Quick Overview
- 1#1: IntakeQ - Provides customizable online intake forms, e-signatures, and automated workflows for seamless client onboarding in health and wellness practices.
- 2#2: SimplePractice - Offers secure client portals with intake forms, telehealth, and billing integration tailored for mental health professionals.
- 3#3: Clio Grow - Delivers cloud-based client intake, CRM, and marketing automation specifically designed for law firms.
- 4#4: Lawmatics - Automates client intake, lead management, and CRM workflows to streamline onboarding for legal practices.
- 5#5: Jane App - Features HIPAA-compliant intake forms, online booking, and charting for allied health clinics.
- 6#6: Practice Better - Supports client intake forms, nutrition planning, and telehealth for health and wellness practitioners.
- 7#7: Jotform - Enables creation of advanced, mobile-friendly intake forms with payments, signatures, and integrations.
- 8#8: Typeform - Creates engaging, conversational intake forms that improve response rates and data collection.
- 9#9: Formstack - Builds dynamic intake forms with workflow automation, approvals, and enterprise-grade security.
- 10#10: Paperform - Designs versatile intake forms that handle payments, scheduling, and complex logic without coding.
Tools were ranked based on key factors including industry customization, feature depth (automation, integration, security), user-friendliness, and overall value, ensuring they deliver both functionality and practicality for modern practices.
Comparison Table
Cloud-based client intake software simplifies onboarding, and with tools like IntakeQ, SimplePractice, Clio Grow, Lawmatics, Jane App, and more, finding the right fit requires clear comparison. This table outlines key features, pricing, and usability to help readers identify the solution that best aligns with their business needs, whether for small practices or expanding operations.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | IntakeQ Provides customizable online intake forms, e-signatures, and automated workflows for seamless client onboarding in health and wellness practices. | specialized | 9.7/10 | 9.8/10 | 9.5/10 | 9.4/10 |
| 2 | SimplePractice Offers secure client portals with intake forms, telehealth, and billing integration tailored for mental health professionals. | specialized | 9.2/10 | 9.5/10 | 9.0/10 | 8.7/10 |
| 3 | Clio Grow Delivers cloud-based client intake, CRM, and marketing automation specifically designed for law firms. | enterprise | 8.6/10 | 8.8/10 | 9.2/10 | 8.0/10 |
| 4 | Lawmatics Automates client intake, lead management, and CRM workflows to streamline onboarding for legal practices. | specialized | 8.7/10 | 9.2/10 | 8.5/10 | 8.0/10 |
| 5 | Jane App Features HIPAA-compliant intake forms, online booking, and charting for allied health clinics. | specialized | 8.7/10 | 9.0/10 | 9.2/10 | 8.0/10 |
| 6 | Practice Better Supports client intake forms, nutrition planning, and telehealth for health and wellness practitioners. | specialized | 8.4/10 | 9.1/10 | 8.2/10 | 7.9/10 |
| 7 | Jotform Enables creation of advanced, mobile-friendly intake forms with payments, signatures, and integrations. | specialized | 8.7/10 | 8.5/10 | 9.5/10 | 8.8/10 |
| 8 | Typeform Creates engaging, conversational intake forms that improve response rates and data collection. | specialized | 8.2/10 | 8.5/10 | 9.4/10 | 7.7/10 |
| 9 | Formstack Builds dynamic intake forms with workflow automation, approvals, and enterprise-grade security. | enterprise | 8.1/10 | 8.4/10 | 8.6/10 | 7.7/10 |
| 10 | Paperform Designs versatile intake forms that handle payments, scheduling, and complex logic without coding. | specialized | 8.2/10 | 8.5/10 | 8.8/10 | 7.9/10 |
Provides customizable online intake forms, e-signatures, and automated workflows for seamless client onboarding in health and wellness practices.
Offers secure client portals with intake forms, telehealth, and billing integration tailored for mental health professionals.
Delivers cloud-based client intake, CRM, and marketing automation specifically designed for law firms.
Automates client intake, lead management, and CRM workflows to streamline onboarding for legal practices.
Features HIPAA-compliant intake forms, online booking, and charting for allied health clinics.
Supports client intake forms, nutrition planning, and telehealth for health and wellness practitioners.
Enables creation of advanced, mobile-friendly intake forms with payments, signatures, and integrations.
