Anyone onboarding clients before they have committed / The problem
You did the work before anyone said yes
Someone shows interest, so you send the long form. Property details, insurance, access, certificates, the lot. Then you chase it. Then you have the call, then you work out whether the place is even legal to let this way, then finally you talk about money. By the time anybody signs anything you have spent a fortnight on a property you might have to turn down. Some of them were never going to sign.
Anyone onboarding clients before they have committed / What we found
Three questions were asked, then quietly ignored
Walking it step by step turned up two things worth wincing at. The order was backwards: the deepest, most tedious intake ran before the agreement and the set-up fee, which is precisely the wrong way round for the person doing the work. And three questions already sitting on the form, about whether the mortgage or lease permits short lets, whether planning and licensing were checked, and whether it is legal to let this way, were being collected and then never acted on. Any one of them being a no should end the conversation. None of them did.
Anyone onboarding clients before they have committed / What we built
The order now enforces itself
Rebuilt as eleven steps in the sequence that protects you: qualify first, review as a team against a scored suitability card, send a written offer with a tier and a fee on it, take the signature and the set-up fee, and only then open the detailed intake. Nobody can reach the long form early, because the front door shows a different page depending on how far along the person actually is.
Anyone onboarding clients before they have committed / What changed
The mistake is impossible now, not discouraged
Nobody can be onboarded before signing and paying, because that route no longer exists. A permission answer that would sink the property blocks the offer at source instead of surfacing three weeks and several hours later. Every step shows what was actually submitted alongside what to do next, which was the thing being asked for. It is deployed, live, and walked end to end on test properties. No real landlord has yet come through it from start to finish.
3 questionsThree permission answers were being collected and then ignored. They now stop an offer being sent at all, before anybody spends a fortnight on a property that was never going to work.
Anyone onboarding clients before they have committed / Whose it was
Live, proven, waiting for its first landlord
This is the onboarding half of a family serviced accommodation business's management arm, the side that takes on other people's properties for a fee. It is deployed and in the team's hands. Two dependencies sit outside the build: a live e-signature provider and live card payment for the set-up fee, so today the money gate fires on a signal rather than a real signature. Until a landlord goes through it, the honest status is proven, not proved.
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All fourteen stories · MAX.AI · 2026