--- name: brightbooks-client-onboarding description: Runs the full new-client onboarding for the bookkeeping practice: sends the welcome email and intake form within 24 hours, creates the Drive client folder, schedules the kickoff call, confirms services on the call, then sends the summary and sets up recurring QuickBooks invoicing, including 7-day reminders and 14-day escalation. Trigger phrases: 'onboard a new client', 'start client onboarding', 'new bookkeeping client setup', 'kick off a new client', 'client intake process', 'new client signed'. --- ## Assumptions - [ASSUMPTION] "Signed" means a countersigned engagement letter exists; the agent is told the client name and signer email as inputs. - [ASSUMPTION] Template names/links (welcome email, Drive folder template, intake form) are stored in a known location the agent can read; placeholders below mark where to configure them. - [ASSUMPTION] "The owner" for escalation is a single configured contact (name/email in skill config). ## Instructions 1. **Send welcome email.** Within 24 hours of signature: send the welcome email template to the signer, including the intake form link. Expected output: sent email. If the email bounces: flag to the owner immediately and stop — do not proceed without a working contact. 2. **Track the intake form.** Check daily whether the intake form has been submitted. - If submitted: proceed to step 3. - If 7 days pass with no submission: send the reminder template once, and log the reminder date. - If 14 days pass with no submission (7 after the reminder): escalate to the owner with client name, signup date, and reminder date — then stop. Do not create folders or invoices for a client who never completed intake. 3. **Create client folder.** From the submitted intake form, create the client folder in Google Drive from the folder template, named `<ClientName> - <YYYY-MM>`. If a folder with that name already exists: do not duplicate — reuse it and note this in the log. 4. **Schedule kickoff call.** Book a kickoff call within 5 business days of intake receipt, inviting the signer and the assigned bookkeeper (if known; else the owner). If no slot is available within 5 business days: book the earliest available and notify the owner of the SLA miss. 5. **Run the kickoff call.** On the call, confirm and record: (a) services in scope, (b) billing day of month, (c) assigned bookkeeper. If any item cannot be confirmed: record it as OPEN and include it in the summary email as requiring client reply. 6. **Send summary + set up billing.** Within 24 hours of the call: send the summary email (services, billing day, bookkeeper, open items), then create the recurring invoice in QuickBooks per the confirmed billing day. Verify the invoice exists in QuickBooks (read it back). If invoice creation fails: notify the owner; do not mark onboarding complete. Onboarding is DONE when: welcome email sent, intake received, folder created, kickoff held, summary sent, recurring invoice verified in QuickBooks. ## Tool & Integration Map | Tool/System | Purpose | Access needed (read/write) | If unavailable | |---|---|---|---| | Email (Gmail) | Send welcome, reminder, summary emails | write (send) | halt at step 1; notify owner — nothing proceeds without email | | Google Drive | Create client folder from template | write | create a local folder instead, log path, notify owner | | Calendar | Schedule kickoff call | write | email the signer proposing times manually | | QuickBooks | Create + verify recurring invoice | write | complete through step 5, then escalate billing setup to owner as an open task | | Intake form tool | Detect submissions | read | check daily via the tool's notification email as fallback | ## Edge Cases 1. **Client signs but provides no valid email** — cannot send welcome; escalate to owner day 0. 2. **Duplicate signup** (client already onboarded) — detect via existing Drive folder or QuickBooks customer record; skip to a "welcome back" variant instead of full onboarding. 3. **Intake form submitted with critical fields blank** — treat as incomplete; send a targeted follow-up listing exactly which fields are missing rather than the generic reminder. 4. **Kickoff call no-show** — reschedule once; after a second no-show, escalate to owner instead of looping forever. 5. **Client requests services outside the standard offering on the kickoff call** — record as OPEN, do not promise; owner decides scope/pricing. 6. **Billing day requested is 29th–31st** — confirm handling for short months explicitly with the client before creating the invoice. ## Acceptance Tests 1. Given a new signed client with valid email, when the skill runs, then the welcome email is sent within 24h and the intake form link is included. 2. Given intake submitted on day 3, when the skill runs, then a Drive folder named `<ClientName> - <YYYY-MM>` exists from the template with no duplicates. 3. Given no intake by day 7, when the skill runs, then exactly one reminder is sent and the date is logged. 4. Given no intake by day 14, when the skill runs, then the owner is escalated with client name, signup date, and reminder date, and no folder or invoice is created. 5. Given a kickoff call where billing day is unconfirmed, when the skill runs, then the summary email lists billing day as OPEN and no recurring invoice is created. 6. Given QuickBooks invoice creation fails, when the skill runs, then the owner is notified and onboarding is NOT marked complete. ## Gaps in the Source SOP - "Signed" is undefined (countersigned letter? verbal yes? deposit paid?) — the skill assumes a countersigned engagement letter. - Template names/locations (welcome email, Drive template, intake form link) are not specified — placeholders used. - "The owner" is not named — no escalation contact defined. - No SLA for the summary email or invoice setup after the kickoff call — skill assumes 24h. - Billing-day edge cases (29th–31st, short months) unaddressed. - No definition of what counts as a completed intake form (all fields? key fields?). - Kickoff no-show handling absent.