Onboarding Your First Client: A Simple Checklist

A clear onboarding process builds trust and prevents misunderstandings. It is worth doing deliberately, even for your first client.

Before you start

Agree the scope, price, timeline and payment terms in writing. Collect the client’s correct legal details — name, address, and billing contact — for the invoice.

Put the agreement in writing, even briefly. An email confirming scope, price and terms is enough to prevent most later disagreements.

Collect the correct legal name and address at the start. Getting the billing entity right now avoids reissuing invoices later.

Confirm who approves invoices and who pays. In a larger client, these are often different people.

• Agree scope, price, timeline and terms.
• Collect correct billing details.
• Put it in writing, even briefly.
• Confirm who approves and who pays.

When you start

Set expectations about how and when you will invoice, and confirm the payment method and any references you need. A deposit for larger projects protects you both.

Tell the client your payment terms and invoicing rhythm before work begins, so there are no surprises when the first invoice arrives.

Ask for a deposit on larger projects. It commits both parties and funds the early work.

Confirm the contact person for questions and approvals, so day-to-day work does not stall waiting for direction.

• Set invoicing and payment expectations.
• Confirm payment method and references.
• Take a deposit on larger projects.
• Confirm a single point of contact.

Setting up billing

Create the client record in your invoicing system with the correct legal name, address and any VAT details. This makes every future invoice correct.

Decide on the invoice layout and reference scheme before the first invoice, so the client sees a consistent, professional format.

If the client requires purchase orders or specific references on invoices, capture those requirements now and record them against the client.

Check VAT treatment up front, especially for cross-border clients, so the first invoice is not corrected later.

• Create the client record correctly.
• Set a consistent invoice format.
• Capture purchase-order requirements.
• Confirm VAT treatment up front.

Making paying easy

Send a clean invoice with a working QR-bill as soon as the first milestone is reached. A smooth first payment experience sets the tone for the whole relationship.

Include a structured reference and clear payment details so the client can pay in seconds. Friction at the first invoice is a bad first impression.

Offer a card-payment link if the client prefers it. The easier you make it, the faster the first payment arrives.