Free Client Onboarding Checklist for Freelancers (Excel and Google Sheets)
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Download the free checklist (.xlsx)
The first week sets the tone for a project. This checklist covers it in 20 steps, split by who does what and when, with a progress counter that updates as you tick things off.
The checklist
Before kickoff
- Send the proposal or quote and get written acceptance
- Send the contract or scope document for signature
- Send the deposit invoice
- Confirm the deposit has arrived before starting work
- Create a project folder and a shared client folder
- Send the welcome email with how you work and response times
- Send the intake questionnaire
- Client completes the intake questionnaire
- Client provides logins, files and brand assets
- Name the client contact who approves work and payment
Kickoff
- Hold the kickoff call and record decisions
- Confirm scope, deliverables and what is not included
- Agree on dates for the first draft and each feedback round
- Agree on how feedback is given (one consolidated list)
- Send a recap email within 24 hours
Week 1
- Share the first progress update
- Check that the client has everything they owe you
- Log hours against the estimate
- Flag any scope change and quote it in writing
- Check in: anything unclear or worrying?
Using the spreadsheet
The download has the same list with columns for who does it (you, the client or both), a Done column that takes Y or N, a notes column and a progress line at the bottom. Rows turn green when done. Change, add or delete tasks to match how you work.
Why these steps
Most onboarding problems come from three gaps: payment not confirmed before work starts, scope that was never written down, and missing client inputs. The deposit, scope and "what I need from you" steps close them. For scope and terms, see the contract checklist and what to include in a retainer agreement.
General business templates, not legal advice. Have a qualified professional review any agreement you use with clients.