Intake forms
Client intake software that fills in the plan for you
OnboardingCustomers is client intake software for B2B onboarding. You build intake forms with text, choice, file, date and table fields, the form is requested automatically in the customer portal at the right phase, and every answer is mapped into the plan, so setup details never have to be copied out of an email again.
Maps to CRM field "Company name"
Maps to CRM field "Billing email"
Maps to CRM field "Locations"
Maps to CRM field "Target go-live"
Maps to CRM field "Competitor field"
Answer received from the portal
- Legal entity name
- Brightline Health Partners
- Billing contact email
- [email protected]
- Number of locations
- 14
- Go-live preference
- Nov 30
Written to the plan and the CRM deal
Five field types cover almost every intake question
Intake gets messy when the format does not fit the answer. A list of twenty locations does not belong in a paragraph, and an insurance certificate does not belong in a text box.
Text
Company legal name, primary admin, billing contact, anything that is one clear answer.
Choice
Which modules to turn on, which region to host in, which payroll frequency the customer runs.
Date
Preferred go-live, fiscal year end, blackout periods when changes cannot happen.
File
Logo files, the current configuration export, a sample data file for migration.
Table
One row per location, user, integration or bank account, with the columns you define.
Sections and owners
Split the form so each contact answers only what they know, with progress per section.
Why intake is the slowest part of onboarding
Ask any implementation manager where the first two weeks go and the answer is usually waiting for information. The kickoff happens, everyone agrees on the plan, and then the configuration cannot start because nobody knows how many cost centers the customer has or which identity provider they use.
The usual intake process makes this worse. A document is attached to the welcome email. The champion forwards it to three colleagues. Two of them reply inline, one sends a spreadsheet, and the fourth question is never answered. Someone on your team then reads every reply and copies the answers into the project.
Intake software changes three things. The form arrives in the portal as a task with an owner and a due date, so it is tracked like any other work. Each section goes to the person who knows the answer. And because the answers are structured, they land in the plan as data instead of prose.
For Atlas Dental Group, a group of dental practices moving to a new scheduling system, the intake has a table for practices, a choice field for the modules each practice uses and a file field for the current chair schedule export. Twelve practice rows in the table become twelve configuration tasks in the plan, each with the practice name already filled in.
If you are writing questions from scratch, our client intake form template lists the questions most B2B onboardings need.
- Certificate of insurancePDF, 412 KB Approved
- W-9 formPDF, 96 KB Approved
- Security questionnaireXLSX, 58 KB In review
- Employee data exportCSV required Rejected, wrong format
- Brand guidelinesNot uploaded yet Requested 5 days ago
Files requested in the intake show up next to document requests, with the same status flow.
How an intake form moves through a project
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1
Built once
Your team builds the form in the template for a product or package, with questions mapped to plan fields.
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2
Requested on time
The form is opened to the customer in the phase that needs it, usually right after kickoff.
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3
Answered by owners
Each section goes to its contact. Reminders follow up on empty sections, not on the whole form.
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4
Mapped into the plan
Answers fill plan fields, create repeating tasks and appear in the handoff brief at go-live.
Intake answers that keep working after the form is closed
Intake data is useful long after configuration. The AI blocker scan reads form answers alongside comments, so an answer such as "we still need approval from legal before sharing employee data" raises the project risk instead of sitting unnoticed. At go-live the answers feed the handoff brief, so the customer success manager knows the number of locations, the modules in use and the integrations promised without reopening the form.
Files that do not fit a form, such as signed policies or certificates, are better handled with document collection, which adds review and approval. Intake forms are included on every plan, from Startup at $49 per month billed yearly.
Frequently asked questions
Still deciding? Write to [email protected] and a person on our team answers.
What field types can an intake form use?
Can different contacts fill in different parts of the form?
What does mapping answers into the plan mean?
Can a customer save a form and come back later?
Do you have a starting template for intake questions?
Send your next intake form through the portal
Create an account, copy our intake template into the form builder and request it from the next customer you onboard.