Onboarding — in progress
Clients still missing a checklist item, e.g. contract attached but deposit invoice not yet recorded.
Freelance finance · Onboarding checklist
A records checklist for starting with a new client
An intake folder gives a new client a home; a checklist makes sure you actually fill it. When onboarding is busy, it's easy to forget the deposit invoice or never create a proper client record — gaps that cost you later. A short, repeatable checklist, ticked inside the workspace, makes client setup consistent every time. Cash Workspace gives you one place to run that checklist and confirm each onboarding record is in.
The problem
Why onboarding records slip through
When a new client starts, the work itself takes priority and setup steps get half-done. Without a checklist, you don't notice the gap until you need the missing piece.
- The deposit invoice never got recorded, so it falls off your radar.
- There's no formal client record, just a name in your head.
- The rate was agreed verbally and never documented.
- No folder exists, so the contract and invoices land loose.
- Each client is onboarded differently, so you can't tell what's done.
The workflow
Run the same checklist every time
Work through a fixed set of items each time a client signs, ticking each one inside the workspace so nothing is skipped.
- 1
Confirm the signed contract is on file
Tick this only once the executed agreement is attached, not just promised.
- 2
Record the deposit invoice
If you took a deposit, record it with its number, amount, and due date before marking the item done.
- 3
Create the client record
Add a consistent client record so future invoices and expenses can attach to it.
- 4
Build the client folder
Set up the folder structure so documents have a home from the start.
- 5
Document the rate
Write down the agreed rate and payment terms, then tick the item.
Record structure
Checklist items to confirm for each client
Treat each item as a yes/no record so you can see at a glance whether a client is fully onboarded.
- Signed contract on file
- The executed agreement is attached, not just sent.
- Deposit invoice recorded
- Any upfront deposit is recorded with number, amount, and dates.
- Client record created
- A consistent client record exists for future invoices and expenses.
- Folder built
- The client's document folder is set up and ready.
- Rate documented
- The agreed rate and payment terms are written down.
- Billing contact recorded
- The email and address you'll invoice are on file.
- Status
- Overall onboarding marked in-progress or complete for the client.
Example setup
An example onboarding checklist in use
One way to run the checklist per client inside your workspace.
Onboarding — complete
Clients where every checklist item is ticked and the folder is fully set up.
Checklist template
The reusable list of items you copy for each new client.
Common mistakes
Mistakes to avoid
- Ticking 'contract on file' before it's actually attached.
- Skipping the deposit invoice because the project already started.
- Working without a real client record, just a name.
- Leaving the rate undocumented after a verbal agreement.
- Onboarding each client differently so you can't see what's missing.
How it helps
How Cash Workspace helps
A repeatable checklist
Run the same onboarding items for every client and tick each one inside the workspace.
Records linked, not loose
Create the client record, deposit invoice, and folder so each ticked item points to real records.
Clear onboarding status
See at a glance which clients are fully onboarded and which still have gaps.
Related
Related onboarding and client workflows
New client intake folder
Set up a clean records folder when a client signs.
Client contact and rate records
Keep each client's rate and contact details on file.
Deposit and final invoices
Keep deposit and balance invoices reconciled per project.
Contract and agreement folder
Keep signed contracts organized in one place.
All finance workflows
Browse the full Cash Workspace workflow library.
FAQ
Client onboarding checklist FAQ
- What should be on a client onboarding checklist?
- A common set is: signed contract on file, deposit invoice recorded, client record created, folder built, rate documented, and billing contact saved. Cash Workspace lets you tick each item as you complete it.
- How is this different from an intake folder?
- The intake folder is where the documents live; the checklist confirms each one is actually in place. Many freelancers use both — copy the intake folder, then run the checklist against it.
- Does Cash Workspace remind me to finish onboarding?
- No. There are no automated reminders. You mark each checklist item yourself, and the onboarding status shows you which clients still have gaps when you review them.
Organizing help — not tax, accounting, or legal guidance
Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.
Onboard every client the same way
Start a free workspace and run a repeatable onboarding checklist so no contract, deposit invoice, or rate ever gets missed at the start.