#152: Top Tips for Breezing Through New Client Paperwork

Working with Clients

This month we are breaking down the onboarding process into some easy steps. If you need to catch up, click on the links below in the resources area.

I admit, paperwork is boring for many, but it’s a VERY important step. Don’t skip it – get it done right away so you don’t have to worry about it.

In this episode, we go over Top Tips for Breezing Through New Client Paperwork (so you can get to the fun stuff, faster!)

Welcome back to Systems Sunday. This month we are breaking down the onboarding process into some easy steps. If you need to catch up, click on the links below in the Resources area.

I am Lisa Wells, your Virtual Assistant Trainer.

Paperwork is boring but it’s a VERY important step. Don’t skip it – get it done right away so you don’t have to worry about it. Today’s episode is Top Tips for Breezing Through New Client Paperwork (so you can get to the fun stuff, faster!).

Everyone’s business is different, some use the month-to-month business model, others do projects, and others use packages. No matter your model, everyone needs to have a contract.

So the first order of business is to ensure all contracts are signed. Don’t start any work until you have a signed copy along with payment. No job is too small to need a contract.

Think about a general building contractor. No matter if they’re refurbishing the entire house or just one room, you’ll have to sign a contract agreeing to the pricing and scheduling.

Your contract is simply a way to clarify all the specifics of a particular job, so that no surprises appear on that first invoice.

In an effort to save time and to be efficient, keep a template of your standard contract handy so all that’s needed is some customization for each client.

Get the payment schedule set and make sure it’s understood. Decide if you’ll invoice each client on a monthly basis or if you’ll set up recurring charges on their credit card. Tell every client verbally AND in the written contract about any late fees or reasons why there might be extra charges. Will you offer a slight discount if clients pay upfront for a long-term contract? Consider adding a checkbox or space to sign initials next to this payment section, indicating the client saw and read the policies.

You can also go through all of this during your kickoff meeting, which I talked about in the last episode.

If you have any other onboarding paperwork, get it signed before moving forward. Such paperwork might include:

  • A Non-Disclosure Agreement
  • Business Goals Worksheet
  • Confidentiality Agreement
  • Code of Ethics
  • Tax forms and general information for client records.

You can use online services like Docusign or Dropbox Sign (fka Hellosign) to get contracts signed and paperwork completed.

If you want to create a survey or form to gather general information, you can use paid services like Gravity Forms, Wufoo Forms, or Formidable Forms which make creating and sending forms easy. These programs are great if you need to integrate with other systems like having the form automatically be sent to the client once they sign something or once they make a payment. But, if you want something simple and free and already use a WordPress site, download WPForms plugin to create simple forms on your website to gather information in a questionnaire format.

Or, if you prefer to send hard copies as part of a Welcome Kit, create blank templates to customize. No need to recreate the wheel for each client but you may have to remind them a few times to scan and email them back to you.

Lastly, send copies of all signed papers to the client, either digitally or via snail mail.

I include links to all of these resources and more in the Resources area below.

If you enjoyed this episode and want more onboarding strategies, check out my Client Intake and Onboarding Growth and Profit Plan. These bite-sized trainings are perfect for giving you the “just in time” information you need for an effective client onboarding system.

You’ll discover:

  • How to stop winging it and what to do when clients push boundaries
  • A great system for a smooth client intake and setting up the client for success
  • Action sheets for new client intakes and new client setup systems

You can find the product below or head over to my VA Business Builder Boutique by clicking on Shop by Type in the menu bar and you’ll see a link for Growth and Profit Plans.

Join me next week as we talk about What to Do Before Working Together To Cultivate Peaceful, Trusting, and Respectful Client Relationships.

Bye for now!

 

Did you enjoy this episode and want to put it into action? Check out this Growth & Profit Plan!

Growth & Profit Plan: Client Intake and Onboarding

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Here’s what you’ll discover in this lesson:

  • How to stop winging it when it comes to setting boundaries and what to do when clients push boundaries
  • A great system for a smooth client intake and setting up the client for success from the beginning that you can model
  • Action sheets for new client intakes and new client setup systems that you can use as a resource

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  • Sample intake form for a coaching client
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#152: Top Tips for Breezing Through New Client Paperwork
#152: Top Tips for Breezing Through New Client Paperwork

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