FREELANCE CLIENT ONBOARDING SYSTEM TEMPLATE 7-Step Fill-in-the-Blank Checklist Brought to you by SoloStack — solostack.madethis.app ===================================================== Instructions: Fill in the blanks for each step. Once complete, this is your onboarding SOP. Run through this checklist with every new client. ===================================================== STEP 1: PROPOSAL ===================================================== When to send: Within [___] hours of discovery call (recommended: 24 hours) Sent via: [email / proposal tool / ___________] What it includes: □ Project scope (exactly what's included) □ What's NOT included □ Deliverables list □ Timeline / start date □ Pricing (3-tier or single price) □ Payment terms □ Expiration date (proposal valid for ___ days) Follow-up if no response: After [___] days, send: "[Subject: Re: [Project Name] Proposal — just checking in]" Body: "Hi [Name], just wanted to make sure my proposal came through. Happy to answer any questions or hop on a quick call. [Your name]" Notes / customization for your business: ___________________________________________ ===================================================== STEP 2: CONTRACT ===================================================== When to send: Immediately after client verbally accepts proposal Sent via: [DocuSign / HelloSign / PDF / ___________] What it includes: □ Client name and contact info □ Project description and deliverables □ Payment terms and deposit amount □ Revision policy (how many rounds: ___) □ Revision definition ("A revision round is defined as: ___________") □ IP / ownership clause □ Kill fee (if applicable): ___________ □ Your business name and contact info Rule: No work begins until contract is signed AND deposit is received. Notes / customization for your business: ___________________________________________ ===================================================== STEP 3: INVOICE (DEPOSIT) ===================================================== When to send: Same day contract is sent, or immediately after signing Invoice amount: [50% / 100% / ___________] of total project fee Due date: [___ days after invoice] (recommended: 3–5 business days) Sent via: [FreshBooks / Wave / QuickBooks / PayPal / ___________] What deposit invoice includes: □ Your business name □ Client name and billing contact □ Invoice number □ Project name □ Deposit amount □ Due date □ Payment methods accepted: ___________ □ Late payment policy: ___________ Trigger for next step: Deposit received → proceed to Step 4 Notes / customization for your business: ___________________________________________ ===================================================== STEP 4: WELCOME EMAIL ===================================================== When to send: Within [___] hours of deposit clearing (recommended: same day) Subject line: "Welcome! Here's what happens next — [Project Name]" Email template: --- Hi [Client Name], Great news — your deposit has cleared and we're officially off to the races. Here's what to expect over the next [timeframe]: This week: - I'll send you a short questionnaire to gather everything I need before our kickoff call - Please block [date/time options] for a [30/60]-minute kickoff call What you'll need to send me before the kickoff: - [Item 1: e.g., brand guidelines, existing materials, login access] - [Item 2] - [Item 3] How to reach me: [email / Slack / ___________] My response time: [e.g., within 1 business day during Mon–Fri] Looking forward to working with you. [Your name] --- Fill in for your business: What you need from the client before kickoff: ___________ Your communication channel: ___________ Your response time commitment: ___________ Notes / customization for your business: ___________________________________________ ===================================================== STEP 5: INTAKE QUESTIONNAIRE ===================================================== When to send: Same day as welcome email (or embed link in welcome email) Format: [Google Form / Typeform / Word doc / ___________] Due back: At least [___] days before kickoff call Questions to include (customize to your service): □ 1. What is the primary goal of this project? □ 2. Who is the target audience? □ 3. What does success look like to you? □ 4. Are there any existing materials, brand guidelines, or references I should review? □ 5. What's your biggest concern or risk for this project? □ 6. Who will be the main point of contact for approvals/feedback? □ 7. Is there anything I should know about how you prefer to work or communicate? □ 8. [Your service-specific question 1: ___________] □ 9. [Your service-specific question 2: ___________] □ 10. [Your service-specific question 3: ___________] Notes / customization for your business: ___________________________________________ ===================================================== STEP 6: KICKOFF CALL ===================================================== When to schedule: [___] days after deposit received Length: [30 / 60 / 90] minutes Platform: [Zoom / Google Meet / Phone / ___________] Kickoff call checklist: □ Confirm project scope and deliverables □ Confirm timeline and milestone dates □ Confirm communication preferences (channel, frequency, response time) □ Review intake questionnaire answers and ask follow-up questions □ Confirm feedback process (who approves, how to submit feedback) □ Confirm revision policy (remind client of what's included) □ Confirm final deliverable format / handoff method □ Confirm next touchpoint date □ Any open questions: ___________ Post-call action: Send kickoff doc within [___] hours (recommended: same day) Notes / customization for your business: ___________________________________________ ===================================================== STEP 7: PROJECT KICKOFF DOCUMENT ===================================================== When to send: Within [___] hours of kickoff call Format: [Google Doc / Notion / Word doc / ___________] What to include: □ Project name and dates □ Client name and primary contact □ Summary of project goals (1–2 sentences) □ Confirmed deliverables (bulleted list) □ Confirmed timeline: - Kickoff date: ___________ - Milestone 1: ___________ (due: ___) - Milestone 2: ___________ (due: ___) - Final delivery: ___________ □ Revision policy reminder (X rounds included) □ Communication channel and response time □ How to submit feedback □ Any outstanding items / open questions □ "Please review and confirm — if you don't hear otherwise within [X days], I'll treat this as approved and begin work." Notes / customization for your business: ___________________________________________ ===================================================== ONBOARDING COMPLETE — PROJECT BEGINS ===================================================== Checklist summary — every new client: □ Step 1: Proposal sent within ___ hours □ Step 2: Contract signed □ Step 3: Deposit received □ Step 4: Welcome email sent □ Step 5: Intake questionnaire completed □ Step 6: Kickoff call completed □ Step 7: Kickoff document sent and confirmed Time to complete onboarding (once templated): approximately 45–90 minutes of active work spread over [___] days. ----------------------------------------------------- NEXT STEP: Get pre-written versions of all 7 documents at solostack.madethis.app/products The full onboarding bundle — contracts, invoices, welcome emails, questionnaires, and kickoff docs. Already written. Just customize and use. $19/month. -----------------------------------------------------