Partner Onboarding Checklist

Use this checklist for every new referral partner. Complete all steps before confirming the partnership.

One-Time Prerequisites (before signing first-ever partner)

Have attorney review Referral Partner Agreement template (solanasis-docs/legal/04_Referral_Partner_Agreement.md)
Set up Baserow table for partner/referral tracking
Create deal registration form (Tally or equivalent)

Pre-Onboarding (Before First Meeting)

Partner expresses interest (via contact form, email, DM, or introduction)
Confirm partner fits the program (security consultant, MSP, CPA, attorney, compliance firm, insurance broker, or trusted advisor)
Determine tier: Standard Partner (10%) or Founding Partner (15% first deal, if slots remain)
Check: Are Founding Partner slots still available? (Cap: first 10)

First Conversation

Walk partner through the one-pager (send in advance or screen-share)
Explain the three-step process: warm intro, we do the work, they get paid
Confirm they understand qualified referral requirements (opt-in, decision maker, real trigger)
Discuss the types of clients they typically work with
Answer questions about deal protection, commission base, payment timeline
Ask if they have a referral in mind already

Paperwork

Send Referral Partner Agreement (solanasis-docs/legal/04_Referral_Partner_Agreement.md)
Check the correct tier box on the agreement before sending
Collect signed agreement (both parties sign)
Collect W-9 (required before any payout; IRS requirement for $600+ payments)
File W-9 securely (do NOT store in git or shared docs)
Confirm partner’s preferred payout method (ACH details)

System Setup

Add partner to CRM/tracking (Baserow or equivalent):
- Partner name and company
- Contact email and phone
- Tier (Standard / Founding)
- Commission rate (10% or 15% founding first deal)
- Agreement signed date
- W-9 received (Y/N)
- Payout method (ACH details on file)
Add to partner communications list (for program updates)

Activation

Send welcome email confirming:
- Their tier and commission rate
- How to register a referral (email hi@solanasis.com or deal registration form)
- Deal protection terms (120 days from registration confirmation)
- Quarterly payout schedule
- Partner one-pager PDF attached for their reference
Share the intro email template they can forward to prospects
Confirm they know the contact: hi@solanasis.com for any questions

When a Referral Comes In

Acknowledge deal registration within 24 hours
Validate qualified referral criteria (opt-in, decision maker, trigger)
Check if prospect is already in pipeline (disclose immediately if so)
Confirm protection dates (registration date + 120 days)
Log in CRM: referral details, protection window, status
Keep partner updated at milestones: discovery done, proposal sent, closed, invoice paid, commission due

Payout Processing (Quarterly)

Verify W-9 is on file
Verify cleared funds from client
Calculate commission: services revenue x rate (10% or 15%)
Apply cap ($2,500 per referred client)
Check conversion bonus eligibility ($500 if retainer signed within 60 days + first recurring invoice paid)
Send payout via ACH
Send payout confirmation with breakdown to partner
Log payout in tracking system
Issue 1099-NEC by January 31 if partner received $600+ in calendar year

Quick Reference

Element	Standard Partner	Founding Partner (First 10)
Commission rate	10% of first paid project	15% on first closed referral, then 10%
Cap	$2,500 per referred client	$2,500 per referred client
Conversion bonus	+$500	+$500
Deal protection	120 days	120 days
Payment trigger	After cleared funds	After cleared funds
Payout cadence	Quarterly	Quarterly
Commission base	Services only	Services only