By creating a unified, automated intake flow, you can eliminate the friction of manual data entry, back-and-forth emails, and separate scheduling links. This setup is ideal for high-touch, consultative businesses like agencies, professional service firms, coaches, high-end wellness practices, and B2B SaaS teams.
Follow these steps to build an intake flow that automatically collects data, handles agreements, processes payments, and routes clients to their next step, all within Typeform.
New to Typeform? Check out our guide on how to create your first form.
Set the tone
- Add a Welcome Screen to your intake form to greet your customers and provide context on what your form is about.
- Add a Statement with a video to briefly explain your company’s philosophy and instantly reassure your new clients.
Collect contact & project information
- Use the Contact Info question type to gather core details such as the client's full name and email. Collect the client’s goal and commitment level with video and audio answers, as this allows them to express their thoughts freely.
- Keep the form personal by using Recall information. By typing @Name into a question, the form will dynamically address the client by their first name.
Drive action all within the form
Keep your clients within the single form by driving all follow-up actions directly in the form and avoid having them switch from tool to tool.
- Agreements: Add a Signature question and add a Checkbox for clients to agree to your standard terms of service or project scope agreement.
- Payments: Add a Payment question and connect your Stripe or PayPal account to collect payments. You can set a fixed onboarding fee or add a price variable to your form to calculate a price within your form.
- Scheduling: Add a Scheduler question by connecting your preferred scheduling tool, such as Google Calendar or Calendly, to let clients book a consultation or program kick-off.
Sync your contacts
- With Typeform’s Contacts, you can map the relevant form questions directly to your Contacts hub to automatically create a contact profile for each client who fills out your form.
- This setup ensures that every answer automatically creates or updates a central contact record, giving your team a single source of truth of clients without manual copying and pasting.
Automate the onboarding flow
Create your post-submission journey by setting up a drip automation (automated email sequence) so that follow-ups reach customers on a set schedule. When the form is submitted, the workflow triggers automatically.
- Day 0: An instant confirmation email is sent with a summary of the client's answers.
- Day 2: An automated email delivers the client welcome kit and prep guide.
- Day 5: An automated email nudge reminds the client of upcoming materials needed prior to the kickoff meeting.
When clients fill out your form, they’ll automatically be added to a contact list and this can trigger the automation to start their onboarding flow, leaving you with more time to focus on your clients.