Client Intake Spreadsheet Template

Overview

This template provides a centralized system for capturing and organizing potential client details. Instead of scattering lead information across emails and loose documents, you can store everything from business names to budget constraints in a single, organized repository designed for action.

The database consists of a main Clients table that tracks essential intake information. structured fields ensure you capture consistent data points like contact preference, service descriptions, budget estimates, and competitive landscape analysis, making it easier to qualify leads and assign follow-ups.

Why choose a Client Intake Database over spreadsheets

The power of Softr Databases

While a client intake spreadsheet might work for the first few leads, it quickly becomes unmanageable as your pipeline grows. Spreadsheets often suffer from accidental data deletion, inconsistent formatting (like text mixed with dates), and a lack of structure. Softr Databases solve this by enforcing data integrity through strict field types such as Currency for budgets and DateTime for deadlines. This ensures your intake data remains clean, searchable, and ready for automation, unlike fragile spreadsheet rows.

Core features and functionality

This template moves beyond simple data entry by offering specialized fields that standard sheets lack. You can utilize single-select fields to standardize contact preferences, ensuring your team knows exactly how to follow up. Furthermore, you can deploy Database AI agents to automatically research the competitors listed in your intake form, enriching your client records with market insights without manual searching.

Who is this Client Intake Database for

This template is designed for service-based professionals who need to streamline their lead qualification process:

• Agencies: Centralize inbound requests and quickly assess budget fit before scheduling calls.
• Freelancers: Keep track of project descriptions, deadlines, and contact details in one secure place.
• Consultants: Organized background information and competitor data to prepare better proposals.
• Sales Teams: Monitor lead sources and standardize the initial data gathering process.

How to take it further

Customize the database

You can easily adapt this template to fit your specific qualification criteria. For example, add a "Status" single-select field to track leads through stages like "New," "Contacted," and "Qualified," or add a rating field to score lead quality.

Import your existing data

If you are currently using a client intake spreadsheet, you don't have to start from scratch. You can export your existing rows to CSV and import them directly into this database in one click, instantly upgrading your data structure.

Build an app on top

The real power of this database is its ability to power a full intake application. You can use the interface builder to create a public-facing form where clients submit their details directly into this database. You can then set up users and permissions to create an internal portal where your team reviews submissions without risking data integrity.