How to build a dynamic client intake form for agencies

Streamline onboarding with one flexible intake form

In this guide, you’ll build a dynamic client intake form that personalizes itself based on your client’s needs. You’ll use conditional logic, variables, and automations to tailor the questions, calculate budgets, and trigger workflows, all in one seamless experience.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your client intake form

Start from your workspace and click + New → Form. You can start from scratch or choose the Client Intake or Project Request template from the Template gallery.

Or use Magic Create, describe what you need:

“A client intake form that adapts by project type (branding, web design, SEO) and auto-routes new clients to the right team.”

Why this matters: a single smart form reduces manual setup and ensures consistent client data collection.
📘 Learn more: How to create a form

Step 2 — Add essential client and project fields

Start with universal fields, then add project-specific details later through logic.

Basic information

• Client name and email
  
  
• Company name and website
  
  
• Industry or niche
  
  
• Preferred contact method
  
  

Project details

• Project type (e.g., Branding, Web design, Marketing)
  
  
• Goals and objectives (long text)
  
  
• Estimated budget range
  
  
• Project deadline
  
  

💡 Tip: Use placeholders like “Tell us what success looks like for you” in open-text fields to guide better responses.
📘 Learn more: Form editor and field types

Step 3 — Use conditional logic to adapt by project type

Go to Settings → Advanced logic and customize which sections appear for each service.

Examples:

• If Project type = Branding → Show brand assets & color palette questions.
  
  
• If Project type = Website → Show preferred CMS & design style questions.
  
  
• If Project type = SEO → Show target keywords & analytics access fields.
  
  

💡 Pro tip: keep each logic rule clear.

 📘 Learn more: How to add advanced logic to your form

Step 4 — Automate routing and internal notifications

Set up logic or automations so submissions reach the right people instantly:

• If Project type = Branding → Notify Creative Director.
  
  
• If Budget ≥ 10,000 → Notify CEO or Sales Manager.
  
  
• If Urgent = Yes → Assign as “Priority.”
  
  

📘 Learn more: How to send and receive conditional email notifications

Step 5 — Add budget validation and dynamic pricing

Add variable fields to estimate project budgets or pricing tiers automatically.

Example formulas:

• @estimated_price = @hours_needed * @rate
  
  
• If Project type = Web design → add setup fee of $500.
  
  
• If Timeline = Rush → add 20% surcharge.
  
  

Display the calculated result with a content block:

“Your estimated project cost is $@estimated_price.”
📘 Learn more: How to use a variable with a formula

Step 6 — Personalize follow-ups and onboarding

Go to Settings → Advanced logic or Notify tab to set up client and team messages:

• Send a welcome email to clients confirming their submission.
  
  
• Include the estimated quote, assigned project manager, or next steps.
  
  
• Notify your internal team with the full form summary for context.
  
  

💡 Tip: Attach a prefilled proposal or agreement PDF automatically.
📘 Learn more: How to create and send custom email templates

Step 7 — Generate branded proposals automatically

Once the client completes the intake form, Formaloo can auto-generate a proposal PDF using their answers:

• Include client name, project summary, goals, and estimated budget.
  
  
• Add e-signature fields for quick approvals.
  
  
• Keep it branded with your logo and custom sections.
  📘 Learn more: How to generate custom PDFs using templates
  
  

Step 8 — Build a client portal for tracking projects

From your workspace, create a Client Portal:

• Page 1: My Project Details (read-only view)
  
  
• Page 2: Upload brand assets or files
  
  
• Page 3: View proposal / invoice
  
  
• Page 4: Track project status or milestones
  
  

Set access roles so each client only sees their own data.
📘 Learn more: How to create a portal and manage users’ access

Step 9 — Analyze trends and optimize your intake process

Use AI Analyze and built-in charts to understand:

• Which services receive the most requests
  
  
• Average client budgets and timelines
  
  
• Conversion rates by service type
  
  

💡 Example: “Web design projects over $5K close 40% faster.”
📘 Learn more: Uncover insights and trends in your data with AI Analyze

Pro tips

• Add Memory Forms to auto-fill returning client details.
  
  
• Include conditional redirects (e.g., to booking or payment pages).
  
  
• Duplicate this form for each department or service type.
  📘 Learn more: What are Memory Forms
  
  

Example scenario

A new client selects Web design project from your intake form. The form dynamically shows website-specific fields, calculates their estimated cost, and emails them a customized proposal PDF. Internally, the submission is routed to the web design team and appears under “New Leads” in your dashboard, ready for follow-up.
📘 Learn more: How can you build a custom CRM

FAQ

1. Can I connect my intake form to my CRM or project tracker?
   Yes, use integrations like Google Sheets, Zapier, or Make for instant syncing.
   📘 Learn more: How to connect Google Sheets to your forms
2. Can I collect contracts and e-signatures too?
   Absolutely, add a signature field or attach an auto-generated contract PDF for signing.
   📘 Learn more: How to create a contract generation workflow with e-signature
3. Can I track client progress inside the portal?
   Yes, use a Kanban or Table view filtered by status or project stage.
   📘 Learn more: How to create a Kanban board

Your dynamic intake system is live, start onboarding smarter

You’ve built an adaptive client intake form that personalizes questions, automates quotes, and triggers onboarding workflows instantly. Keep refining your logic, emails, and PDFs to make client onboarding faster, more delightful, and fully automated.
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

Last updated October 2025

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