How do I set up a client intake form for new bookkeeping clients and secure document exchange?

Here’s a practical setup that works well for bookkeeping firms: a client intake form to gather everything you need up front, plus a secure document exchange process to protect sensitive financial data.

1) Set up a new client intake form

Use a form tool like Google Forms, Typeform, Jotform, or Cognito Forms. For bookkeeping, I’d suggest a tool that supports:

• file uploads
• conditional logic
• e-signatures, if needed
• HIPAA-like security standards if you want stronger data handling
• integration with your CRM or project management tool

Recommended intake form sections

A. Business information

• Legal business name
• DBA / trade name
• Entity type
• EIN
• Business address
• Website
• Industry
• Date business started
• State(s) of operation

B. Primary contact details

• Owner name
• Email
• Phone
• Role/title
• Best method and time to reach them

C. Accounting setup

• Current bookkeeping software
• Current chart of accounts
• Accounting method used
• Sales tax setup
• Payroll provider
• Payment processors
• Banking institutions
• Merchant accounts
• Loan accounts
• Inventory tracking? yes/no

D. Current bookkeeping status

• Are books up to date?
• Last month reconciled
• Any prior bookkeeper or CPA?
• Any known issues:
  • unreconciled accounts
  • missing receipts
  • payroll errors
  • uncategorized transactions
  • sales tax issues
  • backlog of months/years

E. Services requested

Have them select what they need:

• monthly bookkeeping
• cleanup/catch-up
• accounts payable
• accounts receivable
• payroll support
• sales tax filing
• bank reconciliations
• financial reporting
• 1099 prep
• advisory / KPI reporting

F. Volume and complexity

• Approximate monthly bank/credit card transaction count
• Number of bank accounts
• Number of credit cards
• Number of employees/contractors
• Number of locations
• Number of monthly invoices/bills

G. Document checklist

Ask them to upload or confirm they can provide:

• last 2–3 months of bank statements
• credit card statements
• prior year tax return
• current profit and loss / balance sheet
• payroll reports
• sales tax filings
• loan statements
• merchant processor statements
• prior bookkeeping file access

H. Access and permissions

• Will they grant read-only access to banking and accounting systems?
• Do they approve secure document sharing?
• Who is authorized to approve transactions or changes?

I. Engagement readiness

• Desired start date
• Urgency
• Budget range
• Preferred communication style
• Anything else you should know

Best practices for the form

• Keep it to 10–20 minutes max
• Use required fields only where essential
• Add short help text to clarify questions
• Use conditional logic to show only relevant questions
• Include a statement like:
  • “Do not include passwords or highly sensitive data in this form.”
• End with:
  • “By submitting, you confirm the information is accurate to the best of your knowledge.”

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2) Set up secure document exchange

For bookkeeping, avoid sending sensitive docs through plain email whenever possible.

Best secure options

Use one of these:

• Google Drive / Shared Drive with restricted permissions
• Dropbox Business
• OneDrive / SharePoint
• Coda, Notion, or client portal tools with secure file handling
• Dedicated client portals like:
  • TaxDome
  • Karbon
  • Canopy
  • SmartVault
  • Liscio
  • Moxtra
  • Box

If you already use practice management software, a portal built into it is often easiest.

Secure document exchange workflow

1. Create a separate folder for each client
2. Use least-privilege access
   • only the client and assigned staff
3. Use named users, not shared logins
4. Turn on:
   • two-factor authentication
   • access notifications
   • version history
5. Restrict sharing:
   • no public links
   • no “anyone with the link” if possible
6. Use standardized subfolders:
   • 01 Intake
   • 02 Bank Statements
   • 03 Receipts
   • 04 Payroll
   • 05 Sales Tax
   • 06 Invoices
   • 07 Reports
   • 08 Tax Returns
7. Ask clients to name files consistently:
   • 2026-01_BankStatement_Chase_Checking.pdf
   • 2026-01_Receipt_OfficeDepot_124.88.pdf

What not to exchange casually

Avoid sending or requesting:

• passwords
• full SSNs unless absolutely necessary
• bank login credentials
• tax portal passwords
• raw payment card data

If access is needed, use:

• read-only accounting access
• bank feed connections
• authorized user invitations
• password manager sharing, if appropriate

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3) Combine intake + document collection into one onboarding flow

A clean process looks like this:

Step 1: Send welcome email

Include:

• link to intake form
• link/instructions for secure portal
• list of documents needed
• timeline for onboarding

Step 2: Client completes intake form

Form automatically routes you the data and optionally creates a client record.

Step 3: Client uploads documents to secure folder/portal

You can organize this by checklist.

Step 4: Internal review

You review:

• complexity
• missing items
• red flags
• cleanup needed
• scope fit

Step 5: Send engagement letter

Include:

• scope
• fee
• timelines
• responsibilities
• communication expectations
• document submission rules

Step 6: Activate bookkeeping work

Only after:

• contract signed
• payment method set up
• access granted
• required docs received

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4) Suggested tools by budget

Simple / low-cost

• Intake: Google Forms or Jotform
• Docs: Google Drive shared folder
• Signature: Dropbox Sign or PandaDoc

Mid-range

• Intake: Jotform or Cognito Forms
• Docs: SmartVault or SharePoint
• Workflow: Asana, Trello, or ClickUp

Full practice management

• TaxDome
• Canopy
• Karbon
• Liscio

These are better if you want:

• secure portal
• forms
• messaging
• task tracking
• e-signatures
• client reminders

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5) Security tips

• Use a professional email domain
• Require MFA on all accounts
• Limit folder access by client and staff
• Review permissions regularly
• Back up important documents
• Have a written data handling policy
• Train staff to avoid sensitive info in email

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6) A simple intake form template outline

You can copy this structure:

1. Business name / DBA
2. Contact info
3. Entity type / EIN
4. Industry and start date
5. Current accounting software
6. Current bookkeeping status
7. Services needed
8. Number of accounts / transaction volume
9. Employees / contractors
10. Documents checklist upload
11. Access requests
12. Start date / urgency
13. Notes
14. Consent / accuracy acknowledgment

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If you want, I can also create:

1. a ready-to-use client intake form template,
2. a client welcome/onboarding email, or
3. a secure document checklist for bookkeeping clients.