📋 Client Onboarding Checklist

Never miss a step when starting a new project · Updated June 2026

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Phase 1: Pre-Project (Before Contract)

Discovery call completed
Understand client's goals, timeline, budget, and decision-making process Discovery

Requirements documented
Write down all deliverables, features, and scope in writing Discovery

Proposal sent
Include scope, timeline, pricing, and payment terms Discovery

Contract signed
Use a proper contract with scope, payment terms, and late fees Legal

Deposit received
50% upfront before starting any work Payment

Phase 2: Project Kickoff

Welcome email sent
Confirm start date, communication channels, and next steps Kickoff

Access credentials received
Get login access to tools, repos, analytics, etc. Kickoff

Brand assets collected
Logo, colors, fonts, style guide, existing designs Kickoff

Project management tool set up
Create project in Notion/Trello/Asana with milestones Kickoff

First milestone defined
Clear deliverable and deadline for first checkpoint Kickoff

Phase 3: During Project

Weekly check-ins scheduled
Recurring calendar invite for status updates Communication

Time tracked
Log hours in Toggl/Harvest for hourly projects Tracking

Milestone payments invoiced
Send invoice immediately when milestone is complete Payment

Scope changes documented
Any changes outside original scope = change order Scope

Revisions tracked
Count revision rounds, flag additional fees if over limit Scope

Phase 4: Project Completion

Final deliverables submitted
All files, documentation, and source code delivered Delivery

Final invoice sent
Remaining balance due immediately upon delivery Payment

Payment received
Confirm final payment before transferring full ownership Payment

Handoff documentation
How to use, maintain, and update what you built Delivery

Testimonial requested
Ask for a review while the project is fresh Relationship

Phase 5: Post-Project

Project archived
Files organized, contract filed, time logs saved Archive

Portfolio updated
Add project to portfolio with case study Marketing

Follow-up scheduled
Calendar reminder to check in 30 days later Relationship

Referral requested
Ask: "Do you know anyone else who needs [your service]?" Marketing

💡 Pro tip: Save this checklist as a template. Copy it for every new client. Consistency = professionalism.

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