What finance documents should I collect before kickoff?

At minimum: the signed contract, the deposit invoice, the client's W-9 or tax form, the billing contact, and any PO number. Collecting them before kickoff keeps the engagement billable and audit-ready from day one.

Why capture the PO number during onboarding?

Many clients require their PO number on every invoice before they'll pay. Recording it once during onboarding means it's there for each invoice instead of being chased later.

Can I reuse the same onboarding folder structure?

Yes. Start each new client from a template so the contract, invoice, and tax-form areas are consistent and nothing is missed.

Cash Workspace

Use the Freelancer template

Agency finance · Onboarding

Set up a new client's finance folder before kickoff

A new client engagement starts on the wrong foot when the signed contract, the deposit invoice, and the W-9 are still floating in email a month in. A repeatable onboarding checklist and a folder structure created before kickoff means the finance records are in place from day one. Cash Workspace gives you one folder per client to collect and file every onboarding document.

Start a free workspace See the digital agency client folder template

The problem

Why client onboarding finance gets skipped

In the rush to start the work, the finance setup is left for later. Then the deposit invoice can't be reconciled, the W-9 is missing at year-end, and nobody knows who to bill.

The signed contract is in someone's inbox, not in a shared client folder.
The deposit invoice goes out before the billing contact is even recorded.
The client's PO number is needed on every invoice but was never captured.
At year-end the W-9 is missing and the 1099 process stalls.
Each new client is onboarded differently, so some folders are complete and others aren't.

The workflow

Onboard a client's finances in order

Create the folder structure, run the document checklist, and file each item before the kickoff call.

1
Create the client folder
Make one finance folder named for the client with sub-areas for contracts, invoices, and tax forms.
2
Collect the contract
File the signed contract or statement of work so the agreed terms live with the finance records.
3
Capture billing details
Record the billing contact, email, PO number, and any vendor-portal requirement the client uses.
4
Record the deposit invoice
Record the deposit invoice with its amount, status, and due date and attach the sent PDF.
5
File the W-9
Collect and file the client's W-9 or equivalent tax form so it's ready at year-end.
6
Confirm before kickoff
Run the checklist once more to confirm nothing is missing before the kickoff call.

Record structure

What to collect and record for a new client

These records make a new client billable and audit-ready from the first invoice.

Signed contract: The executed contract or SOW, attached to the client folder.
Deposit invoice: The first invoice with amount, status, due date, and sent PDF.
W-9 / tax form: The client's W-9 or equivalent, filed for year-end use.
Billing contact: Name and email of who approves and pays invoices.
PO number: The purchase-order number that must appear on each invoice, if the client uses one.
Billing portal note: Any vendor-portal or invoicing-system requirement the client imposes.
Rate / scope summary: A one-line summary of the agreed rate and scope for quick reference.

Example setup

An example onboarding folder structure

One way to lay out a new client's finance folder before kickoff.

Contracts

The signed contract or SOW and any amendments.

Invoices

The deposit invoice and a place for future invoices, each with status and dates.

Tax forms

The client's W-9 and any state or vendor tax documents.

Billing details

A note with the billing contact, PO number, and portal requirements.

Common mistakes

Onboarding mistakes to avoid

Starting the work before the signed contract is filed.
Sending the deposit invoice without a recorded billing contact or PO number.
Leaving the W-9 collection until year-end when it slows the 1099 process.
Onboarding each client differently so some folders are missing key documents.
Keeping onboarding documents in email instead of one client folder.

How it helps

How Cash Workspace helps

One folder per client

Create a finance folder for each new client with areas for contracts, invoices, and tax forms.

Attach the documents

Attach the signed contract, deposit invoice PDF, and W-9 so onboarding records stay in one place.

Reusable templates

Start from a template so every client is onboarded with the same folder structure and checklist.

Client folder template

Start every client from a consistent folder template.

Contract and finance folder

Keep contracts and finance records together per client.

Deposit invoice records

Organize deposit invoices and their statuses.

Templates

Browse reusable workspace templates.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Client onboarding finance FAQ

What finance documents should I collect before kickoff?: At minimum: the signed contract, the deposit invoice, the client's W-9 or tax form, the billing contact, and any PO number. Collecting them before kickoff keeps the engagement billable and audit-ready from day one.
Why capture the PO number during onboarding?: Many clients require their PO number on every invoice before they'll pay. Recording it once during onboarding means it's there for each invoice instead of being chased later.
Can I reuse the same onboarding folder structure?: Yes. Start each new client from a template so the contract, invoice, and tax-form areas are consistent and nothing is missed.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Onboard every client the same clean way

Start a free workspace and set up each new client's finance folder before kickoff — contract, deposit invoice, W-9, and billing details all in one place.