Our Onboarding Process: Discovery Call to Live Dashboard

Most business owners are surprised by how fast the transition happens. Here's exactly what onboarding looks like — from your first conversation to having current books and a live dashboard.

Step 1: The discovery call (20 minutes)

Before anything else, Adan gets on a call to understand your business. What do you sell? What software are you using? How far behind are your books? What's the biggest financial challenge you're facing right now? This isn't a sales call — it's a genuine diagnostic. If Graphene isn't the right fit, he'll tell you.

Step 2: The proposal (within 24 hours)

Based on the call, you receive a clear proposal outlining the recommended service tier, what's included, the monthly fee, and any one-time catch-up work needed if your books are behind. No vague quotes. No 'it depends on hours.' A fixed number.

Step 3: Access and setup (Day 1–2)

• You grant Graphene accountant-level access to your QBO or Xero account
• We connect your bank feeds and payment processors
• Dext (receipt capture) is set up and you receive instructions for submitting receipts
• Your branded client portal goes live — your secure hub for documents and reports

Step 4: Catch-up (if needed)

If your books are behind, we complete a catch-up before beginning the regular monthly cycle. Catch-up bookkeeping is priced separately and quoted after reviewing the backlog — typically a fixed fee per month of catch-up needed.

Step 5: First close and delivery

Your first monthly close happens within 5 business days of the prior month-end. You receive your P&L and balance sheet. On Growth and CFO Lite plans, your live dashboard is activated and Adan records a Loom video walking through your numbers. On CFO Lite, your first strategy call is scheduled.

What you should feel by day 5

Clear. You know what your numbers are, you know where they live, and you have a person you can reach who understands your business finances. That's what Graphene onboarding is designed to deliver — not just access to software, but actual financial clarity.