Web Project Intake Form Template

Some web work is a brochure; some is infrastructure. This intake serves the second kind: builds with user accounts, integrations, and stakeholders who must defend the spend upstairs. Its questions are shaped so a project lead can answer them in one sitting and the answers still hold up in an estimation meeting a week later.

Classification first. The build-type question sorts the enquiry into the lane that determines everything downstream: marketing site, product or portal, commerce, or migration. Each lane carries a different definition of done and a different risk profile, and agencies staff them with different teams. The functionality multi-select then inventories the non-negotiables, from accounts and CMS to integrations and multilingual, the features that move estimates by multiples rather than percentages. A checkbox here is worth three discovery emails later.

The metric question qualifies. "How will you measure whether the project worked?" is rare on intake forms, and it should not be. A team that answers with a number, demo requests per month or portal adoption by Q3, is ready to build; a team that answers "a more modern look" needs a strategy conversation first. Both are fine, and the answer routes your reply. The current-stack field catches migration landmines early, because a decade of CMS plugins or a homegrown admin changes week one completely.

Budget as an envelope. Buyers at this scale rarely hold a fixed figure; they hold an envelope and a case they still have to make. The bands include "needs a business case first" because that answer is real, common, and useful: it tells you the sale sits upstream of the scope. The timeline select trades false precision for the same honesty.

What the design intake handles. Visual taste, brand adjectives, and page-level content stay off this form, because that territory belongs to the web design intake, and mixing the two produces a form nobody finishes. RFP theater stays off as well. Vendor matrices and reference lists arrive by email when procurement requires them; they do not belong between a stakeholder and a submitted enquiry.

How shops run it. Development shops link this from their services page and route submissions by build type. Digital agencies use the functionality answers to decide which architect joins the first call. Internal IT teams repurpose it as the project-request front door for other departments. The adaptations that pay off: attach a file upload block for existing RFP documents or analytics exports, wire the webhook into your ticketing system so each intake opens a pre-scoped ticket, and add a Logic rule revealing commerce-specific questions like catalog size and fulfillment model only when the e-commerce lane is chosen. Estimation never becomes easy, but it should never again start from a blank page.