Many companies want to save trees and adopt paperless onboarding when bringing a new customer in. This onboarding process is crucial to ensuring customer success.
If a new customer has been signed up or subscribed to your services a list of supporting documents and files needs to be collected, as well as contracts, agreements and policies that need to be signed and approved. Digital is the best format for handling, storing and re-purposing this information.
At CheckHub we are convinced that the best way to digitize the collection of client information, is to use a document or client portal.
We hereby list 5 reasons why:
1. Upload pictures or photos of the requested documents
Cameras in mobile phones have developed so much in recent years. It is now more convenient to have your client take a clear picture of a document than scan it. Your client does not have to run to the copier anymore nor will he need to search for a scanner.
State-of-the-Art client portals like CheckHub will even enable you to rotate and store these images automatically in an easy-to-use PDF format and adapt the name-giving to your existing nomenclature.
2. Approval of documents
You should be able to review, approve and reject files in your document portal. This will ensure that the documents supplied meet your policies and legal requirements.
Great portals even allow you to set your own validation rules to the approval process runs automated and you get a real-time interaction with the client.
3. Keep a log of the process
Some regulated markets need a record or history of documents and communications submitted. A client portal keeps a log of all the activity on the platform so you are able to export this history at any time. You will be glad to be in this situation when the next audit questions drop in.
4. Improve and automate your collection of data
Let your customers complete your forms online. Then you have data points in electronic format. Or even better, use OCR to extract the data points from the provided documents. These data points can again be used to pre-fill contracts and other agreements.
At the very least this saves manual input and trying to decipher handwriting and even more important it avoids errors in retyping data into your company’s systems.
5. Digitally signing contracts, policies and agreements
To have a fully digital process, you can provide your contracts, agreements and policies online too. Having e-sign capabilities for your clients is a must.
Digitizing gives you data to power your software and automate processes. You will save time, save a lot of money and save trees at the same time. Not to forget the enhanced experience you offer your clients while onboarding.