Freelance Client Onboarding: A Simple Process That Works

Let’s talk about client onboarding — the step between landing a new client and delivering your first piece of work.

Onboarding is the action (and process) of familiarizing a new client with your services, setting clear expectations, and making sure everyone feels ready for what comes next.

Whether you’re a brand-new freelancer or you’ve been doing this for years, a simple onboarding system will save you headaches, awkward emails, scope creep, and miscommunication.

Today, I’m sharing my real six-step onboarding process — plus a discount code for my favorite CRMs (look for it in The Juicy Stuff).

Why Onboarding Matters

Your client journey matters — no matter what you sell. From the first DM or intro call to your first deliverable (a tangible or intangible good or service you create for your client), your process sets the tone for how you’ll work together.

When I first started freelancing, I struggled to figure out what should happen after someone said yes. Seeing other freelancers’ onboarding systems helped me build my own — so I hope this behind-the-scenes look does the same for you.

My 6-Step Client Onboarding Process

1. Confirm the Scope

Once a client says yes, I send them a clear recap of:

• What I’m delivering (scope of work)
• How many revisions are included
• Timeline for drafts and edits
• Payment terms and deadlines

This ensures there’s no confusion later.

2. Send the Contract

I always use a written contract. It protects you and the client.

You can use free templates from tools like Bonsai, Pandadoc, or Honeybook, or grab a paid one from Artful Contracts or The Contract Shop.

Pro tip: Many CRMs come with built-in contract tools — check The Juicy Stuff for my favorites and a discount.

3. Invoice and Deposit

Next, I send an invoice. Most freelancers require a deposit (I typically ask for 50% upfront) to secure the project in my calendar.

Depending on the client, I’ll invoice through my business bank (Relay is my fave), or through my CRM. Stripe is another good option if you want to accept credit cards (just watch those fees!).

4. Send the Kickoff Email

Once the contract is signed and deposit is paid, I send a simple welcome email that includes:

• What happens next
• What I need from them (like brand voice docs or interview time)
• Key dates for deliverables
• How to reach me if they have questions

A clear kickoff email = fewer confused client questions later.

5. Share Your Questionnaire (Optional)

If the project is complex, I’ll send a quick Google Form to gather extra info:

• Who’s the target audience?
• Any must-use sources?
• Brand guidelines?
• Voice or style notes?

Some CRMs (like Dubsado or Honeybook) have built-in forms too.

6. Schedule the First Deliverable

Last step: I confirm the timeline for the first draft or deliverable.

I add due dates to Google Calendar, Notion, or Asana, so I can keep track — and my client knows exactly when to expect something from me.

Try This

If you don’t have an onboarding system yet, use mine as a starting point — then tweak it for your style and services.

And don’t forget to check The Juicy Stuff for my discount code to my favorite CRMs. (They make contracts, invoices, and forms way easier to manage!)

FAQs About Freelance Onboarding

Do I have to use a contract?

Yes! Always. Verbal agreements = misunderstandings. A simple contract protects you both.

Should I ask for a deposit?

I recommend it. A deposit locks in your time and shows the client is serious. Most freelancers ask for 30–50% upfront.

Can I onboard clients without a CRM?

Absolutely. You can DIY your onboarding with Google Docs, PayPal/Stripe, and email. But a CRM saves time once you’re juggling multiple clients.

How long should onboarding take?

Ideally, just a few days — you want to keep momentum and get that first deliverable started ASAP.