Client Intake & Engagement

This template is a flexible spine for organizations and practitioners that take on clients one at a time — service nonprofits, consultants, coaches, and other intake-driven providers.

Why use it

Most client work follows the same arc: someone reaches out, you talk, you agree on terms, you collect what you need, you do the work. This template gives that arc a board, so you always know which clients are waiting on you — and which ones you're waiting on.

What it covers

• New inquiry — a prospective client reaches out or is referred.
• Consultation — a discovery or fit call to assess needs, scope, and fees.
• Agreement and payment — the signed agreement and the payment or deposit, kept together in one stage so neither slips through.
• Onboarding and paperwork — intake forms, consents, and supporting documents needed to begin.
• Active service — delivering the work: document preparation, scheduled sessions, or whatever your service looks like.
• Completed or renewed — the engagement concludes well, or the client renews.

Prospects who don't convert or engagements that end early land in a closed stage you can reopen if they come back.

One flow, many services

The stages are deliberately general. Rename them to match your practice — "Sessions" for a coach, "Document preparation" for a services nonprofit — and the flow still holds.

→ New to templates? See Using templates for how to create a pipeline from one and make it yours.