Client intake form:
stop rewriting it every project.
Build a professional client intake form once, save it as a template, and send it as a branded portal link. Your client fills it in without creating an account — files, answers, credentials, approvals — and Jotask sends automatic reminders until everything is in.
What is a client intake form?
A client intake form is a structured checklist you send to a new client at the start of every project. It collects everything you need before work begins: contact details, project brief, brand assets, login credentials, files to upload, and approvals to confirm.
A good client intake process removes the three-week email chain that usually kicks off every project. You ask once, clearly, with a deadline. The client delivers everything in one place. You start work on time.
Jotask is a client intake tool that goes beyond a static form: it sends the intake as a branded portal, tracks which items are still missing, and follows up automatically — so you never have to write another "just a nudge" email.
Why most client intake forms break down
Google Forms loses half your files
Google Forms wasn't built for file collection. Uploads go to Drive in a disorganised heap, you can't specify exact filenames or formats, and there's no reminder if the client ignores it.
PDF forms stay in someone's Downloads folder
You send a PDF intake form. The client prints it, fills it by hand, scans it, and emails a blurry JPEG back. Or — more likely — they lose it and email you with questions.
Email threads become the intake form by accident
Without a proper intake form, every project starts with three weeks of "I forgot to ask" emails. Files dribble in one at a time. You spend more time chasing than building.
How Jotask handles your client intake
- 1
Build your intake form
Add items one by one: file upload, short answer, long text, secure credentials, URL, or approval checkbox. Save it as a template ("Web Design Onboarding") to reuse instantly.
- 2
Send a branded portal link
Enter your client's email and hit send. They receive a clean, branded link — your logo, your colours. They click it and open a portal in their browser. No account to create.
- 3
Automatic reminders chase for you
Jotask sends a gentle nudge at D+3, firmer at D+7, urgent at D+14. If the deadline passes, you can automatically pause the project until the client delivers.
- 4
Everything lands in your dashboard
Files, answers, credentials, and sign-offs appear in real time as the client fills them in. Review item by item, request changes with a comment, and mark items complete.
Client intake form templates — by industry
Each of these is a built-in template in Jotask. Select it, customise the items, and send. Or build your own from scratch.
🖥Web designers & developers
- ✓Logo files (SVG, PNG, AI)
- ✓Brand colours (hex codes)
- ✓Website copy per page
- ✓Hosting login & control panel access
- ✓Domain registrar credentials
- ✓Design brief approval
🧾Accountants & bookkeepers
- ✓Bank statements (PDF)
- ✓Invoices & receipts
- ✓Supplier contracts
- ✓Previous year tax return
- ✓Year-end questionnaire answers
- ✓Engagement letter sign-off
📣Marketing agencies
- ✓Product photography & video
- ✓Brand guidelines PDF
- ✓Social media login access
- ✓Campaign brief approval
- ✓Testimonials & case study quotes
- ✓Competitor analysis inputs
📷Photographers & creatives
- ✓Shot list approval
- ✓Mood board or reference images
- ✓Location details & access
- ✓Model release form (signed)
- ✓Print/delivery address
- ✓Final image selection sign-off
These templates live inside Jotask. You can customise every item, add or remove fields, and save your own templates for future projects.
Jotask vs a static intake form
| Feature | Jotask | PDF / Google Form |
|---|---|---|
| Collect files, not just text answers | ✓ | ✗ |
| No client account or sign-up required | ✓ | ✗ |
| Automatic follow-up reminders | ✓ | ✗ |
| Secure credential collection (AES-256) | ✓ | ✗ |
| Branded with your logo & colours | ✓ | ✗ |
| Reusable templates | ✓ | ✓ |
| Real-time dashboard — see what's missing | ✓ | ✗ |
| Automatic project pause on deadline | ✓ | ✗ |
| Free to self-host | ✓ | ✗ |
Pricing — free to self-host, no card required
Prefer to compare tools first? Jotask vs Content Snare →
Client intake form — frequently asked questions
- What is a client intake form?
- A client intake form is a structured questionnaire or checklist you send to a new client at the start of a project. It collects everything you need to begin work: contact details, project goals, brand assets, login credentials, approvals, and any files you need. A good intake form prevents back-and-forth email chains and sets clear expectations from day one.
- What should be included in a client intake form?
- A client intake form should include: (1) contact information and business details, (2) project scope and goals, (3) brand assets (logo, fonts, colour palette), (4) content or copy they need to provide, (5) login credentials and access details, (6) approval or sign-off on the brief. The exact items depend on your industry — a web designer needs different things from a bookkeeper.
- What is the best free client intake form template?
- Jotask is a free, open-source client intake tool that goes beyond a static template. Instead of a PDF or Google Form, you build a checklist of items (files, text answers, credentials, approvals) and send it as a branded portal link. The client fills it in without creating an account, and Jotask sends automatic reminders if they miss the deadline. You can self-host it for free.
- How do I create a client intake form for web design projects?
- For web design, your intake form should request: existing logo files (SVG, PNG), brand colours (hex codes), website copy per page, hosting credentials, domain registrar access, and design sign-off. In Jotask, you can save this as a 'Web Design' template and reuse it for every new client in under a minute.
- What is the difference between a client intake form and a questionnaire?
- A client questionnaire typically collects information and answers (goals, preferences, budget). A client intake form is broader — it also collects files, credentials, approvals, and sign-offs. Jotask supports both: you can mix text questions, file upload requests, secure credential fields, and approval checkboxes in the same checklist.
- Can I send a client intake form without asking my client to create an account?
- Yes, with Jotask. Your client receives a personalised link by email. They click it and open a branded portal in their browser — no sign-up, no password, no app to install. This removes the biggest friction point that causes intake forms to go unanswered.
- What if my client doesn't fill in the intake form on time?
- Jotask sends automatic reminders at D+3, D+7, and D+14 after the deadline, escalating from polite to firm to urgent. You can also enable automatic project pause: if the deadline passes, the client sees a message that work is on hold until they deliver their part.
- Is there a free client intake form software for freelancers?
- Yes. Jotask is fully open source (AGPL-3.0). You can self-host it on any VPS for free with a single Docker command — unlimited clients, unlimited requests, all features included. If you'd rather not manage a server, hosted plans start at 12 €/month.
Your client intake form is 2 minutes away.
Build a checklist, save it as a template, send a branded portal link. Jotask follows up automatically — you start work on time, every time.