Creates engaging, conversational intake forms that improve response rates and data collection.
Builds dynamic intake forms with workflow automation, approvals, and enterprise-grade security.
Designs versatile intake forms that handle payments, scheduling, and complex logic without coding.
IntakeQ
specializedProvides customizable online intake forms, e-signatures, and automated workflows for seamless client onboarding in health and wellness practices.
Advanced form builder with unlimited forms, conditional logic, e-signatures, and payment collection integration
IntakeQ is a comprehensive cloud-based client intake and practice management software tailored for health and wellness professionals, enabling the creation of unlimited customizable intake forms that clients complete online prior to appointments. It integrates seamless online scheduling, secure telehealth video sessions, HIPAA-compliant charting with SOAP notes, billing, and client communication tools. Designed for solo practitioners and small clinics, it streamlines workflows while ensuring data security and compliance.
Pros
- Unlimited customizable intake forms with conditional logic and multimedia support
- All-in-one platform including telehealth, scheduling, billing, and secure messaging
- HIPAA-compliant with robust security features and mobile accessibility
Cons
- Pricing scales quickly for multi-practitioner practices
- Limited native integrations with some EHR or accounting systems
- Initial setup for advanced customizations requires time
Best For
Solo therapists, counselors, and small wellness clinics seeking a HIPAA-secure, all-in-one solution for client intake and practice management.
Pricing
Starts at $49.90/month (Solo, 1 user) billed annually; $79.90/month (Group, up to 3 users); Enterprise custom pricing.
SimplePractice
specializedOffers secure client portals with intake forms, telehealth, and billing integration tailored for mental health professionals.
Intuitive client portal enabling secure, mobile-friendly self-service intake forms, e-signatures, and ongoing communication without needing multiple tools
SimplePractice is a comprehensive cloud-based practice management platform tailored for mental health and wellness professionals, featuring robust client intake tools like customizable online forms, e-signatures, and secure client portals. It streamlines the onboarding process by allowing clients to complete intake paperwork remotely before appointments, integrating seamlessly with scheduling, billing, and telehealth features. As a HIPAA-compliant solution, it ensures data security while supporting solo practitioners and small groups with automated workflows for efficient practice management.
Pros
- Highly customizable intake forms and questionnaires with conditional logic
- Secure, user-friendly client portal for self-service intake and document signing
- Seamless integration with scheduling, billing, and telehealth for end-to-end workflows
Cons
- Higher-tier plans required for unlimited clients and advanced features
- Steep learning curve for complex customizations and reporting
- Additional per-claim fees for billing can add up for high-volume users
Best For
Ideal for solo therapists, counselors, and small mental health practices seeking an all-in-one HIPAA-compliant solution for streamlined cloud-based client intake and practice management.
Pricing
Starts at $29/month (Essentials, up to 20 clients), $69/month (Professional, up to 100 clients), $99/month (Plus, unlimited clients); plus $0.30-$1.20 per claim for billing and optional add-ons.
Clio Grow
enterpriseDelivers cloud-based client intake, CRM, and marketing automation specifically designed for law firms.
Two-way sync with Clio Manage that auto-populates intake data into matters, eliminating duplicate entry.
Clio Grow is a cloud-based client intake and CRM platform designed specifically for law firms to streamline lead capture, client onboarding, and relationship management. It offers customizable intake forms, automated workflows, scheduling, payments, and email marketing tools to convert prospects into clients efficiently. Seamlessly integrated with Clio Manage, it provides a unified view of client data and practice operations, reducing manual entry and improving conversion rates.
Pros
- Seamless integration with Clio Manage for automatic data syncing
- Intuitive interface with drag-and-drop pipeline customization
- Built-in tools for scheduling, payments, and email automation
Cons
- Higher pricing may not suit solo practitioners or very small firms
- Features are heavily tailored to legal workflows, limiting versatility
- Advanced reporting requires higher-tier plans
Best For
Small to mid-sized law firms using Clio Manage that need streamlined intake and CRM without complex setup.
Pricing
Starts at $59/user/month (Grow plan, billed annually) up to $99/user/month (Grow+ plan); free trial available.
Lawmatics
specializedAutomates client intake, lead management, and CRM workflows to streamline onboarding for legal practices.
