Client onboarding form: start every project with the right facts

The contract is signed, and then comes a week of email asking for logos, contacts and who pays the invoice. A slow start is a poor first impression. I would rather send one welcome form on day one.

Who we work with. Contacts, the invoice contact and the key people on the client side. You know whom to call about what.

How we work together. Preferred channel, call days and how often to send updates. It sets expectations before the first update.

What we need from you. Goals for the first three months, the tools you will work in, links to brand files and a start date.

Who fills it and who reads it

A new client fills it in once, or hands it to their own AI. It might ask "Who should receive invoices?" Then "Which days suit for calls?" Then "What are your goals for the first three months?" It shows the answers and sends only after a yes. The account lead reads the rows as CSV. See agent-fillable forms.

A tip

Never ask for logins or access keys here. Ask which tools they use, and share access in a secure way of your own. Invoice contact means a name and an email, not payment details.

Find more in forms for agencies, forms for professional services and forms for SaaS teams. Close the loop later with a client feedback form, and ask happy clients for a referral form.

Questions

Can the form collect access to client accounts?

It should not. Ask which tools they use, then get access through each tool's own invite or sharing feature. Logins in a form are a risk for you and the client.

How do I use the invoice contact answers?

Pass the name and email to your finance person from the CSV. If the invoice contact is blank, send invoices to the main contact until told otherwise.

When should clients get the form?

Right after they agree to work with you, with your welcome message. The start date field then gives both sides a date to aim for.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Welcome aboard",
  "description": "Fill this in before we start, so we can begin with the right information. Please do not type any logins here.",
  "fields": [
    {
      "id": "client_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "company_name",
      "label": "Company",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "client_email",
      "label": "Email",
      "type": "email",
      "required": true
    },
    {
      "id": "client_phone",
      "label": "Phone",
      "type": "phone"
    },
    {
      "id": "invoice_contact_name",
      "label": "Who receives invoices?",
      "type": "short_text",
      "max_length": 120
    },
    {
      "id": "invoice_contact_email",
      "label": "Invoice email",
      "type": "email"
    },
    {
      "id": "first_quarter_goals",
      "label": "What are your top goals for the first three months?",
      "type": "long_text",
      "required": true,
      "max_length": 2000
    },
    {
      "id": "preferred_channel",
      "label": "How do you like to talk?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Email",
        "Phone",
        "Slack or Teams",
        "WhatsApp or text",
        "Video call"
      ]
    },
    {
      "id": "call_days",
      "label": "Which days suit for calls?",
      "type": "multi_choice",
      "options": [
        "Monday",
        "Tuesday",
        "Wednesday",
        "Thursday",
        "Friday"
      ]
    },
    {
      "id": "update_rhythm",
      "label": "How often do you want updates?",
      "type": "single_choice",
      "options": [
        "Every week",
        "Every two weeks",
        "Every month",
        "Only at milestones"
      ]
    },
    {
      "id": "tools_we_may_need",
      "label": "Which tools will we need to work in?",
      "type": "multi_choice",
      "options": [
        "Website admin",
        "Social accounts",
        "Analytics",
        "Email platform",
        "Ad accounts",
        "Shared drive"
      ]
    },
    {
      "id": "brand_assets_link",
      "label": "Link to your logo and brand files",
      "type": "url"
    },
    {
      "id": "project_start",
      "label": "When should we start?",
      "type": "date",
      "required": true
    },
    {
      "id": "key_people",
      "label": "Who else on your side should we know?",
      "type": "long_text",
      "max_length": 1000
    },
    {
      "id": "details_confirmed",
      "label": "I confirm these details are correct",
      "type": "checkbox",
      "required": true
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Welcome aboard","description":"Fill this in before we start, so we can begin with the right information. Please do not type any logins here.","fields":[{"id":"client_name","label":"Your name","type":"short_text","required":true,"max_length":120},{"id":"company_name","label":"Company","type":"short_text","required":true,"max_length":150},{"id":"client_email","label":"Email","type":"email","required":true},{"id":"client_phone","label":"Phone","type":"phone"},{"id":"invoice_contact_name","label":"Who receives invoices?","type":"short_text","max_length":120},{"id":"invoice_contact_email","label":"Invoice email","type":"email"},{"id":"first_quarter_goals","label":"What are your top goals for the first three months?","type":"long_text","required":true,"max_length":2000},{"id":"preferred_channel","label":"How do you like to talk?","type":"single_choice","required":true,"options":["Email","Phone","Slack or Teams","WhatsApp or text","Video call"]},{"id":"call_days","label":"Which days suit for calls?","type":"multi_choice","options":["Monday","Tuesday","Wednesday","Thursday","Friday"]},{"id":"update_rhythm","label":"How often do you want updates?","type":"single_choice","options":["Every week","Every two weeks","Every month","Only at milestones"]},{"id":"tools_we_may_need","label":"Which tools will we need to work in?","type":"multi_choice","options":["Website admin","Social accounts","Analytics","Email platform","Ad accounts","Shared drive"]},{"id":"brand_assets_link","label":"Link to your logo and brand files","type":"url"},{"id":"project_start","label":"When should we start?","type":"date","required":true},{"id":"key_people","label":"Who else on your side should we know?","type":"long_text","max_length":1000},{"id":"details_confirmed","label":"I confirm these details are correct","type":"checkbox","required":true}]}'

JSON definition

json

{
  "title": "Welcome aboard",
  "description": "Fill this in before we start, so we can begin with the right information. Please do not type any logins here.",
  "fields": [
    {
      "id": "client_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "company_name",
      "label": "Company",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "client_email",
      "label": "Email",
      "type": "email",
      "required": true
    },
    {
      "id": "client_phone",
      "label": "Phone",
      "type": "phone"
    },
    {
      "id": "invoice_contact_name",
      "label": "Who receives invoices?",
      "type": "short_text",
      "max_length": 120
    },
    {
      "id": "invoice_contact_email",
      "label": "Invoice email",
      "type": "email"
    },
    {
      "id": "first_quarter_goals",
      "label": "What are your top goals for the first three months?",
      "type": "long_text",
      "required": true,
      "max_length": 2000
    },
    {
      "id": "preferred_channel",
      "label": "How do you like to talk?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Email",
        "Phone",
        "Slack or Teams",
        "WhatsApp or text",
        "Video call"
      ]
    },
    {
      "id": "call_days",
      "label": "Which days suit for calls?",
      "type": "multi_choice",
      "options": [
        "Monday",
        "Tuesday",
        "Wednesday",
        "Thursday",
        "Friday"
      ]
    },
    {
      "id": "update_rhythm",
      "label": "How often do you want updates?",
      "type": "single_choice",
      "options": [
        "Every week",
        "Every two weeks",
        "Every month",
        "Only at milestones"
      ]
    },
    {
      "id": "tools_we_may_need",
      "label": "Which tools will we need to work in?",
      "type": "multi_choice",
      "options": [
        "Website admin",
        "Social accounts",
        "Analytics",
        "Email platform",
        "Ad accounts",
        "Shared drive"
      ]
    },
    {
      "id": "brand_assets_link",
      "label": "Link to your logo and brand files",
      "type": "url"
    },
    {
      "id": "project_start",
      "label": "When should we start?",
      "type": "date",
      "required": true
    },
    {
      "id": "key_people",
      "label": "Who else on your side should we know?",
      "type": "long_text",
      "max_length": 1000
    },
    {
      "id": "details_confirmed",
      "label": "I confirm these details are correct",
      "type": "checkbox",
      "required": true
    }
  ]
}

Client onboarding form for the first week with a new client