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Freelancer Client Onboarding

Medium 17 items · 45 min
testuser's avatar
testuser Published 2 weeks ago
Productivity

This checklist helps freelancers and small agencies onboard new clients efficiently and professionally. It covers contracts, scope alignment, payment setup, access to files, communication norms, and a kick-off call to start work smoothly.

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  1. Send welcome email with next steps — Include contact, brief timeline, and link to your scheduler or proposed call times.
  2. Collect client contact details and billing info — Get legal name, primary contact, billing address, and tax IDs if needed.
  3. Schedule kick-off call — Propose 30–60 minute slots and confirm timezone.
  4. Prepare kick-off agenda — List topics: objectives, scope, timeline, questions, next steps.
  5. Send agenda and pre-call documents — Share 24–48 hours before the call so stakeholders can prepare.
  6. Draft project brief capturing objectives and scope — Outline goals, target audience, deliverables, and exclusions.
  7. Review and confirm brief during the kick-off call — Get verbal agreement on scope and note any changes.
  8. Define milestones, deadlines, and acceptance criteria — Set deliverable dates, review windows, and how work is approved.
  9. Draft and send contract or proposal — Include scope, fees, payment schedule, IP, and revision limits.
  10. Collect signed contract — Confirm signatures from all required parties before starting work.
  11. Request deposit or initial payment per agreed terms — Invoice the deposit and confirm payment before kickoff work.
  12. Set up invoicing and payment method — Configure Stripe, bank transfer, or other payment method and billing schedule.
  13. Request client assets and access (brand files, logins) — Ask for logos, guidelines, analytics access, and relevant accounts.
  14. Set up file sharing and project workspace — Create folders in Drive, Dropbox, or chosen tool and set permissions.
  15. Add client to project management tool and assign roles — Invite to Asana, Trello, or ClickUp and create initial tasks.
  16. Confirm communication norms and meeting cadence — Agree on channels, response times, and regular status update frequency.
  17. Send kick-off summary and next steps after the call — Share agreed scope, milestones, owners, and immediate actions in writing.
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