The first month of an employer contract sets the tone for the renewal. Use a checklist so nothing is missed between signing and the first visits: your books and platform, enrollment, a welcome for employees and a correct first invoice.
Before the start date: your setup
- Add the contract to your contract list: start date, term, renewal date, rate, billing day and payer.
- Ask your bookkeeper to set up the employer's revenue tag and customer record.
- Set up the employer in your membership platform, if you use it for employer members.
- Confirm how the employer will pay: ACH, check or card.
- Get the first census in your template. Here are the columns.
Before the start date: employees
- Agree on how employees will hear about it: a meeting, an email from the employer, a flyer.
- Give them a simple sign-up link or form.
- Offer a short on-site or video session to answer questions.
- Tell them what's included and what isn't, in writing.
Your team
- Brief your front desk on the employer name and how to check eligibility.
- Plan for a wave of first visits. Hold extra slots in the first month if you can.
First invoice
- Build it from the checked census and the contract rate.
- Review it twice before it goes out. Here's what to include.
- Send it on the agreed day.
After 30 days
- Check enrollment against what the employer expected.
- Check that the first payment arrived and was recorded to the right employer.
- Call your contact and ask how it's going.
An example timeline
In a made-up example, a contract starts March 1. Setup is done by February 10, the census arrives February 15, the employee session is February 20, sign-ups close February 25 and the first invoice goes out March 1.
What I'd do this week
- Copy this checklist into your task system as a template.
- Assign an owner to each step.
- Use it for your next employer, then fix what didn't work.
Common questions
How long does onboarding take?
Plan for four to six weeks between signing and the start date. A small group can move faster.
Should I visit the employer's site?
If it's close, a short visit helps enrollment.
Who should own onboarding?
One person, such as your office manager, with the owner at the employee session.
Want your books ready before the first employer invoice?
We reconcile every account every month and send your P&L and Balance Sheet by the 15th, so decisions like this start from real numbers. If that's what you need, apply to work with us.