Firm360 Onboarding Process Overview
Your onboarding process with Firm360 will depend on how quickly we can review information and complete necessary “homework” assignments. Below is a structured plan to guide you through the setup, workshops, and implementation phases.
Kickoff Call (15 Minutes)
Agenda:
Review the Onboarding Plan and what to expect.
Schedule Workshop sessions
Homework:
1. Send Your Logo: Email your logo image file to support@myfirm360.com.
2. Client Data Import:
- Schedule a client data import meeting with one of our client data import specialists.
- Begin collecting your client data using the Client Import Spreadsheet (attached at the bottom of this article).
- Once completed, upload the spreadsheet to your #1000 Office Client and notify us by emailing support@myfirm360.com.
3. UltraTax/Lacerte Users: Ensure that client names and client IDs match exactly in Firm360 to use our Filesync Tool for saving tax returns.
Export Instructions:
4. Please make sure all users attending Workshop #1 have been added to your Firm360. Make sure each user is assigned the appropriate roles - Admin - How to add a new user to your Firm360 Update User Roles
5. Please make sure all users are registered for Workshop #1 prior to the day of the call. Reach out to your Onboarding Specialist if you need assistance with registration.
Workshop 1 (1-1.5 Hours)
Topics Covered:
User Profile & Roles
Dashboard Overview
Adding Clients & Contacts
Client Portal & Messaging
Activities
Document Management
Global Document Folders
Leads Management
Homework:
1. Upload client data (Goal: To be completed and uploaded 5 days prior to your Billing/Invoicing Workshop)
2. Install Print Driver, Adobe Plug-In & Filesync Tool or schedule a support call to for assistance with installation.
- Self installation guides:
- Adobe Plug-In
- Firm360 Print Driver (Windows only)
- Filesync Tool (Contact support@myfirm360.com)
Note: For Filesync to work, Client ID and Client Name must match exactly in both Firm360 and your tax software (UltraTax or Lacerte).
3. Assign User Roles - User Roles
4. Add any Client Custom Fields that you wish to appear within a client’s information - Admin - Client Custom Fields
5. Create any Global Document Folders - Admin - Global Document Folders
6. Edit the "Entity Types" list in "Customizations"
7. Edit the "Document Types" list in "Customizations"
8. Get familiar with Projects Here
Workshop 2 (45 mintues-1Hour)
Topics Covered:
Document Templates
Messaging Templates
Project Statuses
Project Tasks
Homework:
1. Customize your Project Statuses
2. Customize your Project Tasks
3. Update/Edit all Project Templates that you wish to use. Inactivate any Project Templates not needed.
Workshop 3 (1.5 Hour)
Topics Covered:
Workflow, Task Management, Client Actions
Status Transition & Assignment Rules
Assigning Projects to a Single Client
Bulk Assign Project Templates by Entity Type
Homework:
1. Complete set up of any remaining Project Templates and/or Project Workflows.
2. Bulk assign Project Templates to clients by entity type or individually at the client level.
3. Review Billable Types & Categories in Customizations.
Workshop 4 (1-1.5 Hours)
Topics Covered:
Time Tracking
Billable Types & Categories
Client Engagements (Fixed Fee Billing)
Billing & Invoicing
Payments Processing
Admin Settings
Schedule post onboarding check-in Zoom call
Schedule RightSignature workshop
Homework:
1. Begin tracking time in Firm360
2. Update Time Tracking Settings
3. Set up Billable Categories, Billable Types
4. Set up Client Engagements
5. Update Billing/Invoicing Settings and Invoice Personalization
6. Post-onboarding survey
Client-Side Implementation Tools
Introducing Clients to the Client Portal:
- Client Portal Guide – Learn how to introduce your clients to the Firm360 Client Portal.
- A sample email template is attached for you to send to your contacts.
Updated Tax Organizer Process:
- Many firms are transitioning to online document submission through the Client Portal for tax returns.
- A sample letter is attached for you to customize and send to your clients to inform them of this process.
Need Help?
If you have any questions at any point during onboarding, reach out to support@myfirm360.com. We're here to help!