PromptusphereHow to onboard a new client with their tax details, contacts and contract
This template gathers in one request what you need to start working with a client: their company, their billing details, who pays and the signed contract. Your team reviews the tax details and the contract before the onboarding is done.
Included in the 14-day trial, no card needed.
Describe how you work today and we'll suggest the questions
The problem
Onboarding gets split between an email with the tax certificate, a message with a mistyped RFC and a contract nobody knows came back signed. The first invoice goes out with the wrong tax regime or to someone who does not pay, and you have to ask for everything again. Sometimes the client even sends passwords in a chat because nobody told them how to share access.
When to use it
- You close a new client and need their details to invoice from the first month.
- The person who hires you is not the one who receives and pays the invoices.
- You need the signed service agreement before the kickoff meeting.
- You will need access to the client's tools and want to know which ones without receiving passwords.
How it works
1. Adjust the template
Start from the client onboarding template. Change questions, payment methods or the contract you request, and choose who on your team reviews the tax details. What you publish stays fixed for each onboarding.
2. Send it when you close the deal
Send the invitation by email, private link or a prepared WhatsApp message. Your client answers from their phone, uploads the certificate and the contract, and their progress saves automatically.
3. Review and confirm
You review the tax details and the signed contract as two separate approvals. If the RFC does not match the certificate, you reject that answer with a reason and the client goes straight to fix it.
The template, question by question
This is how it arrives in your workspace. Change questions, options and approvals to fit the way you work.
What it asks
It starts with the company: trade name, industry, website and number of employees. Then the billing details exactly as they appear on the tax status certificate: legal name, RFC, tax regime, CFDI use, tax postal code, email for invoices and the certificate as a PDF, plus the preferred payment method and whether they need a purchase order to pay. Next it asks for the main contact and who receives and pays the invoices; if it is someone else, their name and email appear. Finally, under kickoff, it asks which tools you will need access to without asking for passwords, a date for the kickoff meeting and the signed service agreement. Your team approves two things separately: the billing details review and the signed contract review.
Approvals
- 01Billing details review (your team)
- 02Signed contract review (your team)
What reopens when something changes
- Billing details reviewReopens if this changes: Legal name, RFC (Mexican tax ID), Tax regime, CFDI use, Tax postal code, Email for invoices, Tax status certificate
- Signed contract reviewReopens if this changes: Signed service agreement
| Question | Answer | Required |
|---|---|---|
| Your company | ||
| Trade name | Short text | Yes |
| Industry | Short text | No |
| Website | Short text | No |
| Number of employees | One option: 1 to 10, 11 to 50, 51 to 200 and 1 more | No |
| Billing details | ||
| Legal name | Short text | Yes |
| RFC (Mexican tax ID) | Short text | Yes |
| Tax regime | Short text | Yes |
| CFDI use | Short text | Yes |
| Tax postal code | Short text | Yes |
| Email for invoices | Short text | Yes |
| Tax status certificate | File: PDF, 10 MB | Yes |
| Preferred payment method | One option: Bank transfer, Card, Cash or deposit | Yes |
| Do you need a purchase order to pay? | One option: Yes, No | Yes |
| Contacts | ||
| Main contact's name | Short text | Yes |
| Role | Short text | No |
| Short text | Yes | |
| Phone or WhatsApp | Short text | Yes |
| Who receives and pays the invoices? | One option: The main contact, Someone else | Yes |
| Accounts payable contact name | Short text | If it applies |
| Accounts payable contact email | Short text | If it applies |
| Kickoff | ||
| Which tools or accounts will we need access to? | Long text | No |
| Preferred date for the kickoff meeting | Date | No |
| Signed service agreement | File: PDF, 25 MB | Yes |
Common mistakes
Copying tax details by hand
A mistyped RFC or postal code invalidates the invoice. Ask for details that match the certificate and check them against it.
Assuming the signer is the payer
Ask who receives and pays the invoices so you do not send them to the wrong person.
Asking for passwords in a message
Only ask which tools you will use and send invitations through a secure channel. The template already says so.
Starting without a signed contract
Keep the contract required and approve it before the kickoff meeting.
Frequently asked questions
Does Promptusphere issue my clients' invoices?
No. It collects the details you need to invoice from your own system. Promptusphere does not issue CFDI.
What happens if the client changes their legal name later?
Only the billing details review reopens. The contract review stays approved and the earlier value stays in the history.
Can I reuse their details on the next request?
Yes. Approved details stay on the client's profile, and the client confirms before they are applied to a new request. Each request keeps its own copy.
Does my client need an account?
No. They open the link, confirm their email with a 6-digit code and answer from their phone, without paying anything.
Can I try it before paying?
Yes. You get a 14-day trial with no card and every template included. After that it costs MXN 299 per month, VAT included.
Start with this template
It lands in your workspace ready to adjust. Your customers answer it for free from their phone.
Use this template