Automate new employee onboarding: offer letter, I-9, payroll and accounts
Say "we hired Maria" and the agent handles the offer letter, I-9 and tax forms, payroll details, accounts, equipment and the first-day schedule.
- Reach it by
- Text
- Slack or Teams
- Phone
- Who can use it
- The owner and the managers who hire
- Works in
- DocuSign (on a plan with API access) · Microsoft 365 · Slack or Teams · Google Calendar or Outlook · Your payroll provider, through the person who runs payroll
The problem
You hire someone and then spend a week on paperwork. Offer letter, I-9, W-4, state tax forms, direct deposit, payroll, email account, software logins, a laptop, a first-day plan. Each lives in a different system.
Something always slips. The I-9 is late, the laptop isn't there on the first morning, payroll misses the first check, and your new hire's first impression is a company that wasn't ready for them.
What your agent does
- "We hired Maria"Role, start date, pay rate, manager
- Your agent reads the plan backWaits for a yes before sending anything
- Offer letter sent for signatureOn a DocuSign plan with API access
- I-9 and tax forms collected and checkedW-4, state forms, direct deposit; flags missing fields
- Payroll details readyEverything payroll needs to add them in Gusto, ADP or QuickBooks Payroll
- Accounts createdMicrosoft 365 with a spare licence; Slack on Business+, or an invite
- Equipment requested, first day scheduled
What you get
- Every form in and checked before the first day
- Payroll details, email and logins ready when they walk in
- A checklist for each hire showing what's done and what's waiting
Who approves what
The owner or hiring manager approves the offer letter terms before it's sent. Whoever runs payroll adds the new employee from the details the agent collected, before the first run. Equipment orders over a limit you set wait for approval.
Common questions
- Can it do the I-9 for us?
- It sends Section 1, checks it for missing fields and tracks the deadline. Someone at your company still has to look at the employee's documents for Section 2. The agent reminds them and records when it's done.
- Does it replace our payroll provider?
- No. Payroll systems only let approved partners add employees, so the agent collects and checks everything payroll needs and hands it to the person who runs payroll, who adds the new hire.
- What about when someone leaves?
- The same agent can run it in reverse: final pay reminder, accounts shut off, equipment returned. That's usually the next thing owners add.
More for any business
Ask your company anything
Ask by phone, text or chat and get an answer from your email, files, CRM and accounting. Each person sees only what they're allowed to see.
Purchase approvals by text
Purchase requests go to the right approver by amount and department, the approver replies YES by text, and the PO is created and logged.
Stop vendor bank-change fraud
An email asks to change where you pay a vendor. The agent holds it, calls the vendor at the number on file, and only then marks it verified for your bookkeeper.
Contract renewals, caught in time
The agent reads every vendor contract for auto-renewal dates and notice periods, and warns you while there's still time to cancel or renegotiate.
A front desk that answers every call
The agent answers calls you can't take, asks your intake questions, books appointments, puts urgent callers through and texts back anyone who hangs up.
Documents by email, read, filed and routed
Email any invoice, contract, form or receipt to your agent. It pulls out the details, enters them where they belong, files it, and tells the right person.
What job would you hand to an agent?
Book a free 15-minute call. Tell us the job that eats your week and we'll tell you how an agent would handle it and what it would cost.