Client intake shouldn’t feel like busywork.
If you’re sending the same intake forms, asking the same questions, and chasing the same files for every new client, the issue usually isn’t the client. It’s the system behind the process.
When client work is repeatable, your intake process should be too.
In this post, we’ll walk through how to systemize client intake using reusable request templates—so onboarding is faster, clearer, and far less manual.
Why Client Intake Breaks Down
Most freelancers and service-based businesses start client intake with good intentions.
A form here. A follow-up email there. A shared folder somewhere else.
At first, it works. But as your work repeats, so does the friction.
You rebuild the same intake form. You ask the same questions. You resend the same requests. You follow up more than you should.
That’s usually the sign that the process needs structure—not more effort.
What Is a Request Template?
A request template is a reusable version of a client request.
Instead of rebuilding your intake form for every new client, you build it once, save it, and reuse it whenever you need it.
Request templates are especially useful for:
- Client onboarding
- Creative briefs
- Website content collection
- Document and file uploads
- Approvals and signatures
If you’ve ever thought, “I swear I’ve sent this before,” it should probably be a template.
Step 1: Create a Request
Before turning anything into a template, you’ll first create a standard request.
Inside your client portal:
- Navigate to Requests
- Click New Request
- Select the account and client
- Start with a blank request (or use an existing one as a base)
Give the request a clear, recognizable name—something you’ll remember and reuse later, like Website Content Collection.
You can also:
- Add an intro message for client context
- Toggle privacy if the request contains sensitive information
Once ready, create the request to open the request builder.
Step 2: Customize the Request in the Builder
This is where the system comes together.
Using drag-and-drop fields, you can customize exactly what information you need from clients, including:
- Short answers
- Long-form responses
- File uploads
- Image uploads
- Dates and approvals
- Signatures
- And more…
Each field can be customized down to the title and placeholder text, so clients know exactly what you’re asking for.
You can also rearrange fields at any time to match your workflow.
Once everything looks right, preview the request to see exactly what the client will experience.
Step 3: Schedule and Automate the Request
After previewing, you can choose how and when the request is sent.
Options include:
- Publishing immediately
- Scheduling the request for later
- Notifying the client by email with a custom message
You can also set:
- A due date
- Automated reminders
- Reminder frequency
Reminders are handled automatically, so you no longer have to chase files or information manually.
Step 4: Turn the Request Into a Template
Once you’ve created a request you want to reuse, it’s time to turn it into a template.
From the Requests view:
- Click the three dots next to the request
- Select Create Template
- Give the template a clear name
- Add a short description (optional)
From here, you can review the template, rearrange sections, or add anything you missed before saving.
The template is now ready to use anytime.
Step 5: Reuse the Template Without Changing It
When you reuse a template:
- You select the client
- You add client-specific details
- You customize messages as needed
These changes apply only to that request, not the original template.
This keeps your system consistent while still allowing flexibility for each client.
Preview one last time, set due dates and reminders, then publish or schedule the request.
When Should Something Be a Template?
A simple rule works well here:
If you send the same request more than once, it should probably be a template.
Templates are ideal for:
- Client onboarding
- Creative briefs
- Document collection
- File uploads
- Approvals and signatures
They reduce back-and-forth, save time, and create a clearer experience for clients.
Build the System Once. Reuse It Forever.
Client intake doesn’t need to be rebuilt every time.
By turning repeatable requests into templates, you create a system that scales with your work, keeps everything connected, and makes onboarding easier for everyone involved.
If client work is repeatable, your system should be too.
