Full blueprint for the OmegaOS pipeline inside Podio. Advertising leads through sales qualification, 5-step onboarding, Stripe billing, and IT referrals. Includes app structures, fields, automations, views, and external integrations.
Companion to the Omega Complete Client Pipeline & Onboarding System • April 2026
This blueprint adds 7 interconnected Podio apps to Omega's existing workspace. The pipeline covers everything from advertising leads through active billing via Stripe. Relationship fields link every piece of client data back to a single master record.
| App # | App Name | Purpose | Links To |
|---|---|---|---|
| 0 | Leads Pipeline | Captures all incoming leads from ads, website, referrals, walk-ins. Sales qualification funnel. | Client Onboarding (when won) |
| 1 | Client Onboarding | Master record — tracks 5-step onboarding from docs requested through go-live | All other apps |
| 2 | IRS Authorizations | Tracks Form 2848 / 8821 per client — submission, status, confirmation | Client Onboarding |
| 3 | Bank Connections | One item per bank/credit card account — connection method, status, reconciliation | Client Onboarding |
| 4 | Payroll Setup | Employee roster, tax IDs, pay schedule, test payroll status | Client Onboarding |
| 5 | IT Referral Pipeline | Tracks IT health check → proposal → signed → active for opted-in clients | Client Onboarding |
| 6 | Billing & Stripe Tracker | Tracks Stripe subscription status, payment history, failed payments, and revenue per client | Client Onboarding |
| Field Name | Type | Details |
|---|---|---|
| Contact Name | Text | Primary title field |
| Business Name | Text | Prospect's company name |
| REQUIRED — No email = no onboarding | ||
| Phone | Phone | Business or mobile phone |
| Lead Source | Category | Google Ads | Facebook/Instagram | Website Form | Referral (Client) | Referral (IT Partner) | Walk-In | Phone Call | Other |
| Service Interest | Category (multi) | Bookkeeping | Tax (Business) | Tax (Personal) | Payroll | Insurance | IT Services |
| Business Type | Category | Sole Prop | LLC | S-Corp | C-Corp | Partnership | Nonprofit |
| Employee Count | Number | Helps size payroll pricing |
| Revenue Range | Category | Under $100K | $100K–$500K | $500K–$1M | $1M–$5M | $5M+ |
| Pipeline Status | Category | New Lead | Contacted | Qualified | Proposal Sent | Won | Lost | Nurture |
| Lost Reason | Category | Price | Timing | Competitor | No Response | Not Qualified | Other |
| Assigned To | Contact | Omega team member working this lead |
| Next Follow-Up | Date | When to follow up next |
| Lead Date | Date | Auto-set on creation |
| Notes | Text | Conversation notes, objections, context |
| Estimated Monthly Value | Currency | Projected monthly fee if this lead converts |
| Field Name | Type | Details |
|---|---|---|
| Client Business Name | Text | Primary title field |
| Contact Name | Text | Owner or primary contact |
| REQUIRED — Used for DocuSign, Plaid, payroll portal, Stripe billing, EFTPS, all communications. No email = cannot onboard. | ||
| Phone | Phone | Business phone |
| EIN | Text | Employer Identification Number (mask in views for security) |
| Business Type | Category | Sole Prop | LLC | S-Corp | C-Corp | Partnership | Nonprofit |
| Services Engaged | Category (multi) | Bookkeeping | Tax (Business) | Tax (Personal) | Payroll | Insurance | IT Services |
| Onboarding Status | Category | Documents Requested | Documents Signing | Building Profile | IRS Pending | Banks Connecting | Payroll Setup | Engagement Confirmed | Active | On Hold | Cancelled |
| Stripe Customer ID | Text | Auto-populated by Zapier when Stripe customer is created. Links to Stripe dashboard. |
| Stripe Subscription Status | Category | Not Created | Active | Past Due | Cancelled |
| Last Payment Date | Date | Auto-updated by Zapier on successful Stripe payment |
| Payment Status | Category | Current | Past Due | Failed | N/A |
| Lead Source | Relationship | Links back to the Leads Pipeline item this client came from |
| AZ TPT Applicable | Category | Yes | No | Under Review — Flag if client collects sales tax in Phoenix |
| Engagement Letter | File | Upload signed engagement letter |
| Pricing Authorization | File | Upload signed pricing schedule |
| Monthly Fee | Currency | Agreed monthly retainer amount |
