ClientFlow · Custom Client Intake & Management System
A custom client intake system built around how your business really works.
ClientFlow is a working demo of the kind of system SiteByPiece builds for service businesses: intake forms, an intake inbox, client records, workflow stages, appointments, files, invoices, messages and dashboard reporting — connected instead of scattered.
Interactive demo
Click through a live sample system. Submit an intake, open the record it creates, move it through a stage, and see the dashboard update.
Custom systems start at $600.
What ClientFlow can do
Each piece below is part of the demo you can test. In a real build, you choose which pieces you need — a client management system should fit your business, not the other way around.
Dashboard
One screen showing new leads, active clients, upcoming appointments, outstanding invoices and what needs attention today.
Client intake forms
Branded forms that collect exactly the details your work requires, including uploads, service selections and scheduling preferences.
Intake inbox
Every submission lands in one reviewable queue instead of scattered emails, DMs and text messages.
Client records
A single record per client holding contact details, intake answers, history, notes, files and activity.
Workflow stages
Move work through stages you define — new lead, contacted, booked, in progress, delivered — so nothing stalls silently.
Appointments
Book consultations and service dates against a client record and see the schedule alongside the rest of the work.
File management
Contracts, photos, deliverables and reference material stored on the client they belong to.
Invoices
Create and track invoices, see what is unpaid, and connect payment processing when the project calls for it.
Messages
Keep the conversation attached to the client record so history is never lost in a personal inbox.
Dashboard reporting
The dashboard turns your day-to-day activity into something you can actually read: where leads came from, how many are waiting on you, what is booked this week, and which invoices are still open. Reporting is built from the fields your business tracks, so the numbers mean something.
Who this system is ideal for
If you take inquiries, quote work, schedule it, deliver it and invoice for it, a client workflow system replaces most of the spreadsheets and follow-up notes holding that together.
- Photographers
- Coaches
- Consultants
- Cleaning companies
- Contractors
- Beauty professionals
- Event businesses
- Creative businesses
- Other service businesses
Every system is customized
ClientFlow is an example, not a template you get pushed into. We start from your process and build the system around it.
Branding
Your colors, logo, wording and tone throughout the system.
Fields
Collect the details your work genuinely needs — nothing generic or padded.
Workflows
Stages, statuses and handoffs that match how your jobs actually move.
Services
Your service menu, pricing structure, packages and add-ons.
Forms
Multiple intake forms for different services, referral sources or locations.
User roles
Owner, staff and limited-access views so people only see what they should.
Integrations
Connections to the tools you already run your business on.
Integrations
Custom systems can connect to tools you already use. Examples include:
- Stripe
- Square
- Google Calendar
- Gmail
- Outlook
- QuickBooks
- Zoom
- Google Drive
- Dropbox
- Electronic signatures
- SMS notifications
- Automation tools
Available integrations depend on the final project requirements. Some connections are straightforward, others require additional setup, accounts or cost — we confirm what is possible for your build in writing before work starts.
Request a custom system
Tell us what you collect from clients, what you track, and where work keeps slipping. We will map it, scope it honestly and quote it before anything is built. Custom systems start at $600; advanced integrations, automation, portals, payment processing, multiple user roles and complex functionality may cost more.
Also useful: other live demos, packages and pricing, or start your website for $25.
Client intake system questions
- What is a client intake system?
- A client intake system is software that collects new client information through a form, stores it in an organized client record, and moves that client through your process. Instead of details living in email, texts and notebooks, everything for each client sits in one place your whole business can work from.
- Can ClientFlow be customized?
- Yes. ClientFlow is a demo of what we build, not a fixed product. Branding, intake fields, workflow stages, services, forms, user roles and integrations are all shaped around your business before we build.
- Can it connect to my website?
- Yes. Intake forms can be placed directly on your SiteByPiece website, or linked from your site, social profiles and Google Business Profile so new inquiries flow into the same system.
- Can it include payments?
- Payments can be included using an established processor such as Stripe or Square, with your own account. Invoicing, deposits and payment status tracking are all common additions.
- Can it include appointments?
- Yes. Appointments can be booked inside the system against a client record, and calendar connections such as Google Calendar can be added depending on project requirements.
- Can it include a client portal?
- Yes. A signed-in area where your clients view their files, invoices, messages and project status can be built as part of the system. Portals add complexity, so they are scoped and quoted specifically.
- How much does a custom client management system cost?
- Custom systems currently start at $600. Advanced integrations, automation, client portals, payment processing, multiple user roles and complex functionality may cost more, and we confirm the exact scope and price in writing before any build begins.