Use this guide when a client has agreed to work with you and before the job or project begins. Have your quote or proposal, standard terms, invoice details and any forms or questionnaires you use ready.
Step by step
Send a welcome message
Thank the client, confirm what has been agreed and explain what happens next. Keep it short and friendly. Include your main contact details and the best way to reach you.
Agree the terms in writing
Send your terms of business or a simple contract covering scope, price, payment terms, timescales and how changes will be handled. Ask the client to confirm acceptance by signature or email. Keep a copy in the client file.
Collect the details you need
Gather full legal name, billing address, contact person, phone number and any purchase order or reference requirements. Ask for access details, brand files or site information needed for the work. Only collect personal data you need and store it securely in line with UK GDPR.
Set up the client in your systems
Create a folder, add the client to your accounting software or invoice list and set up any project board or calendar entries. Record key dates and milestones. Consistent naming makes everything easy to find later.
Take any deposit and confirm the start
Issue a deposit invoice if your terms require one and agree the start date. Confirm who will be your day-to-day contact on their side. Do not begin substantial work until the terms are accepted.
Hold a short kick-off
Have a call or visit to walk through the plan, answer questions and agree how you will report progress. Summarise what was agreed in a follow-up email. This sets expectations and reduces surprises later.
Ready-to-use checklist
- Welcome message sent
- Terms accepted in writing
- Billing and contact details collected
- Client folder created
- Client added to invoicing system
- Deposit invoiced if applicable
- Start date confirmed
- Kick-off summary emailed
Practical tips
- Turn your onboarding steps into a reusable checklist so every client gets the same experience.
- Tell clients your working hours and typical response time at the start.
- Check the client's payment process early, as some businesses need a purchase order before they can pay.
Common problems
The client wants me to start before signing anything.
Explain politely that you need the terms confirmed first to protect both sides. Offer to accept a simple email confirming the key points if a signature will take time.
I do not know who to invoice at a larger company.
Ask your contact for the accounts payable email, any supplier registration forms and whether a purchase order number is needed. Put these on your first invoice to avoid delays.
The client keeps adding extra tasks.
Refer back to the agreed scope and explain that additional work can be quoted separately. Confirm any agreed changes in writing with the new price before starting.