The first response is too slow
New inquiries wait in a shared inbox while the client is still comparing you with the next option.
FreeClient intake management
Client intake that does the follow-up for you
Formester captures the details, documents, signatures, and booking in one intake form, then qualifies, routes, and follows up automatically. Your team starts with a complete client file, not an inbox thread.
Unlimited forms and responses on the free plan. No credit card required.
New client intakeStep 2 of 3
Service neededFamily law consultation
Key datesHearing on 14 Dec
📄 Custody order.pdfUploaded
Consent signatureSigned
Maya R. · IntakeHigh fit
AI summaryFamily law
Custody modification, hearing in 6 weeks. Order attached. Ready for consult.
Routed toS. Patel
ConsultationThu 10:30
Confirmation emailSent
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Where intake breaks down
New clients should not arrive as scattered messages
For most service businesses, intake is a patchwork. The inquiry comes by email, the documents in a second thread, the signature as a scanned PDF, and the booking somewhere else. Then someone copies it all into a spreadsheet and hopes nothing was missed. The client experiences delay. Your team experiences admin.
Every client sends a different amount of information
One sends everything. The next sends a name and a phone number. Your team fills the gaps by email.
Documents and signatures live elsewhere
Files, consent forms, and agreements get collected in separate tools and separate threads.
Unqualified inquiries take real time
Consultations get booked before anyone checks fit, budget, location, or service type.
Follow-up depends on memory
Confirmations, reminders, and requests for missing information happen only when someone remembers.
There is no single client file
By the time work begins, the client’s information is spread across email, chat, a calendar, and a spreadsheet.
What it is
Intake management means the form is only step one
A client intake form collects information. Client intake management handles everything around it: what gets asked, who sees it, what happens next, and how the client is kept informed. Formester brings those steps into one system.
Capture
Collect contact details, background, service needs, files, signatures, and payment in one branded form. Add appointment booking when the intake leads to a consultation or visit.
Qualify
Adapt the questions to the client’s answers, and use AI and conditions to classify, score, and summarize each inquiry before a person spends time on it.
Route
Send each intake to the right person, team, spreadsheet, or CRM based on service, location, case type, budget, or priority.
Follow up
Confirm receipt instantly, remind clients about appointments, recover incomplete intakes, and keep the next step clear without manual chasing.
Platform
Build an intake process your team does not have to babysit
Start from
Template✦ AI prompt📄 Intake.pdf
Share
formester.com/f/new-clientLive
Website embedQR codeYour branding
Create
Create the intake form in minutes
Start from an intake template or describe what you need and let the AI form creator draft it. You can also turn an existing PDF intake form into a fillable online form. Customize every question, add your logo and branding, then share it by link, website embed, or QR code.
- Templates, AI generation, or PDF to form
- Share by link, embed, or QR code
Any pre-existing conditions?Yes
Which condition?Type 2 diabetes
Current medicationsMetformin 500mg
Shown by logicProgress saved
Conditional logic
Ask only what is relevant
Use conditional logic to change the form based on the client’s answers. A new patient with a pre-existing condition sees the follow-up questions that matter. A legal inquiry about one practice area does not answer questions written for another. Card-style forms ask one question at a time, which makes long intakes feel manageable on a phone.
- Clients can save progress and resume later
- Partial submissions keep the inquiry instead of losing it
📄 Insurance card.jpgUploaded
Consent form signatureSigned
Consultation deposit$75 paid
AppointmentTue 2:00 PM
Offline entrySynced
Complete file
Collect the complete file in one pass
Everything the client would otherwise send in separate threads lands in the same submission.
- File uploads for documents, reports, images, and records
- Electronic signatures for consent forms and agreements
- Payments and deposits through Stripe and PayPal
- Appointment scheduling inside the same form, so booking needs no second link
- Offline collection, with responses synced when the device is back online
AI Agent stepRan on submit
Summary: Ecommerce brand needs a rebrand and new site before a Q2 launch. Budget fits the standard package.
CategoryRebrand + web
Fit score86 / 100
Next stepBook discovery call
AI qualification
Qualify before the first call
Add an AI Agent step to the workflow behind the form. It reads the submission and its attachments, then summarizes the inquiry, classifies it, scores fit, and writes the results into fields your team can act on. Route high-fit clients straight to a consultation. Send the rest a helpful next step by email instead of letting the inquiry sit unanswered.
- Reads answers and attachments
- Summary, category, and fit score saved as fields
After submit
Practice area is Family lawS. Patel · Slack
Location is outside service areaReferral email
Urgency is HighPartner notified
HubSpotGoogle SheetsWebhook
Routing
Route every intake to the right place
Use conditions to split new intakes by any answer. Notify the right person by email or Slack, send the data to Google Sheets, HubSpot, or Salesforce, or push it to another system with Zapier or a webhook.