| Payment Method | Category | ACH Auto-Draft | Credit Card | Invoice Only |
| Onboarding Start Date | Date | When engagement letter was signed |
| Target Go-Live Date | Date | 14 days after start by default |
| Assigned To | Contact | Omega team member managing this client's onboarding |
| IT Interested | Category | Yes | No | Maybe Later |
| IRS Authorizations | Relationship | Links to IRS Authorizations app |
| Bank Connections | Relationship | Links to Bank Connections app |
| Payroll Setup | Relationship | Links to Payroll Setup app |
| IT Referral | Relationship | Links to IT Referral Pipeline app (if opted in) |
| Notes | Text | Internal notes and context |
| Onboarding Completion % | Calculation | Auto-calculates based on phases completed (engagement + pricing + IRS + bank + payroll = 20% each) |
| Field Name | Type | Details |
|---|---|---|
| Client | Relationship | Links to Client Onboarding app |
| Form Type | Category | Form 2848 (POA) | Form 8821 (Info Auth) |
| Tax Forms Covered | Category (multi) | 1040 | 1120 | 1120-S | 1065 | 941 | 940 | Schedule C | State Returns |
| Tax Years | Text | e.g., "2023, 2024, 2025, 2026" |
| CAF Number | Text | Omega's Centralized Authorization File number |
| Status | Category | Draft | Client Signed | Submitted to IRS | Confirmed Active | Rejected / Resubmit |
| Client Signed Date | Date | Date client signed the authorization |
| Submitted to IRS Date | Date | Date faxed/uploaded to CAF unit |
| IRS Confirmation Date | Date | Date access confirmed in IRS system |
| Signed Form | File | Upload signed 2848 or 8821 |
| Days Pending | Calculation | Today minus Submitted Date. Highlights if > 10 days. |
| Field Name | Type | Details |
|---|---|---|
| Client | Relationship | Links to Client Onboarding app |
| Institution Name | Text | Bank name (e.g., Chase, Wells Fargo, local credit union) |
| Account Type | Category | Operating / Checking | Savings | Credit Card | Loan | Payroll Account | Merchant Processing |
| Last 4 Digits | Text | For identification only — never store full account numbers in Podio |
| Connection Method | Category | Bank Feed (auto) | Read-Only Access | Manual Upload | Accountant Portal |
| Connected Platform | Category | QuickBooks | Xero | FreshBooks | Wave | Manual |
| Status | Category | Pending | Access Requested | Connected | Initial Reconciliation | Active | Issue |
| Connected Date | Date | When the bank feed or access went live |
| Notes | Text | Any quirks with this account connection |
| Field Name | Type | Details |
|---|---|---|
| Client | Relationship | Links to Client Onboarding app |
| Payroll Platform | Category | Gusto | ADP | Paychex | QuickBooks Payroll | Other |
| Pay Schedule | Category | Weekly | Bi-Weekly | Semi-Monthly | Monthly |
| Number of Employees | Number | Current headcount |
| First Payroll Date | Date | Target date for first live payroll under Omega |
| EIN Collected | Checkbox | |
| State Tax IDs Collected | Checkbox | AZ withholding + SUTA / DES number |
| Employee Roster Received | Checkbox | Names, SSNs, addresses, pay rates |
| W-4s Collected | Checkbox | Federal + state for each employee |
| Direct Deposit Forms | Checkbox | Signed DD authorizations with bank details |
| Benefits & Deductions Documented | Checkbox | Health, 401(k), garnishments, etc. |
| Workers' Comp Info | Checkbox | Policy details, class codes, experience mod |
| EFTPS Enrolled | Checkbox | Federal tax deposit system confirmed |
| Prior YTD Data Received | Checkbox | If mid-year start — YTD earnings, taxes, prior 941s |
| Platform Configured | Checkbox | All employees + tax tables + deductions entered |
| Test Payroll Run | Checkbox | Non-live test payroll completed and verified |
| First Live Payroll Approved | Checkbox | Client reviewed and approved first live run |
| Status | Category | Collecting Info | Platform Setup | Test Payroll | Ready | Active | Issue |
| Setup Completion % | Calculation | Count of checked boxes / total checkboxes × 100 |
| Documents | File | Upload W-4s, DD forms, prior 941s, etc. |
| Field Name | Type | Details |
|---|---|---|
| Client | Relationship | Links to Client Onboarding app |
| Business Name | Text | Auto-populated from client record |
| Contact Email | Auto-populated | |