Intelligent Workflow Automation that dynamically routes clients based on intake responses, triggering emails, tasks, and payments automatically
Lawmatics is a cloud-based client intake and practice growth platform tailored for law firms, offering customizable intake forms, automated workflows, and seamless CRM integration to streamline new client onboarding. It combines client intake with marketing automation, e-signatures, payment processing, and lead nurturing tools to convert prospects efficiently. The platform emphasizes data security and compliance, making it ideal for handling sensitive legal client information.
Pros
- Powerful automation for intake forms and client onboarding workflows
- Strong CRM and marketing tools integrated with intake process
- Excellent integrations with Clio, QuickBooks, and other legal software
Cons
- Pricing is on the higher end, especially for smaller firms
- Advanced customization requires higher-tier plans
- Reporting and analytics could be more robust for complex needs
Best For
Mid-sized law firms focused on scaling client acquisition through automated intake and marketing automation.
Pricing
Custom pricing starting at around $199/user/month for Essentials, up to $499+/user/month for Enterprise tiers with advanced features.
Jane App
specializedFeatures HIPAA-compliant intake forms, online booking, and charting for allied health clinics.
Seamless conditional logic in intake forms that auto-populates client data into scheduling and billing workflows
Jane App is a cloud-based practice management platform tailored for health and wellness practitioners, excelling in client intake through customizable online forms, secure client portals, and automated data collection. It integrates intake seamlessly with scheduling, charting, billing, and telehealth features, reducing administrative burdens. The software supports solo practitioners to mid-sized clinics with HIPAA-compliant security and mobile accessibility.
Pros
- Highly customizable intake forms with conditional logic and e-signatures
- Intuitive interface with excellent mobile app for on-the-go access
- Strong integration of intake data with scheduling and payments
Cons
- Pricing scales per user, which can add up for larger teams
- Limited advanced reporting and analytics compared to enterprise tools
- Fewer third-party integrations than some competitors
Best For
Health and wellness practitioners or small clinics needing an all-in-one solution for streamlined client intake and practice management.
Pricing
Starts at $59 USD/month per practitioner (Starter plan), with Pro at $99/month and Enterprise custom pricing.
Practice Better
specializedSupports client intake forms, nutrition planning, and telehealth for health and wellness practitioners.
Dynamic intake forms that auto-populate client data into customizable SOAP notes and progress tracking
Practice Better is a cloud-based practice management platform tailored for health and wellness practitioners, offering robust client intake tools including customizable forms, questionnaires, and consent documents. It integrates intake data seamlessly with scheduling, electronic health records (EHR), billing, and telehealth features. The software emphasizes HIPAA-compliant security and workflow automation to streamline onboarding new clients efficiently.
Pros
- Highly customizable intake forms and templates for various modalities
- Seamless integration of intake data into EHR and treatment planning
- HIPAA-compliant with strong security for sensitive client information
Cons
- Pricing can be steep for solo practitioners scaling up
- Occasional performance lags reported during peak usage
- Limited native integrations with some popular third-party tools
Best For
Ideal for solo or small-group health practitioners seeking an all-in-one platform with advanced client intake and practice management.
Pricing
Starts at $29/month for Solo plan (billed annually); Group plans from $49/user/month; custom Enterprise pricing available.
Jotform
specializedEnables creation of advanced, mobile-friendly intake forms with payments, signatures, and integrations.
HIPAA-compliant forms with built-in e-signatures and approval workflows for handling sensitive client data
Jotform is a powerful cloud-based form builder designed for creating customizable online forms, ideal for client intake processes in various industries. It allows users to collect client information, documents, e-signatures, and payments through intuitive drag-and-drop templates with conditional logic and integrations. With HIPAA compliance on higher plans and seamless connectivity to CRMs like Salesforce, it streamlines onboarding while ensuring data security.
Pros
- Intuitive drag-and-drop builder with thousands of templates
- HIPAA compliance and e-signature capabilities for secure intake
- Extensive integrations with 100+ apps including CRMs and payment processors
Cons
- Lacks native client database or CRM functionality
- Free plan limited to 100 submissions/month with Jotform branding
- Advanced workflows require paid plans or third-party tools like Zapier
Best For
Small businesses, solo professionals, and healthcare providers needing simple, secure online forms for client onboarding.
