Signing is now available to every business, and you can try the new eForm editor, in beta. Subscriptions can post to an XPM or FYI job instead of creating a bill. Client relationships and structure diagrams are available to everyone, and the Leads module has been rebuilt with activity, follow-ups and Insights. Owners and admins can now choose which menu items each role sees.
Release highlights
Area | What's new | Who it's for |
|---|---|---|
Signing | Send any document for e-signature from the new Signing page | All businesses |
eForms | Beta: a new eForm editor that streamlines and simplifies creating eForms | All users (optional) |
Subscriptions | Post a subscription to a client's XPM or FYI job instead of billing it | Firms using XPM or FYI Elite |
Clients | Client Relationships and Integration to XPM / FYI | All users |
Clients | Structure Diagrams can now be generated from Client Relationships | All users |
Onboarding | Optional Relationships step for clients to record directors, shareholders and trustees | Owners and admins switch it on |
Leads | Revamped Leads module: board view, activity, tasks, follow-ups and proposal automation | All users |
Leads | New Insights tab: win rate, pipeline, sources, lost reasons and team | All users |
Settings | Menu access: choose which menu items each role sees | Owners and admins |
Send Billing Emails and reminders from a seperate email | Owners and Admins |
Signing is available to everyone
Send documents to your clients to sign electronically, without printing, scanning or a separate signing tool. Put one or more documents in a signing pack, choose who signs, and OnboardMe sends each person a secure link. When everyone has signed, you get the signed documents and a signing certificate.
Why it helps
Clients sign on any device, with no account to create.
One link opens every document in the pack, so clients sign everything in one go.
Every pack has a full audit trail and a signing certificate.
Signed documents are saved against the client, ready to file.
What you can send
Document | How it works |
|---|---|
Your own templates | Upload a PDF under Templates > Signing Templates, place the signing fields once and reuse it. |
One-off uploads | Drag in a PDF when you build a pack and place the fields. It isn't saved as a template. |
ASIC forms | OnboardMe's ASIC 362 and 484 forms, for Australian businesses. These are sent to companies only. |
Highlights
People on a pack: each person is a Signer, a Viewer (confirms they've viewed the documents) or Copied in (receives the signed documents at the end). Your team members can sign too.
Signing order: everyone at once, or one after another in the order you choose.
Delivery and sign-in: send the link by email, SMS or both. Choose whether people go straight in from the link or always confirm a code.
Reminders: automated reminders chase anyone who hasn't signed.
In onboardings and proposals: add a pack in Forms to sign. The client signs as part of the onboarding or proposal.
After signing: download the signed documents and certificate, upload them to FYI, or check a document with Options > Verify a signed document.
How to send your first pack
Click Signing in the menu.
Click New pack.
Choose the client, add your documents and choose who signs.
Choose how to send it, then send.
What it costs
Each signing pack uses 1 request when it's sent, however many documents it has.
Each SMS (a link or a sign-in code) is charged from your wallet at your SMS price.
Sending the link again doesn't use another request.
Note: Only owners and admins can manage Signing Templates, change Sign-in settings and verify signed documents. Everyone else can send and manage packs, unless your business has hidden Signing for their role.
Learn more: Signing help articles, including Send a signing pack and Signing templates.
Beta: the new eForm editor
We've built a new eForm editor, designed to streamline and simplify the way you create eForms. You see your form the way your client will, and click any question to change it. It's optional. Switch it on when you're ready, and switch it off any time to go back to the current editor.
Why it helps
Build and edit forms in one clean view, with less clicking.
Jump between sections from the outline, and drag them into order.
Undo and redo any change.
Preview the form as your client will see it before you send.
How to try it
Go to eForms, or Templates > eForm Templates.
Turn on New builder (beta) at the top of the page.
Click New eForm, or open a draft or sent eForm.
Your choice is remembered in this browser. It also applies when you edit a single eForm on an onboarding or a proposal.
