How to onboard a new client in Xova

Onboarding is where most brokerages lose their first week. Details arrive by email, someone types them into a spreadsheet, and a fortnight later nobody is sure which version of the client's address is the right one. In Xova, intake is a single guided journey, and everything captured in it becomes the client record the rest of the deal reads from.

This walkthrough covers the full route: sharing the form, what the client sees, what Xova fills in automatically, and what exists on your pipeline the moment they press submit.

1. Choose the right intake form

Each product can have its own intake journey, because asset finance asks nothing like development finance. Conditional questions only appear when they are relevant, so a client applying for a straightforward lease is never asked about planning consent or build schedules.

• Pick the product form that matches the enquiry.
• Check the conditional rules for deal size, so larger cases collect the extra detail you need.
• Confirm the document requests attached to the form are the ones this product requires.

2. Share the link, or embed it

The form is branded to your brokerage and sits on your domain, so it looks like part of your website rather than a third-party tool. You can send the link directly to a client, or embed the form on your site as a standing enquiry route.

3. Let Companies House do the typing

When the client enters a company name, Xova pulls the registered details, officers and filing history straight from Companies House. Directors, registered address, company structure and people with significant control land on the file already populated, ready for verification rather than re-keying.

If something needs correcting, the change is tracked against the original source, so you can always see what the register said at the time and what your team amended.

4. Watch the file open itself

On submission, Xova creates the client, the opportunity and the workflow together. The deal enters the pipeline for that product, the first tasks are assigned to the right owner with due dates, and the compliance checks attached to the opening stage are queued.

• A client record, built from the answers rather than from a spreadsheet import.
• An opportunity on the correct product pipeline, at the correct opening stage.
• Tasks with named owners and due dates, so nothing sits waiting for someone to notice it.
• Outstanding document requests visible to the client in their portal.

What good looks like

A well-run intake ends with no outstanding questions in your inbox. The client has answered once, the company data came from the register rather than from memory, the document list is already in front of them, and your first task is real work on the case rather than chasing basics.

If you find yourself emailing a client for something the form should have asked, that is a sign the intake journey needs another conditional question. Adjusting the form is quicker than repeating the email every time.

Where to go next

Onboarding feeds everything downstream. Once the file is open, the client onboarding settings control what intake collects, the client portal controls what your client sees afterwards, and the CRM holds the relationship history that builds on top of it.