Pricing
Free plan (100 submissions/month); paid plans start at $34/month (Bronze, billed annually) with unlimited forms, up to $99/month (Gold) for HIPAA and advanced features.
Typeform
specializedCreates engaging, conversational intake forms that improve response rates and data collection.
One-question-at-a-time conversational flow that feels like a chat, dramatically improving user engagement and data quality
Typeform is a cloud-based form builder specializing in conversational, interactive surveys and forms that guide users through one question at a time for higher engagement. For client intake, it excels at collecting detailed information like personal details, preferences, and documents through customizable, mobile-friendly interfaces with logic branching. It integrates with CRMs, Zapier, and other tools to automate data flow into workflows.
Pros
- Stunning, conversational UI that boosts completion rates up to 57% higher than traditional forms
- Drag-and-drop builder with conditional logic, file uploads, and payments
- Seamless integrations with 120+ apps including HubSpot, Google Sheets, and Slack
Cons
- Lacks built-in CRM or client management features, requiring integrations
- Advanced features like custom branding and data encryption locked behind higher tiers
- Not natively compliant for regulated sectors like healthcare (no HIPAA by default)
Best For
Small to medium businesses and agencies wanting engaging, high-conversion intake forms without technical expertise.
Pricing
Free plan for basics; paid plans start at $25/user/month (Basic), $50 (Plus), up to $83 (Business) billed annually.
Formstack
enterpriseBuilds dynamic intake forms with workflow automation, approvals, and enterprise-grade security.
Seamless document generation that auto-populates and converts form submissions into branded PDFs or contracts
Formstack is a cloud-based form builder platform designed for creating customizable online forms, ideal for client intake processes across industries like legal, healthcare, and consulting. It supports advanced features such as conditional logic, file uploads, e-signatures, and automated workflows to collect and process client data efficiently. The platform also offers document generation, extensive integrations, and compliance options like HIPAA for secure data handling.
Pros
- Intuitive drag-and-drop form builder
- Over 100 integrations with CRM and productivity tools
- Robust workflow automation for multi-step processes
Cons
- Pricing escalates quickly for advanced features
- Limited customization in lower-tier plans
- Steeper learning curve for complex workflows
Best For
Small to mid-sized professional services firms needing flexible, compliant client intake forms with automation.
Pricing
Plans start at $59/month (billed annually) for basic forms; Professional at $99/month, with enterprise custom pricing and add-ons like HIPAA.
Paperform
specializedDesigns versatile intake forms that handle payments, scheduling, and complex logic without coding.
Design Studio enabling pixel-perfect, website-like forms that don't feel like traditional intake questionnaires
Paperform is a cloud-based form builder that allows users to create highly customizable, visually appealing forms for client intake, onboarding, payments, and bookings. It supports features like conditional logic, file uploads, e-signatures, and integrations with tools like Zapier and Google Sheets, making it suitable for collecting detailed client information efficiently. While versatile beyond intake forms, it streamlines the initial client data gathering process with professional designs that enhance brand image.
Pros
- Stunning, customizable designs that make forms look like landing pages
- Powerful conditional logic and automation for dynamic intake flows
- Built-in payments, scheduling, and 100+ integrations for seamless workflows
Cons
- Not a full CRM; requires integrations for client management beyond intake
- Advanced features have a moderate learning curve
- Pricing can add up for high-volume submissions without annual plans
Best For
Freelancers, agencies, and small businesses needing beautiful, interactive client intake forms with payment and booking options.
Pricing
Free plan (limited); Essentials $24/mo (1,000 submissions), Pro $49/mo (5,000 submissions), Agency $114/mo; annual discounts available.
Conclusion
The top cloud-based client intake tools offer robust solutions for diverse needs, with IntakeQ leading as the best choice—boasting customizable forms, e-signatures, and automated workflows that streamline onboarding for health and wellness practices. While IntakeQ sets the standard, SimplePractice excels for mental health professionals with secure portals, telehealth, and billing integration, and Clio Grow stands out for law firms with CRM and marketing automation. Each tool delivers value in its niche, ensuring there’s a fit for every practice.
Ready to simplify client onboarding? Start with IntakeQ to experience its intuitive, seamless solutions and transform how you welcome new clients.
Tools Reviewed
All tools were independently evaluated for this comparison