A checklist template defines everything a client must complete before your team can begin work. Build it well and you will use it — with minor adjustments — for every new client in that service category.
Before you start building
Spend five minutes answering these questions before opening the template builder:
- What is the exact sequence of actions a client must complete before work starts? Write this down in plain sentences, not system labels.
- Which steps must happen before others? For example: the client must sign the agreement before they see the payment step.
- Are any steps optional? If yes, which ones, and is it obvious to the client why they are optional?
- Who on your team reviews the submission? Name the person, not the role.
- What does the client see when they finish? The confirmation message matters and should be written before you build, not as an afterthought.
Answering these questions takes five minutes and prevents the most common template mistakes.
Creating a new checklist
From the main navigation, go to Checklists, then click New Checklist in the top-right corner. You can:
- Start from Blank — opens the builder with an empty canvas
- Generate with AI — describe your workflow and let the AI draft a checklist for you (Pro and above)
- Browse Templates — pick from the template gallery and customize from there
Checklist name: Use a name that makes sense to your team when selecting it from a list. Examples: "Monthly Bookkeeping — New Client," "Estate Planning Intake," "Project Consulting Kickoff."
Description (optional): Add a short note about when this checklist should be used. This helps team members choose the right checklist when onboarding a client.
Client-facing title: This is what clients see at the top of their portal. It should be client-readable: "New Client Onboarding — Smith & Associates" not "ESG_FY26_Onboarding_v2_FINAL."
Structuring your checklist with sections
Sections organize fields into logical groups. A typical onboarding checklist uses three to five sections:
Section 1: About you (or About your matter) Collect the intake information you need before anything else. Keep this short — five to eight fields maximum. Every field here should be something you need before the next section unlocks.
Section 2: Your engagement agreement This section contains the signature field and any supporting explanation of the agreement. One or two fields.
Section 3: Payment The payment step, with a brief description of what the payment covers and what happens after it clears. One or two fields.
Section 4: Documents we need File upload requests, organized by type. Use separate fields for each named document rather than one general upload field.
Section 5: Anything else (optional) Additional context fields, optional supplemental uploads, or questions that are useful but not blocking.
Field type reference
Short text
Use for: names, email addresses, phone numbers, one-line answers. Tip: Label the field with the exact format you need. "Business phone (including area code)" is more specific than "Phone number."
Separate field types are also available for email and phone — these apply format validation automatically. Use the generic short text type when you need a plain single-line answer without validation.
Long text
Use for: matter descriptions, scope summaries, background context. Tip: Include placeholder text or an example in the field instructions so clients know what level of detail you need.
Dropdown
Use for: entity type selection, practice area, service tier, billing preference. Tip: Keep dropdown lists short. More than eight options often means you should ask a follow-up question instead of cramming everything into one list.
Multiple choice (radio)
Use for: single-selection questions where the full list of options is visible at once. Preferred over dropdown when there are fewer than six options.
Checkboxes
Use for: multi-select questions where the client can pick more than one answer.
Yes/No
Use for: simple binary questions. Renders as a toggle or two-button choice.
Date picker
Use for: requested start dates, deadlines, birth dates, key event dates. Tip: Specify the date format in the label if you are in a country where day/month/year and month/day/year could be confused.
Consent
Use for: legally binding consent steps — terms acknowledgment, data processing consent, HIPAA authorization. Renders with a checkbox and a statement the client must explicitly agree to. Tip: Write the consent label in first person from the client's perspective: "I consent to the collection and processing of my personal data as described above."
File upload
Use for: any document, image, or file you need the client to provide. Tip: Specify the file type and naming convention in the field instructions. "Upload as PDF. Name the file: [Your Last Name] — Prior Year Return." This prevents the "doc_final_v2(1).pdf" problem.
You can allow single or multiple file uploads per field. For document types where the client may need to upload multiple pages or variations (e.g., multiple bank accounts), enable multiple upload.
Camera capture: When camera capture is enabled on a file upload field, clients on mobile devices see a "Take a Photo" button alongside the standard file picker. Tapping it opens the device camera directly, letting clients photograph documents, receipts, or identification without switching to a separate camera app first. Camera capture is enabled by default on new file upload fields and can be toggled off in the field settings under "Camera Capture."
E-signature
Use for: engagement agreements, statements of work, consent forms, retainer agreements. Tip: Use the document title to name the exact agreement: "Engagement Agreement — Tax Preparation Services 2026." Clients are more comfortable signing a document with a specific, recognizable name.
Plan note: E-signatures require Pro or above. Pro supports one signer per document. Firm supports up to five multi-party signers. Enterprise is unlimited.
Payment
Use for: retainer collection, deposits, first invoice payment, fee authorization. Tip: The payment description should name the amount, what it covers, and what happens after payment is received. The field automatically handles payment processing and sends a receipt to the client.
Plan note: The Payment field requires a Firm plan or above and a connected Stripe account.
Scheduling
Use for: booking a kickoff call, intake appointment, or consultation within the onboarding flow. Connects with your booking system.
Section header
Use for: naming and visually separating groups of fields. Sections help clients understand where they are in the process. Example section names: "About Your Matter", "Your Agreement", "Upload Documents".
Rich text display
Use for: display-only explanations, section introductions, or context blocks that have no action required from the client. Supports bold, italic, and bulleted formatting. Tip: Keep display-only blocks brief. If you need more than three sentences to explain a section, the section might be too complex.
Writing good field instructions
Every field should have instructions. Good instructions answer three questions:
- What specifically are you asking for?
- Why do you need it?
- What should the client do if they do not have it or are unsure?
Bad instructions: "Please provide your financial documents."
Good instructions: "Upload your bank statements for all business accounts, covering January through March 2026. If you have multiple accounts, upload separate files. If a statement is not yet available, upload what you have and note the missing period in the comments field below."
The second version eliminates three clarifying questions.
Setting field dependencies
Field dependencies control when a field becomes visible or required. Common uses:
- The payment field only appears after the signature field is completed
- A follow-up question appears only if the client selects a specific dropdown option
- An optional document upload becomes required if the client checks a certain box
To set a dependency, open the field settings and use the Show this field when condition builder. Select the triggering field and the condition (e.g., "is completed," "equals [value]").
Preview and internal testing
Before using any template with real clients:
- Click Preview to open the portal simulation
- Complete every field as a client would, including uploading test files and reviewing the signature step
- After completing the preview, review the simulated submission in the dashboard to verify it looks correct
- Ask a colleague to complete the test and note any questions they have — those questions are the ones real clients will ask
Publishing and using the checklist
A checklist must be in Published status to send to clients. While a checklist is in Draft, it is only visible to team members and cannot be used to invite clients.
To send a checklist to a client, open the checklist from the Checklists page, complete the client's details in the send dialog, and click Send to generate their unique portal link and deliver the invitation email.
Continue with
- Review and handoff — how to review and approve client submissions
- Client portal — how clients experience the portal
- Send for signature — configuring the signature step