Onboard new hires without the paperwork
Offer letters, I-9s, and W-4s — detected, filled, and signed — so day one is about the work.
This offer is contingent on a completed I-9 and background-check authorization.
AppliFlo fills and routes this offer. It did not draft it.
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Example offer letter, auto-detected fields
The problem, and how AppliFlo solves it
The problem today
- HR hand-keys candidate name, start date, and comp into every offer letter, I-9, and W-4.
- New hires face a stack of onboarding forms asking the same details over and over.
- Tracking which I-9s, W-4s, and handbook acknowledgments are still outstanding is a spreadsheet job.
How AppliFlo solves it
- Upload the offer letter or onboarding packet — fields are detected automatically.
- Candidate data fills the repeated fields across every form in the packet.
- One envelope routes the whole packet for signature with status tracking.
In practice
A people-ops lead uploads an offer letter, I-9, and W-4 as one packet. AppliFlo recognizes the candidate name, role, and start date, fills them everywhere they appear, and sends a single signing envelope — the new hire signs once, HR countersigns, and the HRIS record is complete.
Filled — Pulled from the new-hire record.
Formatted — “Feb 16 2026” normalized to MM/DD/YYYY.
Overflowed — flagged — The clause is too long for the box. HR decides what goes here.
Skipped — No preferred name given, so it stays blank — and says so.
AppliFlo fills and routes offer paperwork — it isn't a substitute for employment counsel.
Feature by feature
Every line below maps to a capability AppliFlo ships today. Anything still in progress is labeled as roadmap.
- Detect fields across the whole onboarding packetField auto-detection
Offer letter, I-9, W-4, and handbook acknowledgment in one upload — AppliFlo finds every field, not just the obvious ones.
- Fill candidate details everywhere they repeatAuto-fill (filled / formatted)
Name, address, and start date drop in across every document, formatted to match each field's expected shape.
- Import new-hire data from your HRIS exportCSV import
Bring candidate and role data in from a CSV export — no manual re-entry per hire.
- Candidate signs first, then HR countersignsSequential routing
Sequential routing makes sure the new hire's signature lands before the packet reaches HR for countersignature.
- Reminders on an unsigned background-check authorizationReminders
Automatic reminders chase a stalled signature so onboarding doesn't slip past the start date.
- A sealed, audit-ready I-9 and W-4PAdES sealing + audit trail
PAdES sealing and a full audit trail give HR a verifiable record of every signed onboarding document.