Stop chasing new clients
for logins, logos and answers.
A custom client onboarding portal for service businesses. New clients get one link, answer one question at a time, upload their files and grant account access without ever texting you a password. AI fills in what it already knows. Reminders send themselves. You get a clean brief at the end.
The contract's signed.
Then nothing happens for three weeks.
The client said yes. Now you need their logo, their logins, their answers and their sign-off, and they're busy. So it turns into an email thread, a PDF intake form nobody finishes, and a password sent by text at 10pm.
Answers scattered everywhere
Half in email, half in a shared doc, one critical detail in a voicemail. Someone on your team rebuilds the picture by hand before work can start.
Passwords in plain text
Clients send logins in emails and texts because nobody showed them how to add you as a user. That's a liability sitting in your inbox.
You become the reminder service
"Just following up" emails, every few days, for every new client. The project clock is running and you're stuck nudging.
An intake that feels like a conversation,
not a tax form.
✉️ One link, no password
A personal invite in your branding with a sign-in link. No account to create, nothing to forget. A bot check keeps strangers out.
👉 One question per screen
Every answer saves as it's typed. Clients stop on their phone and finish on a laptop. Questions that don't apply to them never show up.
✨ Answers already drafted
Anything we can learn from their current website shows up as a confirm card instead of a blank box. Tap yes, tweak, or replace.
📁 Uploads in the right place
Logos, photos, documents and brand files go straight into secure storage, filed under the right question. No more "which email had the logo."
🔐 Access by invite, never by password
Step-by-step screens for Google, Meta, their domain registrar and the rest, showing exactly how to add your team as a user. Their passwords stay theirs.
✅ Review and sign off
A final review page doubles as the scope record. They type their name to finish, and both of you have the same version of what was agreed.
Automate client onboarding
without losing the personal touch.
You set up each new client in a couple of minutes, add a personal note, and send the invite. After that the portal does the chasing.
- A dashboard of every client with progress by section and what's still missing
- Reminders on a schedule, so a stalled client hears from the portal, not from you
- A digest when a section is done, and an alert when someone goes quiet for two weeks
- A finished brief you can export, with an AI-written summary on top
- Change requests after kickoff, logged against the client instead of buried in email
- Starts itself after payment when it's connected to your Stripe checkout
The AI part, kept on a leash
Before the invite goes out, an AI assistant reads the client's current site, pulls the facts it's sure of, suggests competitors and drafts answers for them to confirm. As they finish each section it re-drafts the suggestions ahead from their own answers.
- Never overwrites what a client typed
- Runs on a small, inexpensive model with a hard spending cap
- Every AI call logged with its cost, visible in your dashboard
Any business where the work
can't start until the client answers.
The questions, sections, branding and reminders are built around your process. A few of the setups we scope most often:
🎨 Agencies and freelancers
A website design questionnaire, brand assets, ad account access and goals, collected before the kickoff call instead of during it.
🏗️ Contractors and builders
Project scope, site photos, HOA documents, finish selections and approvals in one place before the first crew shows up.
⚖️ Accountants and law offices
A new client intake form that actually gets finished, with documents uploaded to the right spot and no sensitive files in email.
💆 Wellness and massage practices
A client intake form for first visits that's done before they walk in, so the session starts on time instead of on a clipboard.
📸 Photographers and event vendors
Shot lists, timelines, venue details and vendor contacts gathered weeks out, with reminders as the date gets close.
🧭 Consultants and coaches
A pre-engagement questionnaire and document collection that turns into a brief you can read in five minutes before the first session.
Why not just buy an intake tool?
Sometimes you should. If a form builder covers it, we'll say so. Here's when a custom portal earns its keep.
| Custom portal | Onboarding software | PDF or online form | |
|---|---|---|---|
| Questions fit your process | Built around it | Within their templates | Yes, but all on one page |
| Saves and resumes | Every answer, any device | Usually | Rarely |
| Pre-filled from what you know | AI drafts from their website | Merge fields at best | No |
| Account access | Guided invites, no passwords | Often a password field | A password field |
| Reminders | Automatic, on your schedule | Usually | You send them |
| How you pay | One flat build quote, low running costs in your own account | Monthly, often per seat | Free to cheap |
| Your branding and domain | Fully | Logo and colors | Logo |
Your intake, turned into a portal.
Walk through your onboarding
Bring the forms, emails and checklists you use today. We find the questions that matter, cut the ones that don't, and note what you could learn without asking.
Flat quote
Sections, uploads, access steps, reminders and integrations scoped in writing and quoted as one number before anything gets built.
Build and test with a real client
Your branding, your emails, your questions. We run a live client through it with you before it goes out to everyone.
Hand off
Running in a cloud account in your name, with a short walkthrough of the dashboard. Changing a question later is a small edit, not a rebuild.
Client onboarding questions.
Onboarding is usually one workflow in a bigger picture. See what else can run itself on our AI consulting and automation page, or pair it with an AI receptionist so new leads never wait.
Bring your messiest intake.
We'll show you the portal version.
Thirty minutes. Bring the forms and emails you use today and leave with a plan for what a portal would ask, skip and automate.