- Service, treatment type, practice area, or case type
- Location, service area, budget, or project size
- Urgency or priority
Confirmation · “See you Thu 10:30”Sent instantly
Reminder · day beforeScheduled
Abandoned at step 2Resume link sent
Drop-off by step
Contact details96% complete
Documents71% complete
Payment58% complete
Follow-up
Confirm, remind, and recover automatically
Keep the client informed without anyone on your team remembering to do it.
- Instant confirmation that tells the client what happens next
- Emails personalized with the client’s own answers, like their appointment time
- A reminder the day before the appointment, in the client’s time zone
- A follow-up with a resume link when someone abandons an intake halfway
- Drop-off analytics that show which step to shorten or fix
Intakes · this week24 new
Maya R. · Family lawBooked
Dev K. · Estate planningDocs pending
Lena O. · ImmigrationRouted
📄 PDF recordField summaries
Dashboard
Manage every intake from one place
View, filter, and sort submissions in one dashboard. Use form analytics and field-level summaries to see what clients are asking for, where they drop off, and which services drive demand. When the team needs a document, generate a PDF record from the submission instead of rebuilding the client file by hand.
- Filter and sort every submission
- PDF record generated from each intake
Use cases
Client intake for businesses that start with a conversation
Law firms, practices, coaches, agencies, and service teams all start with the same question: who is this client, and what do they need?
Start every matter with the facts, not phone tag
Collect the client’s background, case type, key dates, opposing parties, and supporting documents in one form. Route the inquiry by practice area, collect a consultation payment or deposit, and send a confirmation with the next step.
Intake submitted→AI summary→Route by practice area→Consultation booked
Collect the patient file before the visit
Gather contact details, history, current medications, allergies, insurance information, and signed consent before the appointment. Conditional logic asks follow-up questions only when an answer calls for them.
Intake submitted→Consent signed→Appointment booked→Reminder sent
Qualify the client before the discovery call
Ask about goals, current situation, budget, and timeline in the intake. Score fit automatically, book qualified clients into a call, and take a deposit in the same flow.
Intake submitted→Fit scored→Qualified clients book→Deposit collected
Turn a vague inquiry into a usable project brief
Collect goals, scope, deadlines, brand files, and budget range upfront. Route the brief to the right team and send the client a confirmation that sets expectations.
Brief submitted→Files collected→Routed to team→Kickoff follow-up
Capture the job details before sending anyone out
Collect the service needed, address, photos, preferred times, and access notes in one intake. Route by service area and send the client a confirmation with what happens next.
Request submitted→Routed by area→Team notified→Client confirmed
How it works
Set up managed intake in four steps
Build the form, add the steps that complete the file, connect the follow-up, and share one link.
01
Build or generate the form
Start from a template, generate the intake with AI, or convert the PDF form you already use.
TemplateAI promptPDF to form
02
Add the steps that complete the file
Include file uploads, signatures, appointment scheduling, and payment where your process needs them. Add conditional logic so each client only sees relevant questions.
UploadsSignatureBookingPayment
03
Connect the follow-up workflow
Set the confirmation email, routing rules, AI summary or scoring, reminders, and the CRM or spreadsheet the intake should land in.
ConfirmationAI scoringRoutingHubSpot
04
Share one link
Put the intake on your website, send it after a first call, or share it by email and QR code. Every response arrives complete and routed.
formester.com/f/new-clientLive
Comparison
One intake link instead of four disconnected steps
| Formester | Email, PDFs, and separate tools | |
|---|---|---|
| Intake, booking, and payment | One form and one link | Different tools for each step |
| Questions adapt to the client | Conditional logic by answer | Same static form for everyone |
| Documents and signatures | Collected inside the intake | Chased by email afterward |
| First response | Instant, personalized confirmation | When someone sees the email |
| Qualification | AI summary, classification, and scoring | Read every inquiry manually |
| Routing | Automatic, by any answer | Forwarded by hand |
| Incomplete intakes | Follow-up with a resume link | Usually lost |
| Where the data lands | Dashboard, Sheets, CRM, or webhook | Copied and pasted |
Intake templates
Start from a template your clients already understand
Do not see your business type? Generate the intake form with AI and adjust the questions to your process.
Patient intake form
For clinics and healthcare practices.
Use templateCounseling intake form
For therapists and mental health practices.
Use templatePersonal training intake form
For fitness and physical therapy.
Use templateSalon and spa client intake form
For beauty and wellness businesses.
Use templateFAQ
Common questions
Find answers to common questions below, or reach out to our team for more help.
Free plan, unlimited responses
The first form a client fills out should make the second step obvious
Give every new client one clear place to start, and give your team a complete file to work from. Formester manages the intake, so your team can start the relationship instead of chasing the paperwork.
Unlimited forms and responses on the free plan.