Lead Generation
Part of: Digital Products & FunnelsClient Intake
Client intake is the structured process of collecting the information you need from a new client before kickoff — usually via a form, a brief, and a short call.
Category
Lead Generation
Difficulty
Beginner
Monetization
High
Used by
Freelancers, agencies, coaches, consultants
Related tool
Vyntr.ee Forms
What is Client Intake?
Client intake covers every step between 'yes, let's work together' and 'project kickoff'. It includes a structured intake form, a signed scope/contract, an onboarding email, asset collection and a kickoff meeting. Done well, it kills 80% of project friction. Done poorly, it leaks scope, delays kickoff and burns trust.
Client intake workflow
From signed contract to kickoff in 7 days.
1.Contract signed
Day 0Triggered from proposal accept.
2.Intake form sent
Day 0Conditional logic adapts per service.
3.Invoice (deposit)
Day 150% upfront, automated.
4.Onboarding email
Day 1Welcome, timelines, expectations.
5.Asset collection
Day 2–4Logos, access, KPIs gathered.
6.Kickoff call
Day 5–7Calendar lock, 30–45 min.
Client intake workflow
From signed contract to kickoff in 7 days.
1.Contract signed
Day 0Triggered from proposal accept.
2.Intake form sent
Day 0Conditional logic adapts per service.
3.Invoice (deposit)
Day 150% upfront, automated.
4.Onboarding email
Day 1Welcome, timelines, expectations.
5.Asset collection
Day 2–4Logos, access, KPIs gathered.
6.Kickoff call
Day 5–7Calendar lock, 30–45 min.
Intake-form qualification scorecard
Decide who actually gets onboarded vs nurtured.
Intake question patterns
Question types that get real, useful answers.
1-line goal
'In one sentence, what does winning look like in 90 days?'
Numeric KPI
Force a number on the headline metric (revenue, leads, signups).
Asset checklist
Multi-select: logo / brand guide / fonts / photos.
Single decision-maker
'Who has final yes/no authority on this project?'
Communication preference
Slack / email / Loom — set tone before kickoff.
Sample onboarding messages
Onboarding email (Day 1)
Welcome [Name]! Here's what happens next: • 24h: invoice + intake form • Day 3: asset collection complete • Day 5–7: kickoff call Reply to this email with anything urgent — otherwise see you on the kickoff.
Asset reminder (Day 3)
Quick nudge — I'm missing [X, Y]. Could you drop those in [Drive folder] by tomorrow EOD so we stay on track for kickoff?
Kickoff agenda
Tomorrow's kickoff (45 min): • Recap goals + KPI • Walkthrough timeline + milestones • Communication rhythm • Open questions Come with anything that's changed since intake.
Why it matters for creators
Tight intake = predictable margin. The first 7 days set the tone of the engagement. A consistent process lets you onboard 3× the clients without 3× the chaos.
How it works
- 1Send intake form within 1 hour of signed contract.
- 2Form collects business context, goals, assets, decision-maker, KPIs.
- 3Trigger automation: invoice → contract → onboarding email.
- 4Schedule kickoff call within 5 days.
- 5Pipe submission into CRM with status = onboarding.
Examples
- Freelance designer: brand assets + tone + 3 references + brief.
- Marketing agency: access list + KPI baseline + budget + competitors.
- Coach: client goals + history + commitment + scheduling preferences.
Common mistakes
- Asking 30+ questions on one page — abandonment spikes.
- No conditional logic — every client sees irrelevant questions.
- Intake forms in spreadsheets — data dies, lost in inboxes.
- Skipping the contract before intake — scope leaks immediately.
- No CRM pipe — no follow-up if client goes silent.
Creator use cases
Freelancers
Single form replaces 6 back-and-forth emails.
Agencies
Conditional logic adapts the form per service line.
Coaches
Use intake to score readiness + tailor session 1.
Related terms
Discovery Call
A discovery call is a 15–30 minute conversation where a service provider qualifies a prospect, diagnoses their problem and confirms fit before quoting.
Lead Capture
Lead capture is the specific moment a visitor submits their email or phone — usually through a form, popup or landing page.
Lead Generation
Lead generation is the process of attracting strangers and turning them into people you can contact (usually via email).
Conditional Logic
Conditional logic lets a form, email or workflow change the next step based on a previous answer — showing the right question to the right person at the right time.
Sales Funnel
A sales funnel is the step-by-step path a stranger takes to become a paying customer — visualized as a narrowing funnel.
Lead Magnet
A lead magnet is a free resource creators give away in exchange for an email address or contact info.
Opt-In
An opt-in is when a user explicitly agrees to receive your emails — usually by submitting a form in exchange for something.
Double Opt-In
Double opt-in requires a user to confirm their email by clicking a link in a verification email before joining your list.
Related Vyntr.ee tools
Frequently asked questions
Everything else you might want to know about client intake.
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