Grow · free template

New Client Intake Form

Goals, budget, decision-makers and success metrics before kickoff.

A ready-to-use lead generation & sales form for sales teams, agencies and independent consultants: 17 questions, 3 pages, 3 conditional rules.

Questions: 17
Pages: 3
Layouts: classic · card
Conditional rules: 3
Typical time: 8 min

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Live preview and test console

This is the real form. Answer it to test the 3 conditional rules — nothing is sent or stored.

Page 1 of 3 — Who we are working with

2 questions are hidden by conditional logic right now — change an answer above to reveal them.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

New Client Intake Form is built for sales teams, agencies and independent consultants who need to qualify inbound demand before anyone spends time on a call.

Sales teams, agencies and independent consultants working in lead generation & sales.
Teams who need to qualify inbound demand before anyone spends time on a call without writing code or paying for a custom build.
Anyone replacing unqualified enquiries clogging the pipeline with one structured record per enquiry.
Respondents are prospects arriving from ads, search and referrals — the form asks them 17 questions across 3 screens.
Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of unqualified enquiries clogging the pipeline and turns each submission into a record your team can act on immediately.

13 questions are required, so submissions arrive complete instead of needing a follow-up email.
It collects a verified email address so replies and confirmations land.
It captures a phone number for urgent follow-up.
It captures a numeric value you can filter and sort on.
Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1Press “Use this template” — a fresh copy of New Client Intake Form lands in your workspace, ready to edit.
2Rename or delete any question, and change what is required. Nothing here is fixed.
3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

Features advanced show logic: if “Are you the decision-maker?” is No, the form dynamically exposes “Decision-maker name”. Otherwise that question never appears.
Features advanced show logic: if “Are you the decision-maker?” is No, the form dynamically exposes “Decision-maker email”. Otherwise that question never appears.
Features advanced show logic: if “Timeline” is ASAP, the form dynamically exposes “What is driving the deadline?”. Otherwise that question never appears.
All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

Revenue leaks out of onboarding when the first month is spent discovering things that should have been asked on day one. This intake asks them all at once. Company and contact details come first, then the question most firms forget: is the person you are talking to the decision-maker, and if not, who is and how do you reach them. The heart of the form is three linked prompts — what is happening now, what the client wants instead, and how they will know it worked — because a success metric written by the client is the only defence against a moving target at review time. Budget and timeline are ranges, so they get answered. Stakeholder count and the approval process reveal how long sign-off will really take, which is usually the difference between a project that lands on time and one that stalls in someone's inbox. A concerns box at the end gives the client permission to raise the thing they were too polite to mention on the call.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Who we are working with

Company namerequired
Contact namerequired
Contact emailrequired
Contact phonerequired
Are you the decision-maker?required
Decision-maker name
Decision-maker email

Page 2 — The work

Project or service typerequired
What is happening now?required
What outcome do you want?required
How will you know it worked?required
Budget rangerequired
Timelinerequired
What is driving the deadline?

Page 3 — Approvals

How many stakeholders are involved?required
How does approval work here?required
Any concerns about working with us?

17 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 2 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Are you the decision-maker?”

Reveals questions
If “Are you the decision-maker?” is No, the form reveals “Decision-maker name” and “Decision-maker email”.

Driven by “Timeline”

Reveals questions
If “Timeline” is ASAP, the form reveals “What is driving the deadline?”.

Set it up step by step

1
Send it the hour the deal closes
Momentum is highest right after signature — that is when clients answer thoroughly.
2
Set the confirmation message
Use: "Intake complete. We're preparing your project brief." and link the onboarding article.
3
Read the success metric back
Quote it in your kickoff summary. Agreed in writing, it ends most scope disputes before they start.

Mistakes to avoid

Discovering there is a second decision-maker during the review call.
Accepting a vague goal instead of a written success metric.
Asking budget as an open number, which people avoid answering at all.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Turn the answers into a project brief within two days and confirm the success metric and approval path in writing before any work begins.

Works in both layouts

Browse classic templates Browse card templates

Forms that overlap this one

These pages cover the same subject ground as the new client intake form, matched on the words people actually search for.

Frequently asked questions

Is eight minutes too long?

Not after signature. A signed client will spend eight minutes; a cold lead will not, which is what the short quote form is for.

Why ask for stakeholder count?

It predicts approval time better than any other single question, and it tells you how many reviewers to plan for.

What if the client refuses a budget range?

Offer bands rather than a number and explain that it shapes the recommendation. Persistent refusal is itself useful information.

Can I use it for prospects too?

Trim it to the goals and budget questions. The full version belongs after the deal is won.

Is the New Client Intake Form template free to use?

Yes. You can preview and test New Client Intake Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the New Client Intake Form template ask for?

It asks 17 questions across 3 pages, 13 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the New Client Intake Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this lead generation & sales form work?

3 conditional rules ship with the template: Features advanced show logic: if “Are you the decision-maker?” is No, the form dynamically exposes “Decision-maker name”. Otherwise that question never appears. Features advanced show logic: if “Are you the decision-maker?” is No, the form dynamically exposes “Decision-maker email”. Otherwise that question never appears. Features advanced show logic: if “Timeline” is ASAP, the form dynamically exposes “What is driving the deadline?”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the New Client Intake Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the New Client Intake Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

More forms teams pair with the new client intake form.

Related categories

All Lead Generation & Sales templates