Client Data Intake and Document Triage (Onboarding)

Client Data Intake and Document Triage (Onboarding)

1. 01

   Inventory every document type the client will send before signing the retainer

   List invoices, contracts, onboarding forms, IDs, and statements by volume per month. A client sending 40 invoice variants monthly needs different routing than one sending 12 standard contracts.

2. 02

   Classify each document type by structure: fixed-layout, semi-structured, or free-form

   Fixed-layout forms tolerate template-based extraction; free-form correspondence and scanned PDFs need confidence-scored models. Instabase and Rossum both expose classification and confidence scoring that map to this split.

3. 03

   Confirm the downstream system of record for each extracted field

   Decide whether validated data lands in the client's ERP, a shared spreadsheet, or a data warehouse. Anvil and Documint generate documents from structured data, so the destination schema must be agreed before extraction rules are written.

4. 04

   Sample 50 real documents per type and measure baseline manual handling time

   Time a team member processing each type end to end. This baseline becomes the denominator for every savings claim in the client report and protects the agency from unverifiable ROI assertions.

5. 05

   Map exception paths for missing signatures, illegible scans, and mismatched totals

   Route exceptions to a named client reviewer with a 24-hour SLA. Superdocu automates collection reminders and validation dashboards, which covers the chase-and-verify loop without email threads.

6. 06

   Document data residency, retention, and training-pool exposure for each tool in the stack

   Confirm whether client documents enter a shared model training pool. Forrester analysts argue private deployments outperform public tools for B2B use cases because shared model access erases differentiation, and procurement teams now ask this question directly.

7. 07

   Publish a one-page intake charter the client signs before the first document flows

   The charter names document types, volumes, exception owners, and the agreed savings baseline. It converts document automation from a tool purchase into a scoped delivery commitment.