How do I automate onboarding and engagement letters for new clients?
Slow onboarding loses clients before the work starts and creates gaps you discover in March.
- Onboarding takes weeks. How do we speed it up?
- Can engagement letters go out automatically?
- How do we get CRA access faster?
Trigger an onboarding flow the moment a client says yes: the engagement letter for e-signature, an intake form, a request to authorize your firm with the CRA, a portal invite, a document checklist and a welcome message that explains what happens next. Each step sends reminders until it's done, and your team sees what's outstanding in one place.
An onboarding flow
| Step | Automated | Person |
|---|---|---|
| Engagement letter and e-signature | Sent and reminded | Partner approves terms |
| Intake form and portal invite | Sent and reminded | Checks answers |
| CRA authorization | Instructions sent | Submits request in Represent a Client |
| Prior returns and documents | Checklist and reminders | Reviews completeness |
| Welcome and next steps | Sent | Kickoff call if needed |
CRA access changed in 2025
Since July 15, 2025, representatives request access to individual clients through Represent a Client. Clients can approve instantly in My Account, or you can use information from a past notice of assessment. Your onboarding message should explain the client's part clearly.
How we look at it at ShoutEx
This is one of our strongest projects for firms. We set it up in your practice software, connect your website and proposal tools, and build custom steps where the software falls short.
- Engagement letters sent days after a yes.
- Documents requested by email attachments.
- No tracking of what's outstanding.
- Clients unsure what to do next.
- Onboarding triggered by acceptance.
- E-signature and portal from day one.
- Clear CRA authorization steps.
- One view of outstanding items.
What accountants and regulators say
Here is what the CRA and practitioners say.
From July 15, 2025, representatives use Represent a Client to request access to individual clients, with instant access possible when the client approves.
Read the CRA update →Preparers share onboarding checklists and the tools they use for engagement letters and intake.
Browse the threads →Firm owners discuss how long onboarding takes and what speeds it up.
Browse the threads →Community summaries describe recurring themes in public threads, not individual posts. Vendor pages describe vendor claims, so test them on your own calls.
Read next
Go deeper in the ShoutEx guides, or check the sources behind this answer.
We'll automate engagement letters, intake and CRA steps in your software.
Book a call →Follow-up questions
Can engagement letters be generated automatically?
Yes, from templates filled with proposal details. A partner should approve the terms.
Do business clients use the same CRA process?
No. The 2025 change applied to individual clients; business authorizations follow their own process.
Should onboarding be different for business clients?
Yes. Add steps for bookkeeping access, payroll and prior year financials.