The client:
A boutique international firm specialising in ultra-high net worth services, spanning legal, financial, and concierge support. With a team of 50 professionals operating across global locations and a head office in London, they deliver high-touch services to a discerning clientele. Most consultants work remotely, making streamlined digital processes essential to maintaining service excellence.
The challenge
Their client onboarding process was a significant operational bottleneck. Each new client required approximately two hours of manual setup, handled by a single in-office staff member. This dependency not only slowed down onboarding but also introduced delays when that individual was unavailable.
Although a form was in place to capture client details, the subsequent steps—data entry, CRM setup, and internal notifications—were entirely manual, increasing the risk of errors and inefficiencies.
Heliocentrix worked with the law firm to design and implement a fully automated onboarding workflow using Microsoft 365 tools already available within the firm’s environment.
The result:
Consultants now benefit from a streamlined, automated onboarding process that ensures consistent data capture and eliminates manual admin. Microsoft Forms collects client information in a structured format, triggering an instant onboarding workflow via Power Automate.
The system integrates directly with the firm’s CRM, automatically creating and validating new client records. SharePoint folders are generated in the correct locations, enabling consultants to begin work immediately.
Built-in checks for duplicate clients, error handling, and a user-friendly interface mean consultants can onboard clients without needing technical knowledge. The result is a faster, more reliable process that improves data quality and frees up time for client-facing work.