Let’s be honest: client onboarding in financial services is usually a mess. Chasing documents, endless emails, and missed steps—none of it impresses a new client. If you’re tired of patching things together with spreadsheets, PDFs, and wishful thinking, this guide is for you. We’ll walk through how to set up a streamlined onboarding flow using Moxo, a platform built to help teams organize processes, keep clients in the loop, and get rid of the chaos.
This isn’t about adding more tools or complexity. The goal is simple: less chasing, fewer mistakes, happier clients. Let’s cut the fluff and get to work.
1. Map Your Real-World Onboarding Process (Don’t Sugarcoat It)
Before you touch Moxo or any software, sketch out how onboarding actually happens at your firm—not how you wish it worked. This saves you hours of tinkering later.
What to do: - Write down every step, from the first client intro to the final “account is live” handshake. - List all the documents you need (IDs, compliance forms, NDAs, etc.). - Note who’s involved at each step (advisor, compliance, admin, client). - Mark pain points: delays, client confusion, dropped balls.
Pro tip: Don’t overthink it. A napkin sketch or a whiteboard snapshot is enough. You want the ugly truth, not a PowerPoint fantasy.
2. Get Set Up in Moxo and Create a Workspace
Moxo isn’t a magic wand, but it does a few things well: tracking tasks, sharing files, messaging, and managing approvals—all in one place. That’s a big step up from hunting through inboxes.
To start: - Sign up and log in to Moxo. - Create a new workspace for “Client Onboarding.” - Invite your team members who touch the onboarding process. - Set up roles: who’s client-facing, who’s just internal.
What works: Moxo keeps all chatter, files, and tasks in one thread. No more “Which email did you send that on?”
What doesn’t: Don’t expect clients to love logging into yet another portal. Be ready to guide them.
3. Build a Step-by-Step Onboarding Template
Templates in Moxo let you standardize the process, so every client moves through the same steps, in the right order. No more “Did we forget compliance?” moments.
How to build it: - In your workspace, create an onboarding checklist or flow. - Add every step from your earlier map (e.g., “Collect ID,” “Send Welcome Pack,” “Compliance Approval”). - For each step, assign who’s responsible. Moxo lets you tag users for tasks. - Attach sample documents and instructions where needed.
Do NOT: Try to automate everything all at once. Start with the basics—get the order and responsibility clear, then add bells and whistles later.
Pro tip: Leave room for manual steps. Some things (like getting a nervous client on a video call) won’t ever be “one-click.”
4. Set Up Document Requests and Secure File Sharing
Here’s where Moxo can actually save you headaches. Instead of chasing documents by email (risky and annoying), use its secure file request features.
What to do: - Create a checklist item for each document you need. - Use Moxo’s file request tool to prompt clients to upload files directly to the workspace. - Set up reminders for overdue documents. Let the software nag so you don’t have to. - Make sure all files are stored in the right folder, not scattered in chat.
What works: Clients get a single place to upload everything, and your compliance team isn’t hunting for attachments.
What doesn’t: Some older clients may struggle with uploads. Have a fallback—offer a phone call or walk-through.
5. Automate Reminders, Approvals, and Status Updates
Nobody wants to play project manager. Moxo’s automation tools can nudge clients (and your team) when they fall behind, or when things need sign-off.
Set up: - Automatic email/push reminders for incomplete tasks or missing files. - Approval flows—when a task is marked “done,” automatically assign the next step (like compliance review). - Status tracking, so clients can see where things stand (and stop asking you).
What works: Keeps things moving, especially when you have lots of clients in flight.
What doesn’t: Automation is only as good as your template. If your steps are vague, the reminders will be too.
Ignore: Overly complex rules and branching logic unless you’ve outgrown the basics. Most firms never need them.
6. Centralize Communication—No More Email Tag
Moxo has built-in chat and messaging tied to each onboarding workspace. Use it to keep conversations out of your cluttered inbox.
How to use it: - Direct all client questions to the Moxo chat, not email. - Tag teammates when you need input (“@compliance, can you review this?”). - Share updates, clarifications, and meeting notes right in the workspace.
What works: No more “lost” emails or missed CCs. Everything stays attached to the client’s onboarding record.
What doesn’t: Don’t expect clients to abandon email overnight. Keep an eye out for stragglers—copy important info into Moxo so nothing gets missed.
7. Keep It Simple and Iterate
You don’t need a “perfect” workflow on day one. In fact, trying to make everything airtight will just slow you down.
Tips: - Start with your most common client type. Tweak the process as you go. - Ask your team and clients what’s unclear or clunky, and fix it. - Review your workflow every quarter—what’s working, what’s not, what’s just busywork? - Delete steps and tasks that nobody uses. Less is more.
Pro tip: It’s fine to run one or two clients through the system before rolling it out to everyone. You’ll spot problems faster than in a meeting.
The Bottom Line
Streamlining client onboarding in Moxo isn’t about chasing the latest tech trend—it’s about making fewer mistakes, avoiding endless email chains, and actually impressing clients with how easy you make things. Sketch out your real process, start basic, and don’t be afraid to tweak as you go.
Keep it simple, focus on what actually saves you time, and remember: the best workflow is the one your team actually uses.