PublicProof AcademyWorking document
Reviewed Sep 9, 2026
New Client Intake Form
Everything you need before the first job. Fill it on the phone or hand it over on the walkthrough.
The fastest way to lose money on a new client is to start work without knowing who pays, how they pay, and who is allowed to approve extra work. That is questions 3, 4 and 5.
1. Contact
| Business or household name | [] |
|---|---|
| Main contact and title | [] |
| Phone | [] |
| [] | |
| Service address | [] |
| Billing address if different | [] |
2. What they want
| Service requested | [] |
|---|---|
| How often | [] |
| Preferred days and times | [] |
| What triggered the call now | [The most valuable answer on this page. Write it down word for word.] |
| Who were they using before, and why did that end | [] |
3. Who pays
| Billing contact | [] |
|---|---|
| Billing email | [] |
| Payment method | [] |
| Payment terms they expect | [due on receipt / net 15 / net 30] |
| Purchase order or reference needed on invoices | [] |
4. Who can approve extra work
| Name and title | [] |
|---|---|
| Approval limit without a signature | [$AMOUNT] |
5. Access and site
| How do we get in | [key / code / on-site contact / lockbox] |
|---|---|
| Alarm and code holder | [] |
| Parking and loading | [] |
| Water and power available | [] |
| Pets, children, or anyone on site during work | [] |
| Known hazards or fragile items | [] |
6. Condition at start
Photos taken before first service: [YES / NO] Number of photos: [] Stored where: []
Pre-existing damage noted: [DESCRIBE OR WRITE NONE]
7. How they found us
[referral / Google / sign / social / repeat] Referred by: [] If it was a referral, thank that person this week.
8. Internal
| Quoted | [$AMOUNT] |
|---|---|
| Agreement signed | [DATE] |
| First service date | [DATE] |
| Taken by | [NAME] |
Before you use this: This is a working starting point, not legal, tax, or insurance advice. Read every line, replace every bracketed field, delete what does not apply to you, and have anything you are unsure about reviewed by a qualified professional in your state before you sign it or send it to a customer.