How to build a client form with AI: 6 prompts by profession

AI form builders turn a sentence into a form in seconds. What they can't know is what you need to decide before a call: whether the job fits, what it might cost and how soon it starts. That has to come from your prompt. The six prompts below are written for common solo businesses; change the questions to match yours and keep the structure.

What to put in the prompt

• Who fills it out and when: a new lead from your website, a client before the first session, a client starting a project.
• Each question in order, with its answer type when it matters (a date, a number, one choice, several choices).
• The choices for every choice question. If you leave them out, the AI picks its own.
• Which questions are required. Fewer required fields means more people finish the form.
• Any question that should only appear after a certain answer (“if it's a wedding, ask for the venue”).
• What happens after sending, in one sentence, for the thank-you message.

Six prompts by profession

Booking inquiry form for a photo session: name, email, phone, type of session (family, wedding, portrait, product), preferred date, location or venue, number of people, budget range (under $500, $500 to $1,500, over $1,500), how they found me (Instagram, Google, referral, other). If the session type is wedding, also ask for the venue and the guest count. Required: name, email, session type, preferred date. Thank-you message: I reply within one business day with availability.

What comes out: about ten questions, with the wedding questions shown only when someone picks wedding. Check that “preferred date” is a date question and not free text, so you get a real date.

Application form before a free discovery call with a career coach: name, email, current role, what they want to change in the next 6 months (paragraph), what they've already tried (paragraph), how soon they want to start (this month, in 1 to 3 months, just exploring), whether they've worked with a coach before (yes, no). Required: name, email, what they want to change. Thank-you message: if it looks like a fit, I'll send a link to book the call.

What comes out: two long-text questions, which are the ones you'll actually read. The “how soon” choice lets you sort applications before replying.

Project brief form for a freelance brand designer: name, email, company, what they need (logo, brand identity, website design, packaging, other; several can be picked), a short description of the business (paragraph), deadline (date), budget (number, in dollars), links to examples they like (paragraph). Required: name, email, what they need, description. Thank-you message: I'll review the brief and reply with next steps and a quote.

What comes out: a multiple-choice question for the deliverables and a number field for budget. If you'd rather not ask for a number, give budget ranges instead, as in the photographer prompt.

Contact form for a private practice therapist, before a free 15-minute consultation: name, email, phone, preferred way to be contacted (email, phone, text), preferred times for the consultation (weekday mornings, weekday afternoons, evenings), whether they're looking for individual or couples sessions, how they found the practice. Don't ask about symptoms, diagnoses, medications or reasons for seeking therapy. Required: name, and email or phone. Thank-you message: I'll contact you within two business days to set up the consultation.

What comes out: a short contact form with no health questions. That's deliberate. Health providers who are HIPAA covered entities, which HHS defines to include providers who bill health plans electronically, have rules for health information that a general form tool isn't set up for. Keep clinical intake in the system your practice uses for health records, and use this form only to set up the first call.

Job request form for a home renovation contractor: name, email, phone, address of the job, type of work (kitchen, bathroom, flooring, painting, repairs, other), short description (paragraph), when they'd like it done (as soon as possible, within a month, within 3 months, flexible), whether they own the property (yes, no), how they found us. Required: name, phone, address, type of work. Thank-you message: we'll call you to schedule a visit for an estimate.

What comes out: the address and type of work up front, which decide whether you even quote. Ask for photos by email afterward if you need them.

Inquiry form for an independent operations consultant: name, email, company, company size (1 to 10, 11 to 50, 51 to 200, over 200 people), their role, the problem they want solved (paragraph), what a good result looks like in 90 days (paragraph), decision timeline (this month, this quarter, later), budget approved (yes, not yet, not sure). Required: name, email, company, the problem. Thank-you message: I'll reply within two business days, usually with a few questions before we talk.

What comes out: a qualifying form. “Budget approved” and “decision timeline” tell you whether the first call is a sale or research. Pair it with discovery call questions for the call itself.

Check before you publish

1. Read every question as the client would. Remove any you won't act on.
2. Check the types: dates as date questions, budgets as numbers or ranges, choices with the options you meant.
3. Check required fields: name and one way to reply, plus only what you can't work without.
4. Test each conditional question by filling the form both ways.
5. Make sure the name, email and phone answers are saved to the contact, so a response becomes a lead you can follow up.
6. Confirm nothing asks for card numbers, passwords, Social Security numbers or health details.
7. Send yourself a test response and read the notification you get.

For more on what to ask, see what to ask on a freelance inquiry form, or start from the client intake form template if you'd rather edit a finished form than write a prompt.

Creating a form with AI in SoloWOS

1. In Forms, click New form and use Create with AI.
2. Describe the form, or paste one of the prompts above, and click Create form.
3. The AI writes the title, intro, thank-you message and questions using the editor's question types: short and long text, email, phone, number, date, one choice and several choices, with “show only if” on an earlier choice question when you ask for it. The AI writes up to 25 questions.
4. The editor opens with the form as a draft. Check the questions and the “Save in the contact as” setting for name, email, company and phone.
5. Publish when it's right. Nothing is shared until you publish.

Only your description goes to Anthropic, and the form counts toward your forms (3 on Basic, 10 on Solo) as well as your AI drafts. The AI writes in the language of your description and won't add questions for passwords, card numbers, bank access, government ID numbers or health data. SoloWOS uses Claude models from Anthropic. Under Anthropic's commercial terms, the data sent for a request isn't used to train their models, and the SoloWOS privacy policy lists what each AI feature sends.

To share it, build client intake forms and link them from your booking page or site. The SoloWOS AI assistant can also create a form from a request in chat. Prices and plan details of other companies checked on October 24, 2026 on their own sites.