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Streamline Your Client Onboarding with the Balanced SaaS Intake System

Tired of chasing clients for information? Manual data collection through endless email chains is slow, prone to human error, and creates a frustrating experience for everyone. This disjointed process leads to missing assets, inconsistent data, and critical delays before you can even start your work.

This playbook introduces the Balanced SaaS Intake System, a powerful yet user-friendly solution to automate your entire client data collection process. By combining Jotform's powerful forms with the visual automation of Make.com, you can effortlessly capture all necessary client information—from brand assets to campaign goals—and instantly convert it into a structured, actionable project in Asana. Say goodbye to manual follow-ups and hello to a seamless, professional onboarding experience.

Expected Outcomes

  • Reduce client onboarding time from weeks to minutes.
  • Eliminate human error and inconsistent data entry.
  • Create a standardized, professional, and seamless client experience.
  • Ensure project teams have all required information and assets from day one.
  • Free up your team from manual administrative tasks to focus on high-value work.

Core Tools in This Stack

Jotform

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Jotform is a powerful online form builder that makes it easy to create and customize forms for data collection, lead generation, online payments, and workflow automation without any coding.

Key Features
  • Drag-and-drop form builder with over 10,000 templates
  • Conditional logic to create dynamic forms
  • Integration with over 30 payment gateways like Stripe, PayPal, and Square
  • Jotform Sign for collecting legally binding e-signatures
  • Jotform Apps to build no-code mobile applications
  • Workflow automation with Jotform Approvals
  • Advanced data reporting and visualization tools
  • HIPAA, GDPR, and CCPA compliance options
Ideal For

Company Size: Micro, Small, Medium, Large

Industries: Technology & Software, Business & Professional Services, Retail & E-commerce, Creative & Media, Education & Non-Profit, Health & Wellness, Other

Pricing

Model: Freemium, Subscription, Enterprise

Tier: Low

Ease of Use

High

Make.com

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Make is a visual platform that lets you design, build, and automate anything — from tasks and workflows to apps and systems — without a single line of code.

Key Features
  • Visual drag-and-drop workflow builder (Scenarios)
  • Thousands of pre-built app integrations (Connectors)
  • Ability to connect to any public API
  • Advanced logic with routers, iterators, and error handlers
  • Pre-built scenario templates
  • Real-time execution with webhooks
Ideal For

Company Size: Micro, Small, Medium, Large

Industries: Technology & Software, Business & Professional Services, Retail & E-commerce, Creative & Media, Education & Non-Profit, Health & Wellness, Other

Pricing

Model: Free, Subscription

Tier: Low

Ease of Use

Easy

Asana

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A work management platform that helps teams organize, track, and manage their work, from small projects to strategic initiatives.

Key Features
  • Kanban Boards (Board View)
  • Gantt Charts (Timeline View)
  • Task Management with Subtasks and Dependencies
  • Workflow Automation (Rules)
  • Project Portfolios
  • Goal Setting and Tracking
  • Customizable Dashboards and Reporting
  • Team Calendars
  • Forms for standardized work requests
  • Integrations with tools like Slack, Google Drive, and Microsoft Teams
Ideal For

Company Size: Micro, Small, Medium, Large

Industries: Technology & Software, Business & Professional Services, Retail & E-commerce, Creative & Media, Education & Non-Profit, Health & Wellness, Other

Pricing

Model: Free, Subscription, Enterprise

Tier: Starter

Ease of Use

High

The Workflow

graph TD subgraph "Balanced SaaS Intake System" direction LR N0["Jotform"] N1["Make.com"] N2["Asana"] N0 -- "New Form Submission" --> N1 N1 -- "Creates New Task" --> N2 end classDef blue fill:#3498db,stroke:#2980b9,stroke-width:2px,color:#fff; classDef green fill:#2ecc71,stroke:#27ae60,stroke-width:2px,color:#fff; classDef orange fill:#f39c12,stroke:#d35400,stroke-width:2px,color:#fff; class N0 blue; class N1 blue; class N2 blue;

Integration Logic

  • ProjectSync Intake

    This workflow is triggered when a new form is submitted in Jotform. Make.com listens for this submission via a webhook. Upon receiving the data, Make.com parses the form fields (such as Project Name, Description, Requester, Due Date) and uses this information to execute an action in Asana. The primary action is to create a new task within a specified Asana project, mapping the Jotform field data directly to the Asana task's name, notes, custom fields, and assignee.

Fix Your Client Intake Process

Learn how to automatically collect client data and assets to eliminate frustrating project delays.