Guide
Client onboarding in one link: form, agreement, welcome pack
For this guide and its prompts we recommend:
- Typeform asks the intake questions in the order a client can answer them. Free plan · 14-day free trial (source)
- SignNow sends your own agreement for e-signature. 7-day free trial (source)
- Gamma lays out the one-page welcome pack. Free plan (source)
Offers checked 21 Oct 2026 More tools below ↓
You can now onboard a client with one link.
One link a new client opens: an intake form, an agreement they sign online and a welcome pack that says what happens when, plus notes from the kick-off call.
What you need
- Your service described in a few lines and the questions you always ask
- Your own agreement template
- Any AI chat assistant
- Typeform, SignNow, Gamma and Granola
Recommended AI tools
TypeformNo back-and-forth emails for basic factsFree plan SignNowWork starts only after a signed scopeTrial GammaThe client knows the plan before the first callFree plan GranolaNo rewriting notes after the callFree plan
Steps
Build the intake form
Write down the eight questions you always end up asking, then put them in the order a client can answer them. Basic facts first, then goals, then the harder questions about budget and dates.
WeakTell us about your project.
BetterWhat should be different three months after we finish? Pick one, and describe how you will notice it.
Send the agreement for e-signature
Use your own agreement template and fill it in from the answers in the form. A short plain-language summary at the top helps the client read it. The template is yours; check it with a professional for your country.
Make the welcome pack
One page: what happens in week 1, 2 and 3, who to contact and what you need from the client. The client knows the plan before the first call.
Run the kick-off call and keep the notes
Tell the client you are taking notes. Right after the call, turn them into an action list with an owner and a date for each item, and send it the same day.
The full instruction
Copy it into any AI chat assistant and change only the first line.
Change only this line: SERVICE = [website copywriting for local cafes, about 4 weeks per project] You help me set up client onboarding for my SERVICE that fits in one link. Before you write the intake questions, ask me which questions I always end up asking clients. My agreement template covers scope, price, dates, changes and cancellation. Do four things: 1. Write 8 intake questions in the order a client can answer them, with a one-line hint under each. 2. Write a plain-language summary of the scope (at most 120 words) that I can put on top of my own agreement template. Mark what I must check with a professional. 3. Write a one-page welcome pack: week 1, week 2, week 3, who to contact, what I need from the client. 4. Write the agenda for a 30-minute kick-off call. Do not invent prices, dates or legal terms. Start with the intake questions.
What you end up with
One link that takes a new client from first answers to a signed scope and a clear plan, and kick-off notes that turn into tasks the same day. With a specialised tool for each step, nothing has to be retyped from one email into another.
Common mistakes
- Starting work before the scope is signed.
- An intake form with thirty questions nobody finishes.
- Taking call notes without telling the client.
Processes that need more than one tool
Each process below uses several tools, each for the job it does best. Any AI chat assistant works where one is named.
Build the intake form
Tools, in order: any AI chat assistant → Typeform
- Ask a chat assistant to order your usual questions the way a client can answer them.
- Build the form in Typeform and add the link to your welcome email.
- Fill it in yourself once, as a client would.
Recommended for this step: Typeform
Time: no back-and-forth emails for basic facts
The prompt for this process
Help me build an intake form for new clients. I will build it in Typeform. My service: [what I do] Questions I always end up asking: [list] Write 8 questions in the order a client can answer them: basic facts first, then goals, then budget and dates. Under each question add a one-line hint. Use answer options where they help. Start with question 1.
Send the agreement for e-signature
Tools, in order: any AI chat assistant → SignNow
- Ask a chat assistant for a plain-language scope summary from the form answers.
- Put the summary on top of your own agreement template and send it with SignNow.
- Start work only after the signed copy comes back.
Recommended for this step: SignNow
Money: work starts only after a signed scope
The prompt for this process
Turn these intake answers into a plain-language scope summary for the top of my own agreement template. I will send it for e-signature with SignNow. Intake answers: [paste] What my template already covers: [scope, price, dates, changes, cancellation] Write at most 120 words: what I will do, what is not included, the dates and what the client provides. Do not invent prices, dates or legal terms. At the end, list the points I should check with a professional for my country. Start with the summary.
Make the welcome pack
Tools, in order: any AI chat assistant → Gamma
- Ask a chat assistant for a one-page plan from the scope and dates.
- Lay it out as one page in Gamma.
- Add the link to the same email as the form and the agreement.
Recommended for this step: Gamma
Quality: the client knows the plan before the first call
The prompt for this process
Write a one-page welcome pack for a new client. I will lay it out in Gamma. Scope: [paste the summary] Start date and key dates: [dates] How the client can reach me: [contact] Sections: what happens in week 1, week 2 and week 3; who to contact and how fast I reply; what I need from the client and by when. Plain words, at most 200 words. Start with week 1.
Run the kick-off call and keep the notes
Tools, in order: Granola → any AI chat assistant
- Tell the client you are taking notes, then let Granola keep them during the call.
- After the call, ask a chat assistant to turn the notes into an action list.
- Send the list to the client the same day.
Recommended for this step: Granola
Time: no rewriting notes after the call
The prompt for this process
Here are my notes from a kick-off call with a new client, taken in Granola. Notes: [paste] Turn them into an action list: each item with what, who and by when. Then list open questions and anything that changes the signed scope. Use only what is in the notes. Start with the action list.
For this result we recommend these tools
This guide describes a result. These tools are one way to get there faster. Whether one pays for itself depends on your work, and we promise no result.
Typeform
An online form and survey builder with AI form creation.
From €25 per month (Basic, billed yearly; 100 responses a month) (source, checked 2026-10-16)
Typeform builds conversational online forms and surveys that show one question at a time. In this guide it is used in “Build the intake form”. It is used for quizzes, feedback and lead forms, and its logic skips questions that do not apply, so more people finish.
Free plan · 14-day free trial (source, checked 21 Oct 2026)
ToolSignNow
An e-signature tool: send, sign and track legally binding documents online.
From €8 per month (Starter, billed annually) (source, checked 2026-10-16)
SignNow sends documents for legally binding e-signatures and shows who has signed. In this guide it is used in “Send the agreement for e-signature”. It is used for agreements, quotes and onboarding forms, and the other side can sign on a phone without creating an account.
7-day free trial (source, checked 21 Oct 2026)
From Ema’s story: Ema designs invitations that spell correctly
ToolGamma
AI tool for creating presentations, documents and simple websites from prompts.
From $9 per seat per month, $108 per seat billed annually (Plus) (source, checked 2026-10-07)
Gamma is an AI tool that builds slide decks, one-page documents and simple web pages from an outline. In this guide it is used in “Make the welcome pack”. People use it for proposals, lesson slides and reports, and it stands out because the result is shared as a link that reads well on a phone.
Free plan (source, checked 21 Oct 2026)
Granola
An AI notepad that turns your meetings into clean notes without a meeting bot.
From $14 per user per month (Business) (source, checked 2026-10-16)
Granola is an AI notepad for meetings that writes up your notes from the call audio, without a bot joining the call. In this guide it is used in “Run the kick-off call and keep the notes”. It is used for client calls, interviews and team meetings, and it merges your own rough notes and the transcript into one clean summary.
Free plan (source, checked 21 Oct 2026)
We recommend a specialised tool for each process rather than one tool that does everything. Tools that try to do everything rarely do any one job really well, because no single function gets perfected. It is the same in life, in business and in relationships: spread your attention over ten places and nothing gets done properly.
Forward, without brakes
Now that the Kailiniai Heroes exist, you can have your own. Create one hero or several, and use them for goals that used to need a whole team or a big budget.
