Client Onboarding Form
One form to take on a new client: company and contacts, billing and tax details, what the client needs, who may sign, how the details are used, and a light checklist of the documents you asked for.
Free. Fill in, print, save as PDF or download as Word without an account. Saving to your account needs a free account.
Country versions
- International
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
Read more
What it is
A client onboarding form is what you collect once, at the start, so that nobody has to ask the same questions again when the first invoice is due. It records who the client is, whom to talk to, where and how to bill, what the client needs, who on their side may sign or approve, and what the client was told about the use of their details.
This template puts that on two pages. Your own company details come from your saved settings. The client's details, including the client's tax number, are typed here for this document only and are never added to your saved company details. The data part records that the client was told how the details are used, with a separate, optional line for marketing emails that is not ticked by default. A short checklist notes which documents you asked for and looked at. It is your own record, not an identity verification or a compliance screening.
When to use it
- You are taking on a new client for a service, a retainer or regular supply.
- You want the billing contact, payment terms and tax details before the first invoice goes out.
- You need to know who on the client side may sign contracts or approve invoices.
- You want one signed page that shows what the client was told about their data.
How to fill it in
- Check your own details at the top; they come from your saved company settings.
- Enter the client company, then the main contact and the billing contact. Copy tax and registration numbers from the client's current papers.
- Choose how invoices are sent and the payment terms. If the billing address differs, untick the box and enter it.
- Write what the client needs, the goals and the desired start. List the people who may sign or approve, and any limits.
- Tick the data lines the client has agreed to, note which documents you saw, then print for signature or download Word.
Common mistakes
- Pre-ticking the marketing line. Consent to marketing has to come from the client, so tick it only when they ask for it.
- Treating the checklist as an identity check. It records what you asked for and saw; it verifies nobody.
- Copying numbers from an old invoice instead of a current document.
- Leaving out who approves invoices, which delays payment later.
- Keeping the signed form where everyone can reach it. It holds personal data and tax numbers.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Boxed form
- Ledger
- Compact
- Banner
- Warm
- Plain (black and white)
- Modern
- Formal
- Side band
- Classic
- Minimal
- Executive
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- Is the client's tax number saved in my account settings?
- No. It is a field of this document only. Like everything else you type here it is part of a draft or saved copy of this document, but it never goes into your saved company details.
- Does ticking the data line make the processing lawful?
- It only records that the client was told how the details are used. Whether you need consent at all, and on what legal basis you process the data, depends on the country and the purpose. This is a general template, not legal advice.
- Can the client fill it in themselves?
- Yes. Print it or send the Word file; the client completes their part and signs. You fill in the internal part afterwards.
- Is the document checklist a KYC check?
- No. It is a record of documents you asked for and looked at. A business with legal identification duties must follow the rules that apply to it, and this form does not meet them.
- What changes with the country?
- The business and corporate numbers asked for, the way invoices are delivered, and the wording of the data and declaration lines.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 4 country versions: International, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.