What's in it
Feature | How it works |
|---|---|
Two steps | Questions, then Send (who it's for and the invitation email). Templates have Settings instead of Send. |
Edit in place | Click a question to change its wording, answer type, options, Required and Show only if... rules. |
Quick question types | Type a question, or press / to pick the type of answer. |
Sections | Use the Sections outline to jump around and drag sections into order. Add an intro, duplicate a section, or let the client repeat it. |
Start from | Switch to a different template at any time while you build. |
Undo and redo | Undo any change with the arrows at the bottom or Ctrl+Z. |
Preview as client | See exactly what your client will see. |
Never lose work | Unsaved changes are kept in your browser. If the tab closes, you can restore them next time. |
Note: Forms you create in the new editor work exactly like any other eForm for your clients. On onboardings and proposals, stacked eForms still open in the current editor.
We'd love your feedback while it's in beta. Tell us what you like and what you'd change at [email protected].
Learn more: eForms.
XPM and FYI job costs for subscriptions
A subscription line can now post to the client's XPM job or FYI job instead of going on a bill. Each run adds the amount to the job as a cost, so you can recover it through your usual job billing.
Why it helps
Recover software subscriptions through the job you already bill from.
No extra invoices for the client.
Run history shows whether each cost reached XPM or FYI.
Costs that don't post are flagged, and you choose how to fix them.
How to set it up
Open Clients > Subscriptions, then open a subscription or click New.
On the line, choose XPM job or FYI job instead of Bill.
Choose the client's job. Click the refresh icon to fetch their latest jobs.
Check the Description and Amount (ex tax), then click Save.
A line is either billed or posted to a job, never both. If every line posts to a job, no bill is created.
Importing subscriptions: in Import CSV, choose Charge new subscriptions as > XPM job cost or FYI job cost, and enter a Job name. OnboardMe picks each client's current job with that name. You can change the job for any client before you import.
FYI setup
FYI job costs need FYI Elite and a $1.00 disbursement rate in FYI. OnboardMe posts the amount as the quantity, so the amount in FYI is exact.
Create a $1.00 disbursement rate in FYI.
Go to Settings > Integrations, open your FYI settings and choose it under Job cost rate.
You can choose a different $1.00 rate on a subscription type (FYI rate) or on a single line.
XPM needs no extra setup. You can add an optional Cost code on the line.
When a cost doesn't post
Open the schedule's Billing history. The Job cost column shows Posted, Waiting to post, Not posted or Check XPM for each run.
Click the menu next to a cost to Retry posting to XPM, mark it as posted (It's in XPM, mark as posted) or choose Don't post this cost.
Important: if XPM didn't confirm a cost, check the job in XPM before you retry. If the cost is already there, mark it as posted so it isn't added twice. FYI costs are checked automatically, so retrying them is safe.
OnboardMe retries automatically. After 3 failed attempts, the person who set up the schedule gets a notification. Schedules with costs that didn't post also show a job cost not posted badge in Bills & Payments > Recurring Bills.
Learn more: Subscriptions help articles, XPM job integration and FYI Elite integration.
Client Relationships and Integrations
Record how your clients are connected: directors, secretaries, shareholders, trustees, beneficiaries, partners, spouses and more. See the whole group at a glance in a structure diagram.
Why it helps
Understand a client group before you quote or onboard.
Adding a relationship on one client adds it to the other client too.
Relationships sync with XPM.
Clients can tell you their structure during onboarding.
The Relationships tab
Open a client and click the Relationships tab. Click Add Relationship, choose the Relationship Type and the Related Client, and add the Start Date. Shareholders also need a Number of Shares, and partners a Percentage. Set an End Date when a relationship ends.
Client Relationships have a 2-way integration with XPM, so existing relationships in XPM flow down into OnboardMe.
Newly created or updated relationships in OnboardMe are synced to XPM on the next client update.
For FYI Elite firms, Relationships are downloaded from FYI, but FYI does not have the ability to create or update Client Relationships via their API.
Relationships in onboarding
Clients can add and end relationships during onboarding. It's off until you turn it on.
Go to Settings > Business > System Settings.
Set Relationships to Optional or Mandatory.
