Client intake form template (free Excel, CSV and printable)
A client intake form records how a new client's business works before you start: how money comes in and goes out, which accounts and software exist, tax status and who to talk to. Use the 26 questions below as they are, or delete what does not apply to your services.
The questions
| Section | Question | Answer |
|---|---|---|
| About the business | Legal name, trading name and entity type (sole proprietor, LLC, partnership, corporation) | |
| About the business | What the business sells, and how it earns money: products, services, subscriptions, commissions | |
| About the business | Start date and fiscal year end | |
| About the business | Owners and their roles; anyone else who can approve spending | |
| About the business | Which state or country the business operates and sells in | |
| Money in | Where do payments arrive: bank deposits, Stripe, Square, PayPal, Shopify, marketplaces, cash? | |
| Money in | Does any payment processor pay out net of fees or hold back reserves? | |
| Money in | Do you invoice customers, and which tool do you use? | |
| Money in | Are there deposits, prepayments or refunds that need special treatment? | |
| Money in | Do you collect sales tax or VAT, and in which places? | |
| Money out | List every bank account and credit card used for the business, including any personal cards that sometimes pay business costs | |
| Money out | Do you have payroll or contractors? Which provider runs payroll? | |
| Money out | Loans, leases or financing agreements, with lender names | |
| Money out | Large or irregular purchases expected in the next twelve months | |
| Money out | How are receipts kept today, and who captures them? | |
| Tax and compliance | Who prepares your tax return, and when was the last return filed? | |
| Tax and compliance | Are all returns and payroll or sales tax filings up to date? If not, which are outstanding? | |
| Tax and compliance | Any notices from a tax authority in the past two years? | |
| Tax and compliance | Any 1099 or similar year-end forms the business issues or receives? | |
| Software and access | Which accounting software do you use now, if any, and who set it up? | |
| Software and access | Are bank feeds connected, and do they work reliably? | |
| Software and access | Which other tools hold financial data: inventory, point of sale, time tracking, expense apps? | |
| Software and access | Who should have access, and at what level? (Ask for an invited user, not a shared password.) | |
| Working together | Who is the day-to-day contact, and who is the backup? | |
| Working together | Preferred way to receive requests and questions: email, text, a shared link? | |
| Working together | How quickly can you usually send documents once asked? | |
| Working together | Who should receive the monthly reports besides you? | |
| Working together | What would make this engagement a success in six months? |
How to use it
- Send it before the kickoff call so the call covers follow-up questions, not basics
- Mark anything vague in the follow-up column and resolve it in the first week
- Ask for an invited user on the accounting software and bank view access, never shared passwords
- Keep the completed form with the engagement letter so scope and facts stay together
For the reasoning behind each section, read the client intake questionnaire guide. Pair the form with an engagement letter and a recurring month-end checklist.
Frequently asked questions
What is a client intake form?
A short questionnaire a new client completes before work starts. It records how the business earns and spends money, which accounts and tools exist, tax status and who to contact, so you are not discovering these things mid-engagement.
How long should an intake form be?
One or two pages. This template has 26 questions in five sections; delete the ones that do not apply to your services.
When should the client fill it in?
Before the kickoff call, so you can read it first and spend the call on the follow-up questions rather than on basics.
Should the form ask for passwords?
No. Ask for an invited user on the accounting software and bank view access instead of shared passwords, and keep sensitive documents out of email.
This is a general checklist to help you gather paperwork, not tax or legal advice. Rules and thresholds change and depend on your situation, so confirm details with a qualified preparer or the IRS.