BAEZ TECH SOLUTIONS

Client Goal:
After clients complete their tax documents via Xodo Sign, send them a customized welcome email and checklist based on their tax category as well as collect payment — without lifting a finger.

🧩 The Problem

Once clients signed their documents, the business had to manually:

• Review the submission,
• Categorize the client (PAYG, ABN, or Tax Agent only),
• Send follow-up emails and onboarding resources.

This added hours of admin time each week and left room for error.

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⚙️ The Automated Workflow

Once a document is signed in Xodo Sign, this automation takes over:

1. Xodo Sign Trigger:
   Detects the signed document event.
2. Formatter by Zapier:
   Parses the client’s full name for personalized communication.
3. Pinch Payments:
   Creates or updates the client record in their billing system.
4. Paths Branching:
   Based on client type (Tax Agent, PAYG, or ABN), routes to the correct email sequence.
5. Gmail Integration:
   Automatically sends:
   • A Business Checklist for Tax Agents,
   • A Pre-Approval Email and PAYG-specific email, or
   • A Pre-Approval Email and ABN-specific email.

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🔄 Flow Snapshot

• Tax Agent: Checklist sent via Gmail.
• PAYG Clients: Pre-approval + PAYG guide.
• ABN Clients: Pre-approval + ABN-specific guidance.

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💡 Key Results

• Admin Time Saved: 100+ hours annually.
• Consistency: Every client receives the correct, branded onboarding material.
• Client Experience: Improved trust and professionalism from immediate follow-up.
• Billing Alignment: Synced client data with Pinch Payments.

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🧰 Tools Used

• Zapier Multi-Path Automation
• Xodo Sign
• Pinch Payments
• Gmail API
• Formatter by Zapier

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✅ Outcome

This automation ensures that the moment a document is completed, the client is welcomed, informed, and ready to move forward — all without a single manual email.