Freelance Client Onboarding: A Simple Process That Works

Publication Date

June 21, 2022

Summary

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.

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. Proposal

Once a client says they’re interested in working together, I send them a clear recap of:

Package options that say:

What I’m delivering (scope of work)
How many revisions are included
Payment terms and deadlines

Project goals
More info on what it looks like for us to work together

They can pick their package and ask any questions they might have.

2. Send the Contract

Once they pick a package, I send a customized contract right away. 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!

3. Invoice and Deposit

Next, I send an invoice. Most freelancers require a deposit (I typically ask for 20-50% upfront unless it’s a standard ad hoc blogging client) to secure the project in my schedule.

Depending on the client, I’ll invoice through my business bank (Novo is my fave), or through a CRM.

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 time for a kickoff call)
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 Tally form (Google Forms work, too) 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 my Notion dashboard so I can keep track (you could use Google Calendar, Asana, a CRM, or another task manager) — 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.

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 20–50% upfront.

Can I onboard clients without a CRM?

Absolutely. You can DIY your own CRM with a few free tools if you want! But a CRM can save time and mental energy once you’re juggling multiple clients and might be a good investment for you.

How long should onboarding take?

Ideally, just a few days – maybe up to a week. You want to keep momentum and get that first deliverable started ASAP.

Looking for something else?

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