Monarch
Monarch Legacy · Client OnboardingBooking · Open
§ 01 — Client OnboardingMay 2026

Client Onboarding Agent.

Stop chasing documents. Our AI agent collects everything you need from new clients — engagement letters signed, questionnaires returned, source documents in — without your team writing a single chase email.

§ 01 — Capabilities

What it does.

The five capabilities below ship in every Client Onboarding Agent build. No menu, no upsell — this is the standard scope.

  • 01Automated document collection
  • 02Smart follow-up sequences
  • 03Client portal for uploads
  • 04Engagement letter automation
  • 05Integration with your practice management tool
§ 02 — Integrations

Integrations.

We plug into the tools you already run. No platform switches.

Practice management
Karbon, Canopy, TaxDome, Jetpack Workflow
Document collection
TaxDome, Liscio, ShareFile, Box
Accounting software
QuickBooks Online, Xero, Sage Intacct
Email
Your firm's domain via SendGrid or Postmark, or your existing Outlook / Google Workspace
Calendar
Google Calendar, Outlook
eSignature
DocuSign, HelloSign (engagement letters)
§ 03 — Out of scope

Out of scope (so you know up front).

Tier 1 automates intake. The professional work — the actual tax prep, the advisory call, the audit response — stays with your team. We won’t pretend otherwise.

  • ×Tax preparation work — we automate intake; your team prepares the return.
  • ×Tax advisory or planning conversations with clients.
  • ×Audit response or representation.
  • ×Multi-entity consolidation workflows (those live in Tier 3).
  • ×Payment collection or processing — we send invoices via your tool, we don't process payments.
  • ×Replacement for senior reviewer judgment on engagement scoping.
§ 04 — Setup

Setup process.

Four to six weeks from kickoff to live, then a tuning loop until onboarding times drop and the chase emails stop.

  1. Week 011 / 4

    Discovery.

    We map your current onboarding process — what you ask new clients for, what gets lost, where the chase emails live, which engagement letters need countersigning. No assumptions.

  2. Week 02–042 / 4

    Build.

    Agent configuration, practice-management integration, document checklist logic, engagement-letter templates, follow-up cadences, and internal testing on a few real prospect cases.

  3. Week 053 / 4

    Soft launch.

    Live on new prospects only. Daily review of every agent-sent email and document request with you for the first week so we can correct course before the firehose.

  4. Week 06+4 / 4

    Tuning loop.

    Weekly review of completion rates, time-to-onboarded, and chase-email volume against your ROI target until the numbers hit.

§ 05 — Operating model

What you own. What we operate.

A live AI agent isn’t a code drop. Here’s the line between what’s yours and what we run on your behalf.

You own
  • 01Your firm's email domain — we send from your domain, never ours.
  • 02Your client portal accounts (TaxDome, Liscio, whichever you run).
  • 03Your practice-management account, registered in your firm's name with Monarch as admin.
  • 04All client documents, communication archives, and onboarding records.
  • 05Your agent configuration as an exportable spec.
We operate
  • 01The agent itself — prompts, integrations, follow-up logic, tuning.
  • 02Monitoring, incident response, and uptime.
  • 03Vendor relationships for ancillary services (LLM, email infra) and billing reconciliation.
  • 04Weekly performance reviews against your ROI target.

Termination30-day handoff window. We export the agent configuration, transfer any service accounts (e.g. SendGrid sub-account), and document the workflow so a successor can pick it up. No claw-backs, no hostage situations.

§ 06 — Cost

Cost example.

Monarch retainer is fixed. Platform pass-through (email infra, LLM tokens, storage, workflow hosting) is itemized at cost on every invoice. Figures below are illustrative for a firm onboarding around 30 new clients per month and scale with usage — not guaranteed.

Setup (one-time)

$4,000

Monarch retainer

$750/mo

Pass-through

At cost

Example monthly invoiceIllustrative · ~30 onboardings/mo
Email infrastructure — SendGrid (~1,500 sends)
$5
LLM — Claude Sonnet (doc parsing + drafts)
$35
Storage / file handling
$10
Workflow hosting (Vercel / Lambda)
$15
Monarch retainer — Client Onboarding Agent
$750
Total monthly (est.)
$815

Ready to free your team from admin work?

Book a call. We’ll map your firm’s bottlenecks and tell you honestly which tier — or whether a custom build — fits.

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