# Client intake form without using 3rd party software

**URL:** <https://community.hubspot.com/t/client-intake-form-without-using-3rd-party-software/99269>\
**Category:** Marketplace Apps\
**Tags:** professional\
**Created:** [February 1, 2024, 11:06pm UTC](https://community.hubspot.com/t/client-intake-form-without-using-3rd-party-software/99269 "2024-02-01T23:06:50Z")\
**Posts on this page:** 3\
**Page:** 1

<div class="post-metadata">

**Author:** ![JohnCNMG](https://d10pqhm3lwygmk.cloudfront.net/user_avatar/community.hubspot.com/johncnmg/32/200370_2.png) [@JohnCNMG](https://community.hubspot.com/u/JohnCNMG)\
**Post date:** [February 1, 2024, 11:06pm UTC](https://community.hubspot.com/t/client-intake-form-without-using-3rd-party-software/99269/1 "2024-02-01T23:06:50Z")

</div>

we are planning on using pipelines for our project management as it’s fairly straightforward. We are looking for a way to have some type of intake form that is filled out in-house when a deal is completed.

The form details would be stored in notes or a custom field in HS, while a copy is sent to the owner of the account and the client. This form would also need a yes/no selection to notify an additional user.

I hope this is clear enough.

---

<div class="post-metadata">

**Author:** ![DSharma02](https://d10pqhm3lwygmk.cloudfront.net/user_avatar/community.hubspot.com/dsharma02/32/89701_2.png) [@DSharma02](https://community.hubspot.com/u/DSharma02)\
**Post date:** [February 2, 2024, 4:41am UTC](https://community.hubspot.com/t/client-intake-form-without-using-3rd-party-software/99269/2 "2024-02-02T04:41:13Z")

</div>

Hi @JohnCNMG ,  
You can create a worlkflow around it… though it will some limitation but we can try this out.  
Create a deal-based workflow with the trigger, when the deal stage is win.  
Next, you can create some properties that you want to have on a form and get the use SET PROPERTY VALUE action in workflows and get that field filled.. once the propeties are set, give delay for few minutes and send an internal email to the owner and in the email body, fetch the propertie namemfor the information that you want to send to the owner. Now your owner will further send the email to the client.  
The workflow will look something like this:

 ![DSharma02_0-1706848827175.png](https://d2qpr2jzcazej7.cloudfront.net/original/3X/2/7/27fc6abe69cac740166028f29d04e14341323b7f.png)

Thanks!  
Hope this helps.  
**If my answer helped you, kindly mark it as a solution to help the community!**

---

<div class="post-metadata">

**Author:** ![karstenkoehler](https://d10pqhm3lwygmk.cloudfront.net/user_avatar/community.hubspot.com/karstenkoehler/32/68554_2.png) [@karstenkoehler](https://community.hubspot.com/u/karstenkoehler)\
**Post date:** [February 2, 2024, 5:45am UTC](https://community.hubspot.com/t/client-intake-form-without-using-3rd-party-software/99269/3 "2024-02-02T05:45:38Z")

</div>

Hi @JohnCNMG,

Are you planning to use deal pipeline or ticket pipelines for this?

With **deal** pipelines, things are a bit more complicated, as a form submission would have to be copied from a contact record to a deal record - and things typically get messy once there’s not just one deal is associated.

In this case I would strongly advise against a form but create a sidebar section just for the team that does the intake and treat the left sidebar like a form: [Customize records](https://knowledge.hubspot.com/object-settings/customize-record-sidebars)

Users could be notified about this input by simply adding a note to the record and then tagging them using the @ function.

With **ticket** pipelines, things are considerably easier. Form submissions can directly create tickets: [Create tickets](https://knowledge.hubspot.com/records/create-tickets#create-tickets-in-your-conversations-inbox)

Once the ticket is created, you can then use a workflow to copy the desired fields to the company record, if needed.

As you can see, there are various ways to approach this. The by far best option is to avoid data entry outside of the CRM; if you can, do not use a marketing form to handle client intake. Instead, set up a conditional sidebar in the company record (or the object you want to use for intake) and let the team input the data directly in the left sidebar.

By doing so, you’re avoiding various workflows that need to copy information back and forth, which increase complexity and also always introduce errors. It also moves your operations more into HubSpot, instead of thinking of HubSpot as a tool that assists non-HubSpot processes. People love forms, I know, but here it would make data management harder.

Once you share a few more details about which objects you want to use for this, I can elabore, if needed. Let me know.

Best regards!