A workflow to onboard new clients (for freelancers)

Your client onboarding workflow can be as comprehensive or lean as you want. Here are the two extremes:

The Comprehensive Workflow

(This is common in the agency world)

  • Lead comes in
  • Quick email exchange to understand basic requirements
  • Discovery call
  • Send detailed questionnaire about their needs
  • Follow-up call to clarify questionnaire responses
  • Send proposal with detailed scope and pricing
  • Contract signing
  • Welcome packet with all processes
  • Initial strategy session
  • Advance payment
  • Project kickoff meeting
  • Regular check-ins
  • Final delivery

The Minimal Workflow

  • Lead comes in
  • Discovery call
  • Send contract with deliverables and pricing
  • Sign and start

What workflow should you have?

Start with the basics: A discovery call to understand requirements, followed by a contract that details deliverables and pricing. 

Add more steps based on your needs. If you handle complex projects, add a questionnaire. 

If you’ve had payment issues, ask for advance payment. 

If you need more clarity on projects, add a kickoff call.

My current workflow

I keep it simple: Discovery call, then send a master service agreement that includes deliverables, pricing, and other essential details. Once signed, they get access to their Trello board (optional) and I start working.

I don’t ask for advance payments currently. Haven’t had any payment issues so far. Hope that continues.

I want to streamline my workflow further. Eventually, the goal is to eliminate discovery calls and even contracts. The idea is to remove every friction from a client having a requirement to me fulfilling it.

hi, i am asif
After working at agencies and startup for 8 years (as a writer, editor, content strategist & content marketing manager), I left my full-time job in 2023. And it has turned out to be one of the best decisions for me. I have more flexibility now, greater freedom, get to work with some cool clients, and it pays well.

Over the years, I have had the opportunity to work with a diverse range B2B and B2C clients, like a dentist, a VC-funded startup, and a publicly-traded company. This came with an extraordinary learning curve, providing hands-on insights and deeper understanding of the what's, why's, and how's of content/marketing—something I try to integrate into everything I write about on this site, on my socials, and for my clients.

I am always curious to hear other people's stories, what they're up to, and if there's any way I can help them. If you're reading this, feel free to get in touch with me. I want to talk to you. DM me on LinkedIn or book a call. See you! 💚

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