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Implementation Initial Check-In

Establish a consistent, auditable process for Initial Check-In once Sales signals a new group is ready—ensuring all required documents are present, folders are structured, HubSpot is updated, and downstream teams are unblocked within 24 hours.

Scope

Applies to Sales Admin + Implementation Check-In roles and any Implementation Specialist who assists with intake.

3) Roles & Ownership

  • Sales Admin (SA): Triggers check-in, confirms sales package completeness, shares sources/credentials.

  • Implementation Check-In (ICI): Owns the 24-hour workflow: document validation, folder build, ticket creation, notifications, Natpay setup.

  • Implementation Specialist (IS): Receives the ticket, reviews missing items, and proceeds with next implementation steps.

4) SLA & Timing

  • SLA: Within 24 hours of Sales notifying SA that a group is “Discovery,” complete Sections 7–10 below.

5) Inputs (from Sales / Client)

Sales must confirm all documents are in the client folder created for this group. Required items:

A. Tax & Legal Proof

  • Federal Proof (any one): SS-4, 941, or other federal tax doc

  • State Proof (any one): OH Withholding Letter, Ohio IT-501, or other applicable state tax doc

  • SUI Proof: Screenshot from state system

  • Columbus local tax proof (if applicable)

B. Banking & Signature

  • Signature Digitization Form (signed; PDF format)

  • Voided check / Banking information (for funding)

C. Garnishments

  • Any court orders and garnishment type docs

D. Employee Forms & Benefits (in Sales SharePoint > “Prospect”)

  • Employee Direct Deposit info

  • 401(k) Plan Documents + 401(k) Fee Disclosure

  • Medical plans (detailed descriptions)

  • Life Insurance (group + voluntary)

  • Dental, Vision, Disability

  • Any other employer-offered benefit

  • New Hire Forms (as applicable)

E. Service Package Agreements/Proposal (in Sales SharePoint > “Prospect”)

  • Signed Proposal listing out all the every pay billing items and one-time setup fee 

G. Current Provider & Access (In the Hubspot Survey tied to the new client ticket)

  • Current payroll provider link + login (if provided)

  • Funding Method (3, 4.5 day ACH, Draw Down, Live Checks, Reverse Wire)

  • Recent Payroll Register from current provider

6) Pre-Flight Checks (Before 24-hr workflow)

  • Confirm client folder exists and is the single source of truth.

  • Verify document signatures and legibility (no photos with cut-off data).

  • Note any missing items for the “Missing Items” list.

7) Folder Naming & Structure (Complete within 24 hours)

A. Name Convention

  • Rename root folder: [First 3 letters of legal name] 01

    • If “01” (client ID) is already taken, increment: 02, 03…

B. Deconstruct & File Documents into Designated Subfolders

Create / confirm these folder groups and file docs accordingly:

  • Benefits

    • Medical, Dental, Vision, 401(k)

  • BWC

    • BWC Rates

  • HR

    • Implementation, Employee Info & Direct Deposit, Signature Digitization Form, Bank Information, Handbook

  • General Ledger

  • NatPay

    • ACH Form & Beneficial Owners Forms

  • Payroll

  • Sales

    • Signed Quote, Signed Implementation Paperwork

  • Add-ons

  • Tax

    • 8655, POA, AC2, AC3, ODJFS, 941, Federal Proof, State Proof, SUI Proof

Tip: Keep naming consistent and date-stamp sub-files if there are versions (e.g., “Medical Plan – 2025-01.pdf”).

8) HubSpot Ticket Update (Complete within 24 hours)

Pipeline: Implementation – New Group
Ticket Name: ClientID 01 – Client Legal Name

Ticket fields to complete:

  • Sales Administrator

  • Business Consultant

  • Check Date

  • Client ID

  • Current Payroll Vendor

  • Company Structure

  • Is this a new business? (Yes/No)

  • Prior Comp

  • FED ID

  • Funding (3/4.5 day ACH, Draw Down, Live Checks, Reverse Wire)

  • Legal Company Name

  • Payroll Frequency

  • Pay Period Begins / Ends

  • Run Date

  • Services Purchased

  • State Tax ID #

  • State Unemployment #

  • Employee Count

  • Pay Frequency (how they are paid: mail, DD, live checks)

  • Username, Password, System (for current provider, if shared)

  • Affiliated Business or CPA

  • Benefits (summary)

  • Level of Importance (Priority)

  • Ticket Creator

  • Description (brief intake summary)

  • Expected Completion (target date for onboarding milestone)

  • Category

  • Contact / Company / Deal (associate all CRM objects)

9) Notifications (Immediately after ticket creation)

  • Post a note @Tax Department in the ticket with an overview tax setup and list of missing tax items (bulleted).

10) Implementation Pre-Check (Complete within 24 hours)

Create Client Code (per your internal convention)

Document QA

  • Review EE Direct Deposit Forms (signed, full SSN masked/validated, clear banking)

  • Review New EE Forms (completeness/legibility)

  • Verify Signed Proposal + Signed Implementation Paperwork

  • Verify Tax ID(s)

  • Verify Work Locations and Legal Work Address

  • Ensure Signature Digitization Form is a PDF

  • Confirm Funding Method selection aligns with banking details

Folder hygiene

  • Confirm folders are created/organized in SharePoint per Section 7.

Send info to NatPay (New Client)

  • Fill out NatPay form with required details from the ACH form

  • Upload to NatPay package:

    • ACH File

    • 8655

    • Voided check or bank letter

BWC

  • Email Brett Pizzuto at Compensation Solutions for BWC items

    • (If Alloy client, skip this step)

  • Attach AC3 and complete any required BWC info

11) Quality Controls & Sign-Off

  • ICI confirms:

    • All required folders exist and contain the correct files

    • HubSpot ticket is complete and associated to contact/company/deal

    • Missing Items list posted & owner assigned

  • IS acknowledges ticket receipt in HubSpot and schedules next internal milestone.

12) Missing Items Handling (Template)

Post in the ticket (and, if needed, send to client):

  • Subject: Missing Items – [Client Legal Name]

  • Body (summary bullets):

    • Federal Proof: [missing/ok]

    • State Proof: [missing/ok]

    • SUI Proof: [missing/ok]

    • Signature Digitization Form: [missing/ok]

    • Voided Check/Banking: [missing/ok]

    • Garnishments: [missing/ok]

    • Benefits (list items): [missing/ok]

    • Provider Access (URL/login): [missing/ok]

    • Payroll Register: [missing/ok]

    • Funding Method: [missing/ok]

    • Time Clock submission: [missing/ok]

Include a due date (typically 3–5 business days) and note: Implementation timelines may shift if items are delayed.

13) Handoff to Implementation

When Sections 7–11 are complete:

  • IS confirms receipt and moves to Welcome/Kick-Off steps per your internal playbook.

14) Appendix (Quick Reference)

  • Where to find Employee Forms: Sales SharePoint → “Prospect”

  • Funding Methods: 3-day ACH, 4.5-day ACH, Draw Down, Live Checks, Reverse Wire

  • Common Local Jurisdiction: Columbus (proof if applicable)

Success Criteria

  • Folder named and organized correctly

  • HubSpot ticket created with all fields and associations

  • Missing Items documented and owners assigned

  • NatPay/BWC handoffs initiated (where applicable)

  • Completed within 24 hours of Sales “Discovery” notice

See checklist for this process below.

Check-In Checklist