the proposal stage. Prospects who want to speak with someone before proceeding are routed to your calendar automatically. You stay in control of how much human contact each prospect requires.
The information that flows through Client Flow is limited to what a prospect provides during intake: name, contact details, business type, service needs, and revenue range. Sensitive financial data — tax returns, social security numbers, account details — stays in your tax software and document portal, where it belongs. Client Flow uses SOC 2 compliant infrastructure with bank-level encryption, and we never use prospect data for any purpose other than operating the system on your behalf.
Most firms we work with start in the same place — quoting from instinct, adjusting by feel, and hoping it sticks. Our setup process works backward from what you’re actually charging today. We ask about your current clients, what you bill them, and what factors influence that number. From those conversations, we build the pricing structure for you. You don’t have to have it figured out in advance. Most firms find that the exercise of systematizing their pricing is itself one of the most valuable things they get out of the first 90 days.
Book a 30-minute demo. We’ll walk through the system using your firm’s services and pricing — so you can see exactly what happens the next time a prospect finds you at 10pm on a Friday.
No commitment required. Built for CPA and Accounting firms serving individuals and small business clients.