Hi Kim,
Moving away from paper is a huge time-saver, but you are right to avoid jumping straight into a massive HRIS system if you don't need all the bells and whistles yet.
I caution my clients against using basic web forms (like Google Forms or Typeform) for this, because onboarding requires collecting Social Security Numbers and legally binding signatures for W-4s and I-9s. Basic forms expose you to data privacy risks and compliance issues.
The best "in-between" solution is to use a dedicated e-signature platform like DocuSign.
Here is the easiest way to set it up:
Take your current paper packet (W-4, I-9, Direct Deposit, Safety Handbook acknowledgment).
Combine them into one single PDF.
Upload that PDF into the e-sign software and save it as a "Template."
When you hire someone, you just generate a link from that template and text or email it to them.
They can fill out the fields and legally sign everything right from their phone before they even show up to the job site. It keeps everything secure, digitized, and requires zero heavy HR software implementation.
Hope this helps!
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Raphael Merlo
Fractional CFO
Bond CFO
Birmingham MI
(313) 566-3254
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Original Message:
Sent: 03-13-2026 16:43
From: Kim Timmons
Subject: Looking to automate our onboarding process
We're a company currently using a 100% paper-based onboarding process and are looking to move to digital forms. At this stage, we aren't looking to implement a full HR system, just a simple way for new hires to complete paperwork electronically. What tools or approaches have you found effective?
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Kim Timmons
Director of Finance
Pacific Southwest Structures, Inc.
San Diego CA
(619) 469-2323
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