Is your new client process a bit chaotic? Could it have a bit more of a professional feel?
Let’s streamline your system for booking new clients and automating as much of the process as possible (without over-complicating it).
Use the checklist below to create and implement a system that works for you.
7 Steps to Your New Client Intake System
Here are seven straightforward steps for your new client intake.
Step 1. Make it easy for prospects to schedule a consultation with you
Sign up for an online scheduler and allow prospects to book their own appointments. I’ve been using Acuity Scheduling since I started my business, but there are a bunch of different options out there.
Put a link to your online calendar right on your services page and tell people to use it to schedule a consultation with you. Don’t schedule over email—always direct people to use your scheduler.
Step 2. Gather information about your prospect. Make this as automated as possible
What information do you want from your prospective client before you speak with them? Craft questions that you or your assistant can send in advance of the consultation.
Draft an email template to use for each reply. Once you or your assistant see that a consultation has been scheduled, send the prospect the preparatory questions. Make it clear that they should reply at least 24 hours before the consultation.
Step 3. Prepare for the consultation
Review the information your prospect sent you. If you have a consult checklist, script, or outline, review that or at least have it in front of you.
Step 4. Consult!
Consult with your prospect as per your normal process.
Step 5. Send your new client an invoice
Send an invoice.
Step 6. Send them their new client materials
If you don’t have them already, create a standard set of new client materials. Your materials should include the following:
- payment and refund policies
- your scheduling and cancellation policies
- what to expect from working with you
- pre-work or other materials they should complete before they begin working with you
- any other information that is relevant to your new clients
Once a prospect pays their invoice, send the preparatory materials so they can get started. Don’t send the materials until they have completed their payment.
Step 7. Get rolling! Enjoy your new client!
As you implement the process above, steal and adjust the following email starter templates.
Email #1: Responding to someone who wants to work with you
Subject line: First steps to working together
Thanks for reaching out!
The first step to get started working me is to schedule a [free consultation].
This doesn’t commit us to working together. It gives you the chance to tell me more about your business, and we can determine if we’d be a good fit.
Click here to schedule your call: LINK TO YOUR BOOKING SYSTEM Let me know if you have any trouble booking!
Email #2: Requesting Payment
Subject line: Next steps for working together
It was great to talk with you today.
I’m really looking forward to the work we are going to do together. I know that you can [mention something that they hope to achieve].
Here are the next steps.
First, complete your payment of $XXX and sign and return the attached client contact by [this date].
As a refresher, your investment includes:
Once you complete your payment, you’ll receive an email from me with more information, including how schedule your appointments and access your pre-work.
If you have any other questions, please let me know. I’m so excited to work with you!
SIGNOFFMy Personal Recommendation for YouSteal This! My Behind-the-Scenes Business System Secrets for Booking New Clients