A client intake form collects the facts you need before the first call: who the client is, what they want, what they can spend and when they want to start. Qwenvo's free Client Intake Form template asks seven questions and finishes with a signature block, so the same form can also capture an agreement.
The fields, in order
- Company name and Primary contact: two short answers. Who you are dealing with and who they represent.
- Email: the address your proposal and invoice go to.
- Project goals: a long answer. This is the question that decides whether the call is useful, so give it space.
- Budget: a dropdown: Under $5k, $5k-20k, $20k-50k and $50k+. Ranges are easier to answer than a number. Edit the bands to your market.
- Desired kickoff date: a Date block.
- Agreement signature: a Signature block, so the client signs on screen.
The thank-you page reads "Welcome aboard!". Add what happens next and when.
Question wording you can copy
- Goals: "What does success look like in three months? Tell us in a few sentences."
- Budget: "Which range fits your budget? A rough range is fine."
- Kickoff: "When would you ideally like to start?"
- Signature: "Sign below to confirm you have read the terms linked above." Put a Link block with your terms just before it.
Logic ideas
- If the budget is in the lowest band, show a note explaining your minimum, or jump to a page with a lighter package.
- Show a "Link to your existing site" question only for rebuild projects.
- Use a multiple choice such as "Is anyone else involved in decisions?" and reveal a field for their name and email.
- Add a File upload block for briefs or brand files. Up to 1 GB per file.
See the conditional logic guide for how to set these up.
What to do with the answers
Each intake becomes a row in Submissions. Export a per-submission PDF to keep as a record, or send the row to Notion, Airtable or Google Sheets, and tell your team in Slack or Discord. With AI triage on (up to 10,000 submissions a month), each intake gets a category, a priority, a sentiment, a short summary and a suggested reply. Use a routing rule to send high-priority, high-budget leads to the person who closes deals.
Send the confirmation email to the client from the form Settings, so they know it arrived. AI form triage explains rules in detail.
Make the first reply easy
The best intake forms make your next message short. Because budget, timing and goals are already answered, your reply can be a proposal or a call invitation instead of a list of follow-up questions. If you send the same first reply every time, save it as a template in your email tool and paste the client's goals back to them in their own words. Clients notice when you have read what they wrote.
Protect the client's information
- Password protection on the form, if you send it only to known clients.
- Data retention: auto-delete after N days for intake data you do not need to keep. On Tally this is a Business feature at $89 a month.
- Audit log: see who exported or deleted what, useful when several people have access.
- Teammates: unlimited, so an assistant can handle intake without sharing your login.
Mistakes to avoid
- Asking for everything on day one. Intake is for qualifying. Detailed briefs can come after you have agreed to work together.
- A signature with no terms visible near it.
- Making budget optional and then quoting blind.
- Not saying what happens after submit.
- Collecting sensitive details you do not need.
A hard limit to know
Qwenvo does not offer HIPAA compliance, and it is hosted in the United States. If you are a clinic or any practice that collects protected health information, do not use it for intake. Jotform lists HIPAA features on its paid plans; check their pricing page. For business, design or consulting intake, this form is a good fit.
Questions people ask
Can a client intake form include a signature?
Yes. The template includes a Signature block. Whether a drawn signature is enough for your contract depends on your jurisdiction, so check with a lawyer.
How long should a client intake form be?
Seven questions is a good start. Add only the ones that change whether and how you take the project.
Is it cheaper than Tally?
Both free plans include signatures. Qwenvo also includes the extras that sit on Tally's paid plans. Compare them in Qwenvo vs Tally.
Every feature, $0, no card.
Use the client intake template