Client intake and onboarding form template

What it asks

What the customer ID does

The form has a hidden field, customer_id, that shows in the welcome text. Your caller sets it on the request, the client cannot change it, and it comes back with the answers. That is how the answers find their way to the right record in your CRM.

How to use it

1. Select Use this template, then add your logo, colors and the questions your service needs.
2. Publish it, and create a request with the client’s name, email and company filled in. They only correct what is wrong.
3. Send the link yourself, or on Pro let Formstep email it and remind them until they finish.
4. A new deal in your CRM can start the same request from n8n, Zapier or an AI agent.

With HubSpot, a request can be prefilled from a contact, and the answers update that contact. To send it automatically to everyone who leaves an email on your site, import the Zapier or n8n workflow template.

What to change

• Billing. billing_address is one multiline question. Split it into street, city and country if your invoicing tool wants separate fields, each with its own key.
• Your terms. Put them in the form text above terms_accepted, or add a Documents question with the PDF attached, so the client reads the real document before the switch and the signature.
• The work itself. Add what you need to start: a dropdown for the service, a date for the kickoff, a file upload for brand assets. Questions only some clients should see can sit behind a logic rule.
• Keys. Your CRM mapping reads the keys, not the titles, so rename questions freely once the form is published.

Send it from a workflow

A closed deal in your CRM has the client’s name, email and company. Send those in as prefill, lock the email so the answers stay with the right contact, and put your record id in customer_id.

{
  "method": "requests.create",
  "params": {
    "formId": "j57...",
    "recipient": { "email": "ada@acme.example", "name": "Ada Lovelace" },
    "context": { "customer_id": "C-2041" },
    "prefill": { "full_name": "Ada Lovelace", "email": "ada@acme.example", "company_name": "Acme Ltd" },
    "readonly": ["email"],
    "delivery": "email",
    "externalId": "deal-2041",
    "callbackUrl": "https://automation.example/webhook/deal-2041"
  }
}

The callback returns context.customer_id unchanged and the answers under their keys: billing_address, phone, terms_accepted: true and the signature. The n8n and Zapier steps take the same fields, and the HubSpot integration writes mapped answers back to the contact without a workflow at all.

Clients abroad can answer in their own language, because one form can run in up to 65.

When another template fits

• Vendor onboarding is the mirror image: a supplier’s tax and bank details before you pay them.
• Document collection when you only need files from a client you already have on record.
• Approval when a client has to sign off on a proposal or a scope, not fill in details.
• Payment request to take a deposit before the work starts.