New client intake form
A ready-to-use new client intake form designed to collect, review, and reuse client data from the first interaction.
*Easy to customize and connect to a client intake workflow.
A ready-to-use new client intake form designed to collect, review, and reuse client data from the first interaction.
*Easy to customize and connect to a client intake workflow.
A new client intake form is really where your organization starts managing new client relationships.
It defines how you request information, sets how clients submit that information and determines how that information flows into your internal processes.
If you still rely on emails, static documents, or disconnected online forms, your intake will quickly become fragmented as you try scaling.
In Clustdoc, this template operates inside a guided client intake process.
We’ll walk you through our new client intake form template and show you how you can automatically create a full workflow based on that using Clustdoc.
A client intake form is a structured questionnaire you use to collect client information at the start of a relationship. Most teams use it to gather essential data and understand the client’s context. Based on this form, they will then prepare services, projects, or onboarding steps accordingly.
Client intake forms are across many industries:
• Professional services use them
• Healthcare providers use them for patients
• B2B organizations use them when managing complex customer onboarding
The information you collect typically needs to feed your internal systems, documents, and workflows.
In Clustdoc, all the above it possible.
For us, data collection is only the first step, what matters is how that data supports your review, decision-making, and execution.
Many businesses still rely on document-based intake forms and you’re probably one of them.
These are created in tools like Microsoft Word or shared as PDFs.
While familiar, these documents often introduce friction. Teams must re-enter data manually, review it manually and store it separately from the rest of the intake process.
Online intake forms offer a more effective approach.
They simplify data collection, improve completion rates and make it easier for you and your teams to reuse information across systems.
The client intake process always begins when new clients or prospective clients fill out an intake form.
• You then review their responses
• You validate them
• You use them to determine next actions, without switching tools
But without a defined intake process, your teams will often handle these steps manually.
That’s why in Clustdoc, the intake form is part of a structured workflow from the start.
We’re helping teams track progress, review responses in one place and move clients through each stage of the intake process without losing context.
The role of our template is to collect important information while remaining easy for your clients to fill.
This is what it includes:
• basic identification and contact details
• information that helps you understand the client’s needs, objectives, or constraints
Depending on your industry, this may also include project details, service requirements, or operational considerations.
Clustdoc intake form templates adapt to different use cases. You can customize it or ask our team to do it for you.
Below is a detailed overview of the fields typically available in a Clustdoc new client intake form template.
These fields allow you to identify who the client is and how to contact them.
• First name and last name
• Company or organization name
• Email address
• Phone number
• Role or job title
• Preferred contact method
Used to understand the client’s structure and operating context.
You can add these fields in the same intake form or have a dedicated form for capturing this information in your client intake process build in Clustdoc.
• Business name (legal or trading name)
• Industry
• Company size
• Website
• Country or location
• Type of organization
These fields help determine why the client is reaching out and what they are looking for.
Depending on the industry, this part of the new client intake form may include more detailed questions about the client’s situation, expectations, constraints, or eligibility criteria.
The goal is to qualify the request early, determine whether the service can be delivered under the right conditions, and guide the intake process accordingly.
In Clustdoc, these qualification fields help route the request to the appropriate teams, trigger additional steps when needed, or prevent unqualified requests from moving forward.
In Clustdoc, an intake form is only the surface layer.
Once the form is connected to a checklist-driven workflow, every answer becomes actionable and drives what happens next.
Based on how the form is completed, Clustdoc can route the intake to the right internal teams, trigger reviews, or pause the process when required information is missing. Instead of manually checking submissions, teams rely on the form to initiate actions automatically.
As data comes in, it can be evaluated against internal rules. Certain answers may require additional validation, internal approval, or escalation. This allows teams to handle standard cases smoothly while spending more time on higher-risk or more complex situations.
The same intake form also becomes a collaboration layer. Submissions can be reviewed directly inside the workflow, with comments added where clarification is needed. Rather than restarting the process or switching tools, clients are invited to update specific fields and resubmit only what is required. The form remains the single point of interaction throughout the review cycle.
For clients, the experience stays simple. They can save progress, return later, and complete the form at their own pace through a password-protected intake portal. Behind the scenes, Clustdoc keeps everything linked to the same checklist and workflow, ensuring continuity even when intake spans multiple sessions or stakeholders.
An intake form delivers real value when it is part of a complete system. In Clustdoc, intake forms integrate into workflows that include review steps, document collection, and follow-up actions.
This allows your teams to collect data once. You reuse it across processes. You maintain consistency throughout your client lifecycle.
New client intake refers to your overall process of receiving, qualifying, and onboarding new clients.
It starts when a prospective client submits information through your intake form. It continues through internal review, approvals, document collection, and confirmation that the client is ready to move forward. A structured new client intake process helps your organization manage requests consistently, reduce delays, and ensure clients meet the requirements for the services you offer.
Clustdoc supports your new client intake by turning forms into connected workflows. This way, you just need one system rather than disconnected tools.
A client intake form is a form you use to collect client information at the beginning of a business relationship.
It gives you a standardized way to gather details about the client, their needs, and their expectations before you deliver a service, start a project, or onboard them into your system. You will find client intake forms in service-based businesses, professional firms, and organizations that manage complex customer or patient journeys.
In Clustdoc, your client intake form is the entry point to a broader intake process that includes review, validation, and execution and more.
Your new customer form should include all the information you need to understand the client's request and determine how to move forward.
This usually covers:
Basic client or business information
Context about the requested service or project
Qualification questions specific to your industry
Any required documents, confirmations, or signatures
You want to gather the information that allows your teams to assess the request, prepare the right response, and avoid unnecessary back-and-forth.
Try Clustdoc today, launch your new workflow tomorrow.
