Client Intake Process: Standard Operating Procedure
Welcome to the Client Intake Form Setup & Use standard operating procedure. This presentation outlines our structured approach to collecting and organizing essential client data for efficient capital readiness assessment and funding applications. Following these guidelines will ensure a smooth onboarding experience for both our team and clients.
We'll cover everything from form setup to follow-up procedures, helping eliminate unnecessary back-and-forth and creating a foundation for successful client relationships.

by Dexter Crawford

Purpose of Client Intake Process
Streamline Data Collection
Establish a standardized method for collecting all necessary client information at the beginning of the relationship.
Enhance Service Efficiency
Enable faster service delivery by having all required information available upfront, reducing follow-up requests.
Improve Client Experience
Create a professional first impression and set expectations for the structured approach clients can expect throughout our relationship.
The intake form serves as our foundation for all client relationships. By collecting complete information upfront, we can effectively prepare for capital readiness assessments, identify appropriate funding opportunities, and set up accounts without delays. This systematic approach demonstrates our professionalism while saving valuable time for both our team and clients.
Scope and Boundaries
Starting Point
Process begins upon verbal or written client agreement to move forward with services
Core Process
Form setup, delivery, follow-up, and client assistance
Ending Point
Completion occurs when the intake form is submitted and reviewed for accuracy
This SOP specifically covers the Google Form setup, required data fields, delivery methods, and follow-up procedures. It does not include formal engagement letters, billing setup, or document uploads, which are covered in separate SOPs. The primary audience for this procedure is CFO Dexter Crawford and current or future administrative staff handling client onboarding.
Roles and Responsibilities
Clear role definition ensures accountability throughout the intake process. The CFO maintains oversight of all submissions, focusing on data quality and identifying potential issues early. Administrative staff handle the day-to-day management of form distribution and follow-up communications, ensuring timely completion.
As the team expands, these responsibilities may be further refined, but maintaining this separation of duties helps ensure thorough review while maximizing efficiency.
Tools and Resources
Google Forms
Primary platform for creating and distributing the client intake questionnaire
Google Sheets
Automatic collection of responses with backup functionality
Google Drive
Secure client-specific archive for storing completed submission data
Our intake process leverages Google Workspace tools for maximum efficiency and security. Google Forms provides a user-friendly interface for clients while automatically organizing responses in connected spreadsheets. The system creates backups to prevent data loss and enables easy searching and filtering of client information.
Each submission is also archived as a PDF in the client's dedicated Google Drive folder for future reference and compliance purposes.
Required Form Fields
Personal Details
  • Full Name
  • Phone Number
  • Email Address
  • SSN (last 4 or full based on consent)
  • Date of Birth
Business Information
  • Business Legal Name
  • DBA (if applicable)
  • EIN
  • Business Address
  • Phone & Email
  • State of Incorporation
  • Industry/Business Nature
Financial & Goals
  • Personal Credit Score
  • Credit Report Status
  • Business Tradelines
  • MCA/UCC Filings
  • Funding Goals
  • Amount Needed
  • Timeline
The intake form is comprehensive, capturing all essential information needed for effective financial assessment and strategy development. Each field has been carefully selected to eliminate the need for additional information requests later in the process, streamlining the client experience.
Procedure Steps
Duplicate Template
Admin creates a new form from template and renames it for the specific client
Send Form
Admin emails form link to client with optional text message notification
Follow Up
Admin checks for completion within 24-48 hours and sends reminders as needed
Review Submission
CFO examines completed form for accuracy, completeness, and potential issues
Archive Response
Admin stores PDF version in client's dedicated Google Drive folder
The procedure follows a clear, sequential flow that typically takes 1-2 business days to complete once the client submits their information. Timely follow-up is essential to maintain momentum in the onboarding process and demonstrate our commitment to responsive service.
Version Control
1.0
Initial Version
Created by Dexter Crawford on May 11, 2025
3
Monthly Reviews
Regular assessments to ensure compliance and effectiveness
6
Months Between Major Updates
Planned revision cycle for substantial modifications
Maintaining version control ensures that all team members are working from the most current procedure. The initial SOP draft establishes our baseline process, with planned reviews to incorporate improvements based on real-world implementation experience.
Each update will be clearly documented with version numbers, dates, responsible parties, and detailed notes explaining the changes made and their rationale.
Review and Update Schedule
Initial Implementation
May 11, 2025
Effectiveness Assessment
Ongoing collection of feedback
Revision Process
Update as needed
Next Review
November 11, 2025
The SOP will be formally reviewed every six months to ensure it remains current and effective. However, immediate updates may be triggered by changes in legal requirements, modifications to form fields, or the implementation of new access methods.
All team members are encouraged to suggest improvements based on their experiences using the procedure, creating a continuous improvement cycle.
Best Practices and Final Tips
Wait for Complete Data
Never begin credit evaluation or capital strategy work until the intake form is fully completed
Leverage Automation
Use Google Sheets to automatically collect and organize responses for analysis
Consider Embedding
Add the form to your website or include in the standard onboarding email sequence
Personalize Records
Include client name/email in Sheet titles for easy searching and identification
Consistently following these guidelines ensures our intake process remains efficient and professional. Remember that the information collected through this process forms the foundation for all subsequent client work, making accuracy and completeness essential.
By standardizing this critical first step, we create a positive client experience while setting ourselves up for successful service delivery.
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