| Contact Phone | Phone | Auto-populated |
| Number of Employees | Number | Helps IT partner scope the engagement |
| IT Needs (Notes) | Text | What Omega observed — "slow computers," "no backup," "security concerns," etc. |
| Pipeline Status | Category | Referred | Health Check Scheduled | Health Check Complete | Proposal Sent | Proposal Reviewed | Signed | Active | Declined |
| Referral Date | Date | When the referral was created |
| Health Check Date | Date | Scheduled assessment date |
| Proposal Amount | Currency | Monthly managed services amount proposed |
| Omega Revenue | Currency | Referral fee or monthly revenue share earned |
| IT Partner Notes | Text | Updates from IT partner on this client |
| Health Check Report | File | Upload IT assessment report |
| IT Proposal | File | Upload the proposal document |
| Signed Agreement | File | Upload executed IT services agreement |
| Field Name | Type | Details |
|---|---|---|
| Client | Relationship | Links to Client Onboarding app |
| Stripe Customer ID | Text | Auto-populated by Zapier (e.g., cus_Abc123) |
| Subscription ID | Text | Stripe subscription identifier |
| Services Billed | Category (multi) | Bookkeeping | Tax Prep | Payroll | Insurance | IT Services | Advisory | AZ TPT Filing |
| Monthly Recurring | Currency | Total monthly subscription amount |
| Billing Status | Category | Active | Past Due | Paused | Cancelled |
| Payment Method | Category | Credit Card | ACH / Bank | Invoice Only |
| Last Payment Date | Date | Auto-updated on successful Stripe payment |
| Last Payment Amount | Currency | Amount of most recent payment |
| Failed Payment Count | Number | Number of consecutive failed payments |
| Total Revenue (LTD) | Currency | Lifetime total paid by this client |
| Subscription Start Date | Date | When billing began |
| Next Invoice Date | Date | When next charge will occur |
| Notes | Text | Billing notes, disputes, special arrangements |
These automations connect Podio to external tools. Build them in Zapier or Make (formerly Integromat) — both support Podio natively.
When a client goes live, auto-create them in QuickBooks with business name, contact, email, and phone. Prevents duplicate data entry.
Creates a folder structure: /[Client Name]/Engagement Letter, /Tax, /Payroll, /Bank Docs, /IT. Documents uploaded to Podio file fields can also be auto-copied here.
Sends a templated welcome email to the client with next steps: what documents to prepare, bank access instructions, and payroll info checklist.
When an IT referral is created, sends the client's name, contact info, employee count, and IT needs to the IT partner via email, Slack message, or CRM lead creation.
If payroll setup stalls because client hasn't provided W-4s, DD forms, or other documents, auto-send a friendly reminder email listing what's still needed.
Monthly summary of IT partnership revenue — total referrals, closed deals, and Omega's earned revenue share. Sent to Omega leadership automatically.
When a client is created in Podio, auto-sends the full compliance packet via DocuSign: engagement letter, IRS 2848/8821, W-9, bank auth, ACH auth, payroll auth, data privacy consent, and Plaid consent. As each form is signed, status fields in Podio update automatically. Signed PDFs attach to the client record.
DocuSign auto-reminds at 3 days. If still unsigned at 7 days, Podio creates an alert task for the assigned Omega team member to follow up directly.
After the client signs the Plaid consent form in DocuSign, an automated email sends the Plaid Link URL. The client connects their bank accounts through Plaid's secure interface. The connection token stores in QuickBooks/Xero — never in Podio.
Every form submission or Facebook lead ad creates a Leads Pipeline item in Podio with name, email, phone, and source. Auto-response email sent within minutes confirming Omega received the inquiry.
When a lead converts, all data transfers to the Client Onboarding app automatically. Status set to "Documents Requested" and DocuSign fires the full compliance packet to the client's email.
When a client goes Active, Zapier creates a Stripe customer (name, email, billing address) and a subscription matching their selected services and pricing. Stripe Customer ID and Subscription ID write back to Podio.
