12 Best Client Intake Form Templates for 2025

Summary: Compare 12 client intake form templates for coaches, therapists, and holistic practitioners—features, pricing, HIPAA options, and setup tips to streamline onboarding.

Introduction

Scattered emails, notes in a notebook, and client details lost in messages turn new-client onboarding into a chaotic scramble. A clear intake process sets a professional tone, reduces back-and-forth, and protects both you and your client. The right client intake form template is more than paperwork; it’s your first structured interaction and an opportunity to build trust and gather the insights you need to serve clients well.

This guide curates 12 top platforms for building client intake forms. For each tool we cover what it’s best at, key features, pricing considerations, and a pro tip to help you implement it quickly. Use the section links below to jump to a specific tool.

• Jotform
• Typeform
• Formstack
• Google Forms
• Microsoft Forms
• Cognito Forms
• PandaDoc
• DocuSign (PowerForms)
• Adobe Acrobat Sign
• Canva
• Etsy
• Clio Grow

Quick navigation

• Compare tools at a glance
• Choosing the right tool
• Actionable next steps
• Frequently asked questions

1. Jotform

Jotform offers one of the largest libraries of client intake form templates and a powerful drag-and-drop builder. It’s a solid choice if you need a scalable, feature-rich solution with advanced conditional logic and PDF generation.

Key features & considerations

• Customization: High. Visual builder plus conditional logic for dynamic, personalized forms.
• Integrations: Strong. Connects to CRMs, payment gateways (Stripe, PayPal), and cloud storage.
• Data security: HIPAA-compliant plans available with a Business Associate Agreement (BAA) for practices handling PHI¹.
• Pricing: Free tier available (limits apply). Paid plans that enable HIPAA, e-signatures, and higher submission thresholds start around $34/month.

Pro tip: Use Jotform’s PDF editor to generate a branded PDF of each submission and automatically save it to a secure cloud folder.

Website: https://www.jotform.com/intake-form/

2. Typeform

Typeform focuses on a conversational, one-question-at-a-time experience that can feel more like a guided conversation than a form. That UX often boosts completion rates for client-facing intake.

Key features & considerations

• Customization: High. Strong branding and a polished conversational layout.
• Integrations: Excellent. Works with hundreds of tools for CRM and automation.
• Data security: No native HIPAA plan; best for non-sensitive initial intake.
• Pricing: Free plan limits questions and responses; paid plans start near $25/month.

Pro tip: Embed Typeform on your “Work with me” or contact page for a seamless first impression.

Website: https://www.typeform.com/templates/client-intake-form-template/

3. Formstack

Formstack is built for workflows. It combines form building with low-code automation, document generation, and secure data routing—ideal for organizations that need end-to-end intake automation.

Key features & considerations

• Customization: High. Advanced conditional logic and multi-step forms.
• Integrations: Extensive, including Salesforce and HubSpot.
• Data security: Offers HIPAA-compliant plans for PHI¹.
• Pricing: Higher price point; 14-day free trial available, paid plans often start around $50/month.

Pro tip: Use Formstack’s document generation to merge intake responses into branded agreements or welcome packets.

Website: https://www.formstack.com/templates/client-intake-form-template

4. Google Forms

Google Forms is free, fast, and easy. Its automatic response sync to Google Sheets creates an immediate, sortable client database—perfect for solo practitioners starting out.

Key features & considerations

• Customization: Basic. Colors, header images, and fonts only.
• Integrations: Seamless with Google Sheets and Drive; third-party add-ons extend functionality.
• Data security: No built-in HIPAA compliance on standard accounts; evaluate carefully before collecting PHI¹.
• Pricing: Free with a Google account.

Pro tip: Use the File upload field so clients can securely submit signed agreements or IDs directly to a designated Google Drive folder.

Website: https://forms.google.com

5. Microsoft Forms

Microsoft Forms works best for practices already on Microsoft 365. It integrates natively with Excel, SharePoint, and Teams, making team collaboration and data analysis straightforward.

Key features & considerations

• Customization: Moderate. Basic theming plus branching logic.
• Integrations: Strong inside the Microsoft ecosystem.
• Data security: Inherits Microsoft 365 compliance features; HIPAA configurations require appropriate plans and settings¹.
• Pricing: Included with many Microsoft 365 subscriptions; a free personal option exists.

Pro tip: Use the “Open in Excel” feature for a live, updating spreadsheet of intake responses and integrate with Power Automate for follow-up workflows.

Website: https://forms.office.com

6. Cognito Forms

Cognito Forms is notable for advanced logic, calculations, and a secure client portal for returning clients. It’s great when you need clients to update their information over time.

Key features & considerations

• Customization: High. Strong conditional logic, calculations, and repeating sections.
• Integrations: Good. Works with Zapier, Make, and payment gateways like Stripe.
• Data security: Data encrypted at rest and in transit; HIPAA available on Enterprise plans¹.
• Pricing: Generous free plan; paid tiers from about $15/month.

Pro tip: Enable Save & Resume so clients can return to lengthy assessments without losing progress.

Website: https://www.cognitoforms.com/templates/

7. PandaDoc

PandaDoc combines intake with contracts and e-signatures. If your intake must collect both information and a signed agreement, PandaDoc streamlines that into a single document-centric workflow.

Key features & considerations

• Customization: Moderate. Focused on document layout and fillable fields.
• Integrations: Strong with CRMs and payment tools.
• Data security: Provides e-signatures with audit trails; legally sound signing workflows³.
• Pricing: Free eSign plan available; paid plans for richer features start around $19/month per user.

