Template
Client Intake Form Template for B2B Vendors and Agencies
A client intake form template collects what you need from a new business client before kickoff: company details, the people involved, goals, current tools, technical setup, data, timeline and billing. The B2B version below has eight short sections, notes which questions are required, and explains why each one is asked.
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
What a B2B intake form template is for
The intake form is the first thing a new client does for you after signing. Done well, it saves an hour of kickoff time, surfaces risks before they become delays and shows the client that your team is organized. Done badly, it is a 60-question survey that asks for things the sales team already knows.
A good B2B client intake form has three properties. It asks only for information you will use soon. It never asks for something already in the contract or the CRM. And each question has a reason, which you can state in a short help line so the client understands why it matters.
The intake form template below is built for software vendors, agencies, IT service providers and consultancies. It is not a medical, legal or therapy intake form and does not collect personal health or financial information about individuals.
Fifteen minutes, not an hour
Eight short sections. Anything you will not use in the first month is left out.
No repeated questions
Company name, package and contract dates come from the SOW or the CRM deal, not from the client.
A reason for every question
Each question has a short help line. Clients answer more fully when they know how the answer is used.
The client intake form template
Copy it into your form tool or document. Required questions are marked. The text in brackets after each question is the help line to show the client.
Client intake form
Welcome to [Your company]. Please complete this form before our kickoff on [Date].
It takes about 15 minutes. Your answers go straight to the team setting up your account.
Section 1. Company details
- Legal entity name as it should appear on invoices (required) [We already have your trading name. This is for billing documents.]
- Number of locations, offices or business units in scope (required) [Helps us plan configuration and training.]
- Time zone of your main team (required) [All meetings and deadlines use this time zone.]
Section 2. People
- Project lead, name, role, email (required) [Your day-to-day contact who approves the plan.]
- Technical or IT contact, name, email (required) [Receives access and integration requests.]
- Executive sponsor, name, email [Gets a short monthly summary, nothing more.]
- Billing contact, name, email (required) [Receives invoices.]
- Anyone else who must approve decisions [So we invite them to the right meetings.]
Section 3. Goals
- What problem made you look for a solution now (required) [In your own words, two or three sentences.]
- What will be different 90 days after go-live if this works (required) [A number is ideal. A clear description is fine.]
- Is there a date you must be live by, and why [For example a season, an audit or a contract ending.]
Section 4. Current tools and process
- Which tool or process are you replacing (required) [Spreadsheet, another product, an internal system or nothing.]
- Which tools need to connect to ours [CRM, accounting, HR, data warehouse, others.]
- What do you like about your current setup that we should keep [So we do not remove something your team relies on.]
Section 5. Technical setup
- Do you require single sign-on, and with which identity provider [We plan SSO setup with your IT contact.]
- Do you have security or vendor review requirements (required) [Questionnaires, data processing agreement, approved vendor list.]
- Are there change freezes or blackout periods in the next three months [We will avoid them in the plan.]
Section 6. Data
- What data needs to move into the new system (required) [Customers, products, orders, history, files.]
- Roughly how many records, and how far back [Ranges are fine.]
- Who can export the data, and in which format [CSV, Excel, an API, a report from your current tool.]
Section 7. Users and training
- How many people will use the system, by role (required) [For example 4 admins, 30 managers, 200 staff.]
- How does your team prefer to learn [Live sessions, recordings, written guides.]
Section 8. Documents to upload
- Signed data processing agreement, if required by your policy
- Brand assets (logo, colors) if the product will show your brand
- Sample data export or report from your current tool
- Purchase order, if your finance team issues one
Thank you. We will review your answers before the kickoff and bring questions only where something is unclear.
How to adapt the intake form to your business
Keep the eight sections. Add two or three questions that only your business needs and remove what never changes your plan.
| Business | Add these questions | Usually remove |
|---|---|---|
| SaaS vendor | Integration priority order, sandbox needs, API rate limits on their side | Brand assets, if the product is not customer facing |
| Marketing agency | Ad spend by channel, past campaign results, competitors to watch, brand voice | SSO and data migration |
| IT service provider | Device count, critical systems, after-hours contact, current vendor contracts | Brand assets and goals in marketing terms |
| Fintech or payments | Expected volumes, settlement accounts, compliance contact | Training preferences, often handled later |
| Consultancy | Interview list, existing reports, decision calendar | Data export and SSO |
An intake form in practice
Quillmere Freight Partners, a fictional logistics provider, signs with a warehouse software vendor. The intake form goes out with the welcome email an hour after signature. Their operations manager completes Sections 1 to 4 the same day. Section 5 sits with IT, and the answer to question 17 reveals a quarter-end change freeze in three weeks.
Because the vendor sees that answer before kickoff, the plan is built with integration work before the freeze instead of across it. At kickoff the team spends ten minutes confirming answers and forty minutes on decisions. Without the form, the freeze would have surfaced when the integration request was blocked.
Once the form is in, use the answers to run your first meeting with the project kickoff agenda.
From a static form to a connected intake
A form in a shared document works, but the answers then have to be copied into the CRM, the plan and the kickoff notes by hand. Late answers need chasing by email.
With intake forms in OnboardingCustomers, the form is the first task in the client portal. Answers map to fields in HubSpot, Salesforce or Pipedrive, uploaded files land with the right customer, and the form sends its own reminder when it is late. Paste the SOW, and the AI onboarding plan adds the intake form to the plan with a due date before kickoff.
Frequently asked questions
Still deciding? Write to [email protected] and a person on our team answers.
What is a client intake form?
Is this the same as a customer intake form template?
How long should a client intake form be?
Should the intake form be sent before or after the contract is signed?
Is this a therapy or medical intake form?
Send this intake form inside a live onboarding plan
Paste your SOW, and OnboardingCustomers builds the plan, adds the intake form as the first customer task and maps the answers to your CRM.