New client intake form for consulting company

Q Question: I run a consulting company with a variety of different services. I want to create a customised proposal for new clients, based on their submissions to an online form.

I want to be able to have conditional-response logic on the form, so that the client can select whether certain categories apply to them or not, and if they do apply they can answer more detailed questions.

I want the answers to the online form questions to cross-reference a data-set of individual services that correspond to the categories on the online form. I want to save the customers’ data in a CRM and I want the customer to receive a customized proposal.

What software do you recommend to create this form and the customised proposal?

A Answer: If you were just creating an intake form for your consulting clients, I’d be looking at the best option for getting their details into your CRM so you could continue the lead process. Based on your requirements, you need several things all working together:

  1. A consulting client intake form with conditional logic / logic jumps
  2. A connection to your CRM
  3. A connection to document generation software to create the proposal

Based on these requirements, my first recommendation would be to use Jotform and their one question at a time form builder to create a logic-based intake form. This form could be connected, via Zapier, to your CRM so the intake questions prepopulate CRM fields. Jotform also has a PDF builder that you could use to create a branded PDF proposal that you can send to your client.

My second recommendation would be to use Typeform for your intake form and connect this to a CRM like Pipedrive. Pipedrive can then be used to move the client through the intake / onboarding process and you can connect Pipedrive to proposal generation software to create an online proposal from the form responses.

What is the client onboarding process?

One of the most exciting things for me is our first meeting with a new prospect. We have an initial call, then we send them a proposal and then they get back to us. This is called “onboarding” because it’s the first time that you are introducing yourself to your client and getting to know each other. It’s important to make sure that you do this in a way that makes sense for both parties. You want to be able to answer any questions or concerns that your prospects may have about working together.

We also need to ensure that we understand what their needs are so that we can provide solutions that will help them succeed.

In order to do this effectively, we need to spend some time talking about who they are, what they do and why they might need our services.


10 New Client Onboarding Best Practices

1. Make sure that you follow up on all emails from your prospective client. Don’t assume that they got your email. If you don’t hear anything after 2 weeks, reach out again.

2. Have a conversation with your potential client at least once before sending them a proposal. Ask them if there’s anything else that you should know about them.

3. Send a personalized proposal that includes information about:

  • Your company
  • Why you’re different than others
  • How you’ll work together
  • The value that you offer

4. Follow up with your potential client within 48 hours of receiving their response.

5. Use the opportunity to ask them questions. For example, how did you find out about us? Who referred you? What were your biggest challenges when you started looking for a vendor?

6. Be prepared to give a presentation to your client. In fact, it’s best to present a few times before you actually sign the contract.

7. Remember that you’re not just selling a product or service; you’re selling a relationship. So, make sure that you establish trust early on by being honest and transparent.

8. Keep in touch with your client throughout the project. They’re going to be depending on you for guidance and support.

9. Always close the deal!

10. Do everything possible to prevent scope creep.

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