5 of the best client intake software products

In some ways, a client relationship is like a romantic relationship — you can’t ask your client to sign on the dotted line during your first interaction, just like you can’t ask someone to marry you on the first date. Both types of relationships require a solid foundation in order to flourish.

In the client-business world, that foundation is set during the client intake process.

This information-gathering session at the beginning of the client-business relationship helps ensure the parties are a good fit for one another. You, as the business representative, ask the client for information about who they are and what goals they’re trying to reach. The client also learns more about your business by participating in this process.

While some businesses collect client data manually via paper forms or PDFs, others prefer to use client intake software, as it greatly expedites the process and offers a number of benefits.

If you’re considering purchasing client intake software, you’re in the right place! This article will help you understand what to look for in a software application and will introduce you to five leading options. We’ll also show you how easy it is to create a client intake form in Jotform so you can get started quickly.

How client intake software works

Client intake software is a type of online application used to facilitate the client intake process.

The software makes it easy to gather information via digital forms. It also moves the process along faster with the help of automation.

Rather than sending documents along from one party to the next manually, for example, you can let the software take care of that for you, as it moves them along automatically when each stage of the process is complete. Today’s software choices can automate nearly the entire information-gathering process, from sending out client questionnaires and reminders to compiling the results.

Client intake forms are most common in law, finance, healthcare, fitness, professional services, home care, and marketing, though other industries use them occasionally as well. The type of information gathered varies depending on the industry. Some client intake software is industry-agnostic and can be customized to meet different business requirements, while others are industry-specific.

What to look for in client intake software

As you consider the various software options available, keep these considerations in mind:

  • Industry-specific vs industry-agnostic: Do you want to use a client intake software that’s customized for the nuances of your industry? In some industries like law, client intake software can differ greatly from those suited for other types of businesses, so an industry-specific tool may offer more value.
  • Customization: Every business, no matter the industry, will have a unique client intake process. From what kind of information you need to when you need to gather it, the process can have many variables. Opt for a client intake software that enables you to customize the intake forms and automations to meet your specific needs.
  • Electronic signatures: Many client intake processes require a client signature, either to verify the accuracy of information or perhaps to sign a contract. Opt for a software that can facilitate electronic signatures.
  • Payments: In some industries, businesses charge for an initial consultation, which includes the client-intake process. If this is the case for your business, you’ll want software that has the ability to accept electronic payments, streamlining the process for both parties.

5 leading client intake software options

1. Jotform

Jotform is a highly customizable form builder that businesses in any industry can use.

It comes with many client intake form templates you can tailor to match your branding and your information needs; you can even incorporate skip logic and form calculations if needed. Jotform also facilitates electronic signatures and accepts online payments, making it possible to create a streamlined client intake process from end to end.

As a Jotform user, you can also take advantage of its other business templates for everything from onboarding documents and schedules to contracts, invoices, and more.

Jotform is available in a free plan and also includes four tiers of paid plans starting at $34 per month.

2. Clio Grow

User Interface of Clio Grow

If you’re looking for client intake software specific to the legal industry, take a look at Clio Grow. You can share its digital forms with clients via email, text, or your website. It also helps you schedule client consultations, accept online payments, check for conflicts of interest, and send personalized messages.

Clio offers a free, seven-day trial and is available in four tiers of paid plans starting at $39 per month.

3. FreshBooks

FreshBooks Landing Page

FreshBooks is an accounting software that you can also use for client intake.

With FreshBooks, you can create client intake forms and invite clients to fill them out. In addition, FreshBooks enables you to keep all client-related documents in one system, making it easier to collaborate and find documents. Plus, the financial tracking and project management features come in handy once potential clients become paying customers.

FreshBooks has four tiers of paid plans starting at $17 per month, and it offers a 30-day money-back guarantee.

4. intakeQ

User Interface of intakeQ

intakeQ is designed for client intake in the healthcare industry.

Use it to gather vital patient information, take treatment notes, and accept online signatures and payments. It also serves as a place to store all your patient-related information, and it can even help you conduct and analyze polls and surveys.

intakeQ offers a free trial; the price for its forms-only plan is $49.90 per month.

5. HubSpot

User Interface of HubSpot

HubSpot is a marketing, sales, and customer success platform businesses in any industry can use for client intake.

Use the HubSpot Marketing Hub product to create a client intake form and customize it based on your business needs. HubSpot enables you to keep a record of all client-related details, including all interactions and engagements, in one place so you can see the progress your business has made with the client.

HubSpot offers a limited free plan and multiple paid plans for individuals and small teams, as well as businesses and enterprises.

Why Jotform is a top choice for client intake software

If you’re looking for customizable and flexible client intake software, try Jotform.

To help you get started quickly, it includes a variety of client intake form templates that are industry-agnostic, as well as templates designed specifically for law offices, accounting businesses, and massage therapy clinics. Simply use the drag-and-drop form builder to customize them based on your own business needs.

Security is top of mind for Jotform — because neither you nor your clients want confidential information falling into the wrong hands. That’s why every form you create with Jotform automatically has a 256-bit SSL (secure sockets layer) connection enabled, so all form submissions are highly secure.

Jotform also makes it easy for you to share client intake forms by embedding them into your website. Alternatively, you can share them through email using a link or through a QR code.

How to create a client intake form with Jotform

One of Jotform’s key benefits is its ease of use — you can create a client intake form in just a few minutes. Follow these steps:

  1. Create a Jotform account.
  2. Log in.
  3. Go to the My Forms page and click the orange Create Form button.
  4. Choose the Use Template option.

In the search bar, type in the keywords for the client intake form template you want to use. For example, you can type in “legal client intake form.”

  1. When you find the template you want to use, click the green Use Template button.
  2. Select Edit Form to open the Jotform Form Builder.
  3. Edit the client intake form based on your requirements. You can customize the text, form fields, colors, and more.
  4. Once you’ve edited the form, click the Publish tab. Select how you’d like to share the form.

And that’s it!

Not only is Jotform customizable, flexible, and intuitive, but it’s also quick, making it an excellent client intake software option for any business. Start your client relationship off right with Jotform.

Photo by Michelangelo Buonarroti

Aytekin Tank is the founder and CEO of Jotform and the bestselling author of Automate Your Busywork. A developer by trade but a storyteller by heart, he writes about his journey as an entrepreneur and shares advice for other startups. He loves to hear from Jotform users. You can reach Aytekin from his official website aytekintank.com.

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