Client Onboarding & Fund Setup

Q: Can the automation handle different fund structures and trustee arrangements?

Yes, the system validates documents and client details against multiple SMSF fund structures, including individual trustees, corporate trustees, and mixed arrangements. Compliance rules adapt based on the fund type selected during intake.

Q: Will existing client data be affected if we automate onboarding?

No, automation applies only to new client onboarding workflows. Existing client records and fund data remain unchanged and can be migrated separately if needed.

Q: How does the system track signature status on agreements?

Agreements are sent through an electronic signature platform that provides real-time tracking and automatic reminders to signatories. The system notifies the operations team when all signatures are collected and ready for filing.

Q: What happens if the compliance check flags a concern?

Flagged issues are routed to the compliance officer for manual review and decision. The system pauses fund setup until the concern is resolved, ensuring no non-compliant funds are created.

Faster fund setup means clients are invested sooner and your admin team spends less time on repetitive data entry.

184 hrs

Manual time identified

Companies have mapped

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About This Automation

Client onboarding for self-managed superannuation funds involves collecting documents, verifying compliance, and setting up fund records across multiple systems. Manual coordination of intake forms, document collection, and data entry creates delays and errors that can take 14-21 days to resolve.

Automation captures client intake through a single form, validates documents against compliance rules in real time, and populates fund setup records automatically. Fund activation drops to 5-7 days with consistent compliance checks and zero manual data re-entry.

Key features:

Capture client intake and document requests through a single online form with automatic delivery tracking

Validate uploaded documents and client details against SMSF compliance rules and flag gaps for review

Extract client, trustee, and fund information from documents and populate fund setup records automatically

Generate and send trustee and member agreements with signature tracking built in

Notify accountant with complete fund details and trigger fund record creation in accounting software

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Document collection delays Clients email documents in various formats and administrators spend 45 minutes per client chasing missing or incomplete submissions.	80%
2	Manual compliance checking Compliance officer manually verifies ID, AML, contribution limits, and fund rules against a spreadsheet checklist with no consistency tracking.	67%
3	Data re-entry across systems Administrator manually types client and trustee details from documents into fund setup form, cross-referencing multiple sources and creating errors.	53%
4	Signature tracking and follow-up Agreements are emailed for signature and tracked manually via email replies, causing delays and lost documents.	40%
5	Accountant communication gaps Administrator sends email notifications to accountant with fund details; accountant may request clarification or missing data, extending fund activation time.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.5/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.4/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. New Client Intake Submittedtrigger

Client completes intake form form or email request. Trigger captures client name, fund type, trustee details, and contact information.

2. Send Intake Checklist via Email

Automation sends personalized email with document checklist and secure link to upload portal. Email includes deadline and contact for questions.

3. Collect Documents via Portal

Client uploads ID, proof of address, trustee details, and contribution history to secure portal. Automation stores files in organized folder.

4. Validate Compliance Requirements

Reviews uploaded documents against SMSF compliance rules, checks ID/AML status, contribution limits, and member eligibility. Flags any gaps for manual review.

5. Populate Fund Setup Record

Automation extracts client and trustee data from documents and intake form, then creates fund record with all required fields pre-filled.

6. Generate and Send Agreements

Automation creates trustee and member agreements from templates, populates with client details, and sends for electronic signature.

7. Notify Accountant of Fund Setup

Automation sends accountant summary email with fund details, trustee names, signed agreements, and link. Includes compliance checklist status.

8. Confirm Fund Activation

Automation sends client confirmation email with fund details, next steps, and accountant contact information. Updates record with completion status.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

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Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

376 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a client doesn't upload all required documents?

The system flags missing documents and sends an automatic reminder to the client with a link to upload them. The compliance officer is notified of gaps so they can follow up or request clarification before fund setup proceeds.

Can the automation handle different fund structures and trustee arrangements?

Will existing client data be affected if we automate onboarding?

How does the system track signature status on agreements?

What happens if the compliance check flags a concern?

View more FAQs

Process pain:9.5/10

Mapped by:4 Companies

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Page updated 10 August 2026