Option | What it does |
|---|---|
Hidden | No Relationships step. This is the default. |
Optional | Clients see the step but don't have to add anything. |
Mandatory | Each client on the onboarding needs at least one relationship. One already on the client record counts. |
When the onboarding is completed, the relationships are saved to both clients' records and sent to XPM if you're connected. Clients added for an ID check only don't see the Relationships step.
Learn more: Clients help articles and Client Onboarding help articles.
Client Structure diagram
Click Structure on the Relationships tab, or go to Clients > Options > Structure diagram and search for a client.
Click a client to centre the diagram on them. Click Back to this client to return.
Turn on Show ended to include past relationships.
Click Download PDF to save the diagram.
The new Leads module
The Leads module has been rebuilt so you can run your whole pipeline in OnboardMe. Open it from Clients > Leads & Deals.
Why it helps
See your pipeline as a table or a board.
Know when you last spoke to each lead and what happens next.
Leads move through your stages on their own as proposals go out and are accepted.
Insights show where leads come from and where they stall.
What's new
Feature | What it does |
|---|---|
Board view | Click Kanban to see a column for each stage. Drag a card to move the lead. |
Quick edits | Change a lead's source, status, value and owner straight from the table. |
Stages | Set each status as Open, Won, Lost or On hold under Manage options. Your existing statuses are kept. |
Pipeline fields | Owner, expected close date, rating (Hot, Warm, Cold) and Referred by. |
Activity | Log calls, meetings, emails and notes against a lead. |
Tasks and follow-ups | Set tasks with due dates. The Follow-ups tab lists what's due, and the person assigned gets a reminder each morning. |
Lost reasons | Record why a lead was lost, from a list you manage. |
Proposal automation | Choose the stage a lead moves to when a proposal is sent, opened or declined. Accepted leads are always marked Won. |
Lead history | When a lead becomes a client, their lead history stays under Notes and Documents > Lead history. |
Note: API, Zapier and AI assistant integrations keep working as before. Statuses and sources are still matched by name.
Leads Insights
The new Insights tab shows how your pipeline is converting.
New leads, Win rate, Open pipeline and Needs attention cards.
The Pipeline by stage, with average time in each stage and leads that have no next step.
New and won leads over time, and how long leads have been Waiting.
Team, Sources and Lost reasons tables.
Click any number to see the leads behind it.
Filter by date, team member, client partner or client manager. Owners and admins see the whole team. Everyone else sees the leads they own.
Tip: Setting up your pipeline for the first time? Go to Manage options to set your stages, sources, lost reasons and proposal automation. See Set up your leads pipeline.
Learn more: Leads help articles, including Leads overview and Leads Insights.
Menu access by role
Owners and admins can now choose which menu items each role sees. If your team doesn't use eForms or Signing, for example, hide them so the menu only shows what people use.
Why it helps
A cleaner menu, with only the parts of OnboardMe your business uses.
Easier for new staff, with less to learn on day one.
Set it once per role, not person by person.
No risk of locking yourself out. Templates and Settings always stay visible to owners and admins.
How to set it up
Go to Settings > Users.
Open the Menu access tab.
Untick a menu item in a role's column to hide it from everyone with that role.
Click Save changes.
Everything is ticked to start with, so nothing changes until you choose. Only owners can change the Owner column. If someone opens a hidden page from a bookmark or link, they're taken to the Dashboard.
Important: Menu access hides menu items and pages. It doesn't block access to information. People can still see related details elsewhere, such as bills on a client's page. To limit what someone can do, give them a different role.
Learn more: Customise the menu for each role.
Send emails from a different email and let replies flow to users
In this update we've released the ability to setup a second email profile when sending emails using your own domain and extended existing email setup to allow you to have replies go directly to requestors.
The second email profile can be used for sending Billing Reminders and Emails, separate from your normal system email address.
To setup sending emails from your own domain, please refer to this article: Send emails with your business email (Microsoft) | onboardme help center
To enable replies going to individual recipients, please open your existing SSO settings and select the client reply goes to option you would prefer:
Still need help?
Contact us