Client Onboarding and Engagement Letter Agent
The Client Onboarding and Engagement Letter Agent collects the documents you need from new company, trust and individual clients, checks their SARS tax registrations and tax compliance status, CIPC company and director records and POPIA consent, and records any FICA due diligence where your practice acts as an accountable institution. It then drafts the engagement letter and scope of services from your templates for the partner to approve and sign.
Ideal forPractice managers
The difference
From 3-5 hours per new client to 1-1.5 hours
New clients start faster, and partners only spend time on the acceptance decision and the relationship, not on paperwork.
Done by hand
3-5 hours per new client
With the Vanine agent
1-1.5 hours
Time returned to your team
70%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
A complete file from day one
Practices often start work before the client file is complete, and chase IDs and trust deeds for months. The agent tracks every required document and keeps chasing until the file is done.
Risks spotted before you accept
Outstanding SARS returns, a non-compliant tax status or directors that do not match CIPC records are flagged before the partner accepts the engagement.
Clear scope, fewer fee disputes
A precise engagement letter is your best defence against scope creep. The agent drafts scope, fees and responsibilities consistently from your approved templates.
Capabilities
New clients onboarded properly, with the engagement letter ready to sign.
Built for practice managers, partners and admin teams at South African accounting, bookkeeping and tax practices taking on company, trust and individual clients.
Document collection by client type
Requests the right documents for companies (CoR14.3, MOI, share register), trusts (trust deed, letters of authority) and individuals (ID, proof of address).
SARS registration checks
Confirms income tax, VAT and PAYE registration details and the tax compliance status, and lists outstanding returns from the client's eFiling information.
CIPC record checks
Compares directors, registered address and beneficial ownership details against CIPC records through your data provider subscription, and flags differences.
POPIA and FICA records
Captures POPIA consent and privacy notices, and records client due diligence where your practice is an accountable institution, such as a trust and company service provider.
Engagement letter drafting
Drafts the engagement letter, scope of services, fee basis and client responsibilities from your templates, tailored to bookkeeping, tax, payroll or AFS work.
Practice system setup
Creates the client record, recurring work and deadlines in your practice management tool once the partner has approved the engagement.
How it works
From your systems to a result you sign off
The partner decides whether to accept the client and signs the engagement letter. Any FICA risk rating is approved by your compliance officer.
Connect the places your client onboarding records already live.
Client documents received by email, WhatsApp or upload, SARS eFiling information, CIPC records via your data provider and your engagement letter templates. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Karbon and Ignition
- SARS eFiling (tax practitioner profile)
- CIPC records via WinDeed or SearchWorks subscription
- DocuSign or Adobe Sign
Runs when a new client is captured in Karbon, Ignition or your CRM, or on request in Teams or OpenAI Frontier.
A complete client file in SharePoint, an onboarding checklist with flagged risks, and a draft engagement letter ready for e-signature.
Step by step
- 01
A new client is captured in your practice system.
- 02
The agent requests the documents needed for that client type.
- 03
It checks SARS registrations, tax compliance status, CIPC records and POPIA consent.
- 04
It drafts the engagement letter and scope of services with any risks flagged.
- 05
The partner reviews, accepts the client and signs the engagement letter.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Verify the company and its directors"
- client
- New private company
- services
- Accounting and tax
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your client onboarding records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your client onboarding records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your client onboarding records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR CLIENT ONBOARDING RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
Precision AI for Institutional Workflows
