Client Intake Database Template

Overview

This template provides a structured starting point for managing potential leads and new business inquiries. It serves as a central repository where you can capture and organize critical details about prospective clients, ensuring that no information gets lost during the initial onboarding phase.

The database consists of a primary "Clients" table designed to hold all relevant contact and business information. Key fields allow you to track the "Business name," "Budget," and "Due date" alongside specific project requirements. It also includes structured select fields for "Preferred contact method" and specific problem identification, ensuring standardized data entry from the start.

Why use this Client Intake database (instead of spreadsheets)

The power of Softr Databases

Unlike spreadsheets where data validation is loose, Softr Databases enforce strict structural integrity. This template ensures that a "Budget" is always recorded as currency and a "Website URL" is always a valid link, preventing the common errors that happen when text and numbers are mixed in spreadsheet cells. By treating every client as a distinct record, you gain a scalable foundation that avoids the formatting nightmares and fragile formulas typical of Excel tracking sheets.

Core features and functionality

This database is built to handle specific intake requirements immediately. Fields like "Who are your key competitors?" and "Description of desired services" allow you to capture qualitative data alongside quantitative metrics like budget and timelines. You can also leverage Database AI agents to automatically visit the client's "Website URL" and extract additional company insights or summarize their business overview, saving your team manual research time.

Who is this Client Intake database for

This template is ideal for service-based businesses that need to qualify and organize incoming requests efficiently.

• Digital Agencies: Quickly assess if a prospect fits your services based on the "Budget" and "Due date" fields.
• Freelance Consultants: Keep track of every inquiry and contact method in one place to ensure timely follow-ups.
• Sales Teams: Standardize the information gathered during discovery calls to streamline the handover to account managers.
• Service Providers: Organize detailed project descriptions and competitor information to prepare better proposals.

How to take it further

1. Customize the database
Because this is a native Softr Database, you can easily adapt it to your specific qualification process. For example, you could add a "Status" single-select field with options like "New," "Qualified," and "Onboarded" to track the client's journey, or modify the "Preferred contact method" choices to match your communication tools.

2. Import your existing data
If you have a list of past or current prospects sitting in CSV files or spreadsheets, you can import them directly into the "Clients" table. This allows you to consolidate your historical data with new incoming requests immediately.

3. Build an app on top
A database is just the beginning; the real power comes from connecting it to a frontend. You can use Softr's interface builder to create an internal CRM where your sales team can review and update client records without touching the raw data. By applying users and permissions, you can ensure that only authorized team members can view sensitive fields like "Budget" or edit client contact details.