Every successful Stripe payment updates the Billing Tracker in Podio (last payment date, amount, LTD revenue) and records the transaction in QuickBooks for Omega's own books.
Stripe handles automatic retries and dunning emails to the client. Simultaneously, Podio gets updated to "Past Due" and creates a task for the assigned Omega team member to follow up.
When Omega completes and files a tax return, Zapier creates a one-time Stripe invoice for the agreed tax prep fee. Client receives a professional invoice via email with a pay link.
For engagement letters and IRS authorizations that need annual renewal, Podio triggers a new DocuSign envelope 30 days before expiration. Client re-signs electronically without coming to the office.
Client data is distributed across purpose-built platforms. Each system owns its data domain. Podio is the workflow and orchestration layer — it tracks what's done, not the sensitive data itself.
| Platform | What It Stores | What It Does NOT Store |
|---|---|---|
| Podio | Onboarding status, task assignments, phase completion, file attachments (signed docs), pipeline data, notes, revenue tracking | Bank credentials, SSNs in plain text, Plaid tokens, raw financial transactions |
| QuickBooks / Xero | Chart of accounts, bank transactions (via Plaid feeds), reconciliations, invoices, financial statements, Plaid connection tokens | Payroll employee PII, signed legal documents, onboarding workflow status |
| Payroll Platform (Gusto / ADP / Paychex) |
Employee SSNs, pay rates, tax withholdings, direct deposit bank info, pay history, W-2s, garnishments | Client's business bank feeds, tax return data, bookkeeping transactions |
| DocuSign | All executed agreements with tamper-evident audit trails, signing timestamps, IP addresses, certificate of completion | Financial data, bank feeds, payroll records |
| Plaid | Encrypted bank authentication tokens, institution connection metadata | Plaid only passes data to the accounting platform — it doesn't store transactions long-term |
| Google Drive / Dropbox | Organized client folders: tax returns, bank statements, W-4s, correspondence, supporting documents | Live financial data, payroll processing, workflow status |
| Stripe | Client billing: subscriptions, payment methods (PCI-compliant), invoices, receipts, payment history, revenue tracking | Financial data, payroll records, tax returns, onboarding workflow |
| IRS e-Services | Client tax account data (accessed via Omega's Tax Pro credentials after Form 2848 is processed) | N/A — this is the IRS's system, accessed by Omega as an authorized representative |
Key principle: No single system holds everything. If Podio is compromised, the attacker gets workflow data and file attachments — not bank credentials, SSNs, or Plaid tokens. If the payroll platform is compromised, they get employee data — not client tax returns or bookkeeping. This separation limits blast radius.
Since Omega already uses Podio: These 7 apps should be added to Omega's existing workspace (or a dedicated "Client Pipeline" space). The Leads Pipeline app replaces any existing lead tracking. Relationship fields link to any existing client apps Omega already has.
Build order (recommended): (1) Leads Pipeline — start capturing leads immediately. (2) Client Onboarding — core onboarding flow. (3) Billing & Stripe Tracker — connect payments. (4) IRS Authorizations + Bank Connections + Payroll Setup — layer in as needed. (5) IT Referral Pipeline — last, once partnership is signed.
Stripe setup: Create a Stripe account, configure Products/Prices for each service line, and connect to Zapier. The Billing & Stripe Tracker app in Podio is the visibility layer — Stripe handles all payment processing, PCI compliance, and customer-facing invoices. Connect Stripe to QuickBooks for automatic revenue recording.
Email is mandatory: The Email field is marked REQUIRED in both the Leads Pipeline and Client Onboarding apps. No client can progress through the pipeline without a valid email address. DocuSign, Plaid, Stripe, payroll portals, and all automated communications depend on it.
Permissions for IT Partner: Grant the IT partner "light user" or "external" access to only the IT Referral Pipeline app. They can update status, add notes, and upload files — but can't see financial data, IRS authorizations, bank details, billing, or payroll records.
Podio Workflow Automations vs. Zapier: Use Podio's built-in automations for internal actions (status changes, task creation, notifications). Use Zapier/Make for external connections (Stripe, QuickBooks, DocuSign, Google Drive, email, Facebook Ads). This keeps things maintainable.
Stripe account + DocuSign templates + 7 Podio apps + 16 Zapier automations. Once built, every future client follows the same automated pipeline from ad click through monthly billing. The first client can enter the system the same day.