Pro tip: Save frequently used sections like your privacy policy to the Content Library so you can build combined intake and contract documents quickly.

Website: https://www.pandadoc.com/community-gallery/

8. DocuSign (PowerForms)

DocuSign’s PowerForms let clients self-start signable intake documents via a public link. This is ideal when signatures and audit trails are required before the first session.

Key features & considerations

• Customization: Moderate. Focused on signable fields and signature workflows.
• Integrations: Extensive with CRMs and cloud platforms.
• Data security: Enterprise-grade security and compliance; supports HIPAA and 21 CFR Part 11 where configured¹.
• Pricing: PowerForms require Business Pro or higher; plan-dependent pricing.

Pro tip: Use a two-step process: collect non-sensitive info with a simple form, then send a PowerForm for signature on consent and service agreements.

Website: https://www.docusign.com/products/electronic-signature/features/powerforms

9. Adobe Acrobat Sign

Adobe Acrobat Sign is tailored for standardized PDF workflows. Upload your intake PDF, overlay fields and signatures once, then reuse a template for each client.

Key features & considerations

• Customization: Moderate. Best for adding fields to existing PDFs.
• Integrations: Deep integration with Microsoft 365 and SharePoint.
• Data security: Strong compliance and audit trails; HIPAA options available.
• Pricing: Included in some Adobe plans; standalone Acrobat Sign tiers exist.

Pro tip: Save common field sets as templates and apply them to new PDFs to speed up repeated intake documents.

Website: https://helpx.adobe.com/sign/authoring/apply-form-field-template.html

10. Canva

Canva is a design-first tool for creating visually branded intake packets. It’s not a form collector, but it’s excellent for creating polished PDFs and welcome materials to pair with an online intake workflow.

Key features & considerations

• Customization: Very high. Brand kits, templates, and an easy design interface.
• Integrations: Exports files; does not collect responses.
• Data security: You are responsible for how completed PDFs are collected and stored.
• Pricing: Free plan available; Canva Pro unlocks brand kits and premium assets.

Pro tip: Build a Brand Kit in Canva to maintain consistent colors and fonts across intake packets and welcome materials.

Website: https://www.canva.com/templates/

11. Etsy

Etsy is a marketplace for downloadable intake templates. It’s a low-cost way to get niche, professionally designed forms that you can edit in Canva or export as PDFs.

Key features & considerations

• Customization: High if editable in Canva; quality varies by seller.
• Integrations: None; templates are files you manage yourself.
• Data security: Not applicable; you handle how completed forms are collected.
• Pricing: One-time purchases typically range from $5 to $30.

Pro tip: Search for “client welcome packet” bundles to get intake forms plus agreements and onboarding materials in one purchase.

Website: https://www.etsy.com

12. Clio Grow

Clio Grow is built for law firms. Its intake forms map directly to client and matter records, eliminating duplicate data entry and creating a smooth handoff into case management.

Key features & considerations

• Customization: Moderate. Map intake fields to contact and matter fields.
• Integrations: Excellent within the Clio ecosystem.
• Data security: Designed for legal confidentiality and secure workflows.
• Pricing: Requires a Clio Grow subscription; aimed at legal practices.

Pro tip: Use the Quick Form when capturing client details on calls to add contacts and matters directly to your pipeline.

Website: https://help.clio.com/hc/en-us/articles/9073499214747-Set-Up-Clio-Grow-Intake-Form-Templates

Quick Comparison

Choosing the right tool

Match the tool to your needs rather than chasing features. Consider these factors:

• Client experience: Do you want a conversational, guided intake (Typeform, Jotform) or a formal, signable document (PandaDoc, DocuSign)?
• Technical comfort: Are you happy building complex logic, or do you need a simple template you can deploy quickly?
• Workflow integration: How will intake data move into scheduling, billing, or case management systems? Think about where responses will live and who will access them.
• Security and compliance: If you collect protected health information, choose a platform with HIPAA support and a BAA¹.

Shorter forms and focused questions improve completion rates; removing unnecessary fields reduces friction and helps more clients finish the intake process².

Actionable next steps

1. Pick one or two tools from this list that align with your priorities.
2. Sign up for a free plan or trial and build a test intake form.
3. Complete the form from a client’s perspective and iterate until the flow feels clear and respectful of their time.

A simple test will reveal more than a feature sheet. Make the client experience the north star.

Frequently Asked Questions

Q: Which intake tool is best for solo practitioners on a budget?

A: Google Forms or Microsoft Forms. Both are free or included with common accounts, simple to set up, and integrate with Sheets or Excel for basic tracking.

Q: How do I ensure my intake process is HIPAA-compliant?

A: Choose a vendor that offers a HIPAA-compliant plan and a signed BAA. Store data on secure, access-controlled systems and limit PHI collection to what’s necessary¹.

Q: Should I use an online form or a signable document for intake?

A: Use a conversational form for initial discovery and a signable document when you need consent or a contract. Combining both—an intake form followed by an e-signature step—balances UX and legal protection³.

Quick Q&A — Common user concerns

Q: How long should my intake form be?

A: Ask only essential questions at first. Keep the initial intake short to improve completion, and use follow-up forms for deeper assessments².

Q: How do I handle PHI safely?

A: Use a HIPAA-ready plan and a signed BAA, enable encryption at rest and in transit, and limit access to authorized staff only¹.

Q: What’s the best flow for intake + consent?

A: Collect basic info with a conversational form, then present a single signable document for consent and agreements to capture signatures and an audit trail³.