Client Onboarding Checklist — FreelancerPackZA

Use this once a quote is accepted (or a deposit is paid). Tick items as you go. Adapt for your niche — keep what helps you start work without chasing.

Before kickoff

Commercial

Quote accepted in writing (email/WhatsApp) or signed
Deposit received (if required) and matched to quote/invoice number
Invoice issued for deposit / first milestone
Payment terms confirmed (due dates, who pays, POP process)
Purchase order / vendor form completed (if client requires)
Contract / terms of engagement sent and acknowledged (use your own T&Cs)
Scope, deliverables, and out-of-scope list agreed
Revision rounds agreed (e.g. 2 rounds included; extras billed)

People & access

Primary client contact + backup named
Decision-maker identified (who signs off)
Preferred channel set (email / WhatsApp / Slack / Teams)
Response-time expectations set (e.g. replies within 2 business days)
Calendar invite for kickoff call sent

Assets & inputs from client

Brand guidelines / logo files (vector + PNG)
Existing copy, product info, or brief documents
Login / access list (hosting, CMS, ads, analytics) — shared securely
Stock accounts / licence info if client provides
Target audience and success criteria noted
Examples of work they like / dislike (3 each)

Your setup

Project folder created (briefs, drafts, finals, invoices)
Naming convention set (Client_Project_v01)
Deadline and buffer in your calendar
Subcontractors briefed (if any) under your NDA/terms

Kickoff call agenda (20–40 min)

Confirm goals and definition of “done”
Walk through deliverables and timeline
Confirm out of scope
Agree feedback process and sign-off owner
Confirm how change requests are raised and priced
Next actions on both sides with owners and dates

Kickoff notes:

[Date · attendees · decisions · open questions]

First week checkpoints

Client sent outstanding assets by agreed date
You delivered first draft / milestone on time
Feedback recorded in one place (not scattered chats)
Any scope creep logged → see scope-change email scripts

Handover / close (end of project)

Final files delivered in agreed formats
Access credentials returned / removed where appropriate
Final invoice issued
Payment received and receipt/thank-you sent
Testimonial or referral ask (optional)
Case study permission (optional, written)
Project archive + invoice filed in your records

Quick client welcome message (copy/paste)

Hi [Name],

Thanks for confirming — excited to get started on [Project].

To keep us on track, please send the following by [date]:
1. …
2. …
3. …

Kickoff: [day, time, link]
I’ll send a short agenda beforehand.

Payment reference for the deposit/invoice: [INV-…]
Any questions — WhatsApp or email is fine.

Thanks,
[Your name]

Checklist from FreelancerPackZA · J Live Solutions · Operational guide, not legal advice.