Use Case
Automating Client Onboarding for a Local Accounting Firm
Short Description:
We built a seamless workflow that connects client intake forms to Google Sheets, Xero, and Gmail. New clients are automatically added to records, sent a personalized welcome email, and set up in Xero — saving the firm hours of repetitive admin every week.
The Challenge
This accounting firm was wasting time each week on manual data entry. Every time a new client signed up, staff had to copy information from online forms into Google Sheets, create a new record in Xero, and send a welcome email manually. With dozens of new clients each month, the process was inconsistent and error-prone — and it pulled valuable time away from billable work.
The Solution
We designed a fully automated onboarding workflow that connects their existing tools — Google Forms, Google Sheets, Gmail, and Xero — using n8n.
When a new client submits their intake form:
Their details are instantly added to the firm’s master Google Sheet.
A new contact record is automatically created in Xero.
A branded welcome email is sent through Gmail.
The partner in charge receives a Slack notification confirming the client is set up.
This system requires no manual input once a client submits their form, ensuring accuracy and consistency every time.
The Results
The accounting firm now saves an estimated 8–10 hours per week on admin tasks. Client onboarding happens within seconds, and new records are instantly synced across systems. The team now focuses more on advisory and reporting — while the automation handles the repetitive data work behind the scenes.
Short Description:
We built a seamless workflow that connects client intake forms to Google Sheets, Xero, and Gmail. New clients are automatically added to records, sent a personalized welcome email, and set up in Xero — saving the firm hours of repetitive admin every week.
The Challenge
This accounting firm was wasting time each week on manual data entry. Every time a new client signed up, staff had to copy information from online forms into Google Sheets, create a new record in Xero, and send a welcome email manually. With dozens of new clients each month, the process was inconsistent and error-prone — and it pulled valuable time away from billable work.
The Solution
We designed a fully automated onboarding workflow that connects their existing tools — Google Forms, Google Sheets, Gmail, and Xero — using n8n.
When a new client submits their intake form:
Their details are instantly added to the firm’s master Google Sheet.
A new contact record is automatically created in Xero.
A branded welcome email is sent through Gmail.
The partner in charge receives a Slack notification confirming the client is set up.
This system requires no manual input once a client submits their form, ensuring accuracy and consistency every time.
The Results
The accounting firm now saves an estimated 8–10 hours per week on admin tasks. Client onboarding happens within seconds, and new records are instantly synced across systems. The team now focuses more on advisory and reporting — while the automation handles the repetitive data work behind the scenes.
Short Description:
We built a seamless workflow that connects client intake forms to Google Sheets, Xero, and Gmail. New clients are automatically added to records, sent a personalized welcome email, and set up in Xero — saving the firm hours of repetitive admin every week.
The Challenge
This accounting firm was wasting time each week on manual data entry. Every time a new client signed up, staff had to copy information from online forms into Google Sheets, create a new record in Xero, and send a welcome email manually. With dozens of new clients each month, the process was inconsistent and error-prone — and it pulled valuable time away from billable work.
The Solution
We designed a fully automated onboarding workflow that connects their existing tools — Google Forms, Google Sheets, Gmail, and Xero — using n8n.
When a new client submits their intake form:
Their details are instantly added to the firm’s master Google Sheet.
A new contact record is automatically created in Xero.
A branded welcome email is sent through Gmail.
The partner in charge receives a Slack notification confirming the client is set up.
This system requires no manual input once a client submits their form, ensuring accuracy and consistency every time.
The Results
The accounting firm now saves an estimated 8–10 hours per week on admin tasks. Client onboarding happens within seconds, and new records are instantly synced across systems. The team now focuses more on advisory and reporting — while the automation handles the repetitive data work behind the scenes.