Proposal to Portal Access Agent
Client accepts proposal in Ignition. Email notification goes to Ryan. Glenda (or Ryan) manually logs into Ignition to read the scope, logs into Double HQ to create the client, selects the onboarding template, adds the contact, copies the portal link, and sends a welcome email by hand. Process takes hours and depends on one person being available.
Client accepts proposal in Ignition. Agent automatically creates the Double HQ account with the correct onboarding template, adds the primary contact, and sends a branded welcome email with the portal link and upsell reminder. New client can start answering onboarding questions immediately. Process takes minutes and runs without Slack checks, admin handoffs, or email composition.
Manual client onboarding delays new engagements by hours
When a client accepts a proposal in Ignition, someone has to check Slack, log into Ignition to read the scope, log into Double HQ to create the client account, select the right onboarding template, copy the portal link, and send a welcome email by hand.
Depends on one person. Glenda handles it when she's available. Ryan does it when she's not.
Multiple logins, manual template selection, and email composition add up to a multi-step process that blocks new clients from starting onboarding.
No systematic way to remind clients about add-on services they declined during the proposal stage.
Proposal acceptance triggers instant client setup and welcome
Double HQ client account is ready within minutes of proposal acceptance, with the right onboarding template applied based on services purchased.
New clients receive a professional welcome message with portal access and instructions to start answering onboarding questions immediately.
Welcome email lists declined add-on services with an invitation to add them later, turning every new engagement into a revenue conversation.
The entire workflow runs without Ryan or Glenda checking notifications, logging into systems, or composing emails after the client accepts the proposal.
The moment a client accepts an Ignition proposal, the agent creates their Double HQ account with the correct onboarding template and sends a branded welcome email with the portal link. No manual steps. No delays. No dependency on a single person.
How the agent handles proposal-to-onboarding
The agent watches for proposal acceptances in Ignition, extracts the client details and service selections, creates the account in Double HQ with the matching template, and sends a welcome email with the portal link and upsell reminder.
Agent monitors Ignition for accepted proposals via Zapier webhook or email notification, capturing client name, email, services purchased, and add-ons declined.
Agent calls Double HQ API to create a new client account, add the primary contact with portal access, and apply the correct onboarding template based on the service type (bookkeeping, advisory, payroll, etc.).
Agent generates and sends a welcome email from a Shack Accounting domain address, including the portal link, a summary of purchased services, and a note about declined add-ons with an invitation to add them later.
Agent records the onboarding event with timestamp and proposal details for audit and follow-up purposes.
Ignition proposal acceptance notification +
Triggered when a client accepts a proposal, containing client name, email, services accepted, and add-ons declined.
Service-to-template mapping rules +
Deterministic rules that map each service type (bookkeeping, advisory, payroll, etc.) to the corresponding Double HQ onboarding template.
Email template and branding +
Branded welcome email template with variable slots for client name, portal link, purchased services, and declined add-ons.
Extract proposal data +
Parse Ignition notification to extract client name, email, services accepted, and add-ons declined.
Map services to templates +
Match accepted services against the service-to-template mapping to determine which onboarding template to apply.
Create Double HQ client +
Call Double HQ REST API to create client account, add primary contact with portal access, and apply the selected onboarding template.
Compose welcome email +
Generate branded welcome email with portal link, purchased services summary, and declined add-ons upsell message.
Double HQ client account +
New client record in Double HQ with correct onboarding template applied and primary contact added with portal access.
Welcome email sent +
Branded email delivered to new client with portal link, service summary, and invitation to add declined services later.
Onboarding event log +
Audit record with timestamp, proposal details, client name, and template applied for tracking and follow-up.
Is this for you?
- + Accounting firm owners and admins - Firms that use Ignition for proposals and Double HQ for practice management, and want to eliminate manual client setup steps.
- + Firms with defined service templates - Firms that have a fixed list of services (bookkeeping, advisory, payroll, etc.) that map to specific Double HQ onboarding templates.
- + Firms with regular client intake - Firms that onboard multiple clients per month and benefit from removing repetitive manual steps.
- + Firms that want systematic upsell - Firms that see value in reminding new clients about add-on services they declined during the proposal stage.
- - Firms without Ignition or Double HQ - This agent is purpose-built for the Ignition-to-Double HQ workflow. Firms using different proposal or practice management software need a different integration.
- - Firms with highly variable service templates - If your onboarding templates are custom per client or change frequently, the deterministic service-to-template mapping won't work without ongoing maintenance.
- - Firms that want AI-driven client classification - This agent uses rule-based service matching. If you need AI to infer the right template based on client context or industry signals, this is not the right fit.
Scoped build plus usage-based runs
The agent is built and deployed once. After that, you pay per proposal acceptance processed. Pricing covers the initial integration with your Ignition and Double HQ accounts, the welcome email template design, and ongoing execution of the onboarding workflow.
- Initial build includes Ignition trigger setup (Zapier webhook or email parsing), Double HQ API integration with OAuth2 token refresh, welcome email template design and branding, and deployment to Railway.
- Usage pricing covers each proposal acceptance processed, including Double HQ API calls, email delivery, and event logging.
- No per-client fees. No monthly minimums. You pay only for proposals that are actually accepted.
When does the agent create the Double HQ account after a proposal is accepted?
The agent detects proposal acceptance in Ignition and creates the Double HQ account within minutes. The client receives their welcome email with portal access immediately, so they can start answering onboarding questions right away without waiting for manual admin setup.
How does the agent know which onboarding template to apply to each new client?
The agent reads the services the client accepted in the Ignition proposal and applies a matching onboarding template. If a client bought bookkeeping, they get the bookkeeping template. If they bought advisory, they get the advisory template. The mapping is deterministic and rule-based, so there is no guessing or manual selection needed.
What happens if a client declined add-on services during the proposal stage?
The welcome email lists the add-on services the client did not select and includes a note inviting them to add those services later if they change their mind. This turns every new client onboarding into a built-in upsell touchpoint without requiring manual follow-up.
Does this agent work if we use a different proposal tool or practice management platform?
No. This agent is purpose-built for the Ignition-to-Double HQ workflow. If you use different proposal software or a different practice management platform, you would need a different integration. The automation depends on Ignition's proposal acceptance trigger and Double HQ's REST API.
Can the agent handle proposals where clients buy multiple services at once?
Yes. If a client accepts a proposal that includes both bookkeeping and payroll, the agent applies both the bookkeeping and payroll onboarding templates to their account. The welcome email lists all purchased services and all declined add-ons.
Who receives the welcome email, and what does it include?
The primary contact email from the accepted proposal receives the welcome email. It includes the client portal link, a summary of services they purchased, instructions to log in, and a note about add-on services they declined with an invitation to add them later if needed.
What if your onboarding templates change frequently or are custom per client?
This agent uses rule-based service-to-template matching, so it works best when you have a fixed list of services that map to specific templates. If your templates are highly variable or custom per client, the deterministic mapping won't work without ongoing maintenance. You would need a different approach.
Does the agent eliminate the need for manual Slack notifications and admin handoffs?
Yes. The entire workflow runs automatically from proposal acceptance to welcome email delivery. Your admin does not need to check Slack, log into Ignition to read the scope, log into Double HQ to create the client, or compose a welcome email. The process takes minutes and requires no human intervention.
Stop waiting hours for admin handoffs. Start onboarding clients in minutes.
The moment a client accepts your Ignition proposal, their Double HQ account is ready with the right onboarding template and a branded welcome email. No manual steps. No delays. No dependency on a single person.