Use this checklist after contract signing and before delivery begins. The goal is simple: every client starts with the same operational baseline.
When to use this checklist
Use immediately after proposal/contract handoff and before kickoff meeting.
Do not skip this stage because “the client already understands the project.” Most avoidable delivery friction begins here.
Fast operator sequence
Run the checklist in this order:
- confirm scope and approval ownership,
- collect access and assets,
- lock communication rules,
- set dates and milestone reminders,
- confirm invoice and change-control rules.
If an item is incomplete, pause kickoff instead of carrying the ambiguity into delivery.
Onboarding checklist (operator version)
A) Scope and success alignment
- Confirm agreed deliverables and exclusions in writing.
- Confirm success criteria for the first milestone.
- Confirm owner for approvals and feedback.
B) Access and assets
- Request required access (accounts, files, brand resources).
- Confirm file naming/version workflow.
- Confirm where final deliverables will live.
C) Communication rhythm
- Confirm preferred channel for day-to-day updates.
- Set update cadence (for example: weekly status summary).
- Define response-time expectations and escalation path.
D) Timeline and milestone setup
- Confirm kickoff date and first milestone deadline.
- Confirm dependency risks (client-provided items).
- Add milestone reminders to your tracking system.
E) Commercial and admin controls
- Confirm invoice timing and payment terms.
- Confirm change request process.
- Confirm who approves scope changes.
Fast quality check before kickoff
If any answer below is “no,” do not start delivery yet:
- Is scope written in one source of truth?
- Does each deliverable have an owner and due date?
- Does the client know where updates and files will appear?
- Are payment terms and milestone triggers clear?
Immediate next action after completion
- Create the first live milestone in your system of record.
- Send the kickoff summary with owners, dates, and update cadence.
- Queue the first billing trigger if a deposit or kickoff invoice applies.
Use this checklist with
- Workflow context: Freelance Client Workflow System: Inquiry to Final Payment
- Intake setup: How to Build a Client Intake and Qualification Workflow
- Setup blockers: FAQ: Setting Up a Solo Service Workflow Stack
Common misuses to avoid
- Treating onboarding as an email thread instead of a defined process.
- Skipping admin controls because the client is “easy to work with.”
- Starting delivery before access and approval roles are confirmed.