Onboard New Clients from WhatsApp Conversations | ThreadRecap
A new client just sent you 14 voice notes, 23 text messages, 6 images, and a "so basically that's what I need, let me know!"
You now have to turn this chaos into a project brief. And you know that anything you miss now will come back as a "but I told you about this" later.
This is the freelancer onboarding problem. Clients do not write briefs. They talk. They send scattered thoughts across multiple messages over multiple days. They contradict themselves between Tuesday's voice note and Thursday's text. They assume you caught everything.
The first week of any freelance project is really just a translation exercise: turning unstructured WhatsApp conversations into structured requirements.
Why onboarding from WhatsApp goes wrong
The medium creates the problem:
Voice notes are unstructured. A client will bury a critical requirement in minute 2 of a 4-minute voice note, surrounded by unrelated context.
Messages arrive out of order. The client thinks of things across days and sends them as they come. Monday's requirements might contradict Friday's.
Confirmation is ambiguous. A thumbs-up emoji on a message could mean "I read it," "I agree," or "I will think about it."
Important details hide in casual language. "Oh and the logo should probably be blue" is a design requirement disguised as an afterthought.
Nothing is prioritized. Everything arrives at the same level of urgency.
The result is that you start work with an incomplete understanding, and the gaps show up later as rework, delays, and arguments about what was agreed.
Why voice notes deserve special attention
Voice notes deserve extra scrutiny because they are the format where clients are least guarded. When a client types a message, they tend to keep it brief and intentional. When they record a voice note, they think out loud. That thinking-out-loud quality is exactly what makes voice notes valuable and also exactly what makes them dangerous to process manually.
WhatsApp stores voice notes in .opus format, a compressed audio codec that is not natively readable by any project management tool or text editor. When you export a WhatsApp chat with media included, the resulting .zip file contains a _chat.txt transcript of all text messages alongside every media attachment, including those .opus voice note files. Without a transcription step, those files are effectively invisible to any analysis you try to run. ThreadRecap transcribes .opus voice notes using OpenAI Whisper, achieving approximately 95% accuracy on clear audio, which is sufficient to reliably surface requirements, deadlines, and references that would otherwise require repeated manual listening.
The cost of a missed requirement
A critical client requirement buried mid-way through a long voice note is not a hypothetical edge case. It is the norm. Clients frequently open a voice note with scene-setting ("so I was thinking about the project…"), reach the substantive requirement at the midpoint, and then close with reassurances ("anyway, I trust you to figure it out"). If you listen once at normal speed without taking structured notes, the midpoint detail is the most likely to be lost. Text transcription converts a temporal, unsearchable recording into a document you can read, search, and reference during brief compilation.
What a good client brief looks like
A brief extracted from WhatsApp onboarding conversations should capture:
Project goal - What the client actually wants, distilled from all the noise
Specific requirements - Extracted from voice notes, text messages, and shared references
References and examples - Images, links, screenshots they shared, with context
Timeline expectations - Any dates or deadlines mentioned, explicit or implied
Budget and payment terms - If discussed (scope, price, payment schedule)
Open questions - Contradictions, gaps, or ambiguities that need clarification before you start
The brief does not need to be long. One page is usually enough. What matters is that it is structured and confirmable.
Separating confirmed requirements from casual mentions
One of the most consequential distinctions in any client brief is the line between a confirmed requirement and a casual mention. Treating casually mentioned features as confirmed requirements is a leading cause of unpaid scope creep in freelance projects. A client who says "maybe we could also add a newsletter signup" is not commissioning a newsletter integration. They are thinking out loud. If you build it and invoice for it, the conversation becomes difficult fast.
The brief template below uses a "must have" versus "nice to have" split for exactly this reason. Anything phrased with hedging language ("maybe," "could be nice," "at some point," "not urgent but") belongs in nice-to-have until the client explicitly confirms it. This is not about being ungenerous; it is about making the scope boundary legible to both parties before work begins.
A complete onboarding brief should ultimately cover: project goal, must-have requirements, nice-to-have items, shared references, timeline, budget terms, and open questions. Each of those seven categories maps to a potential source of downstream conflict if left undocumented.
Extracting a brief from WhatsApp
The manual way
Read through all messages and voice notes. Take notes on requirements, deadlines, and references. Try to organize them into categories. Follow up on anything unclear.
This works but is slow and error-prone. Voice notes are especially difficult because you cannot search them or skim them.
Upload to ThreadRecap and run a Full Summary (2 credits) to get the big picture of the conversation.
Run a second analysis with Custom Prompt (3 credits) to extract specific categories:
"List all requirements the client mentioned, grouped by topic"
"What deadlines or timeline expectations were discussed?"
"Are there any contradictions in what the client requested?"
"What questions need to be answered before starting work?"
Compile the results into a one-page brief using the template below.
Send it back to the client for confirmation.
Choosing the right analysis type
A Full Summary costs 2 credits and produces a structured overview of the whole conversation: key topics, decisions, action items, and tone. This is the right starting point for any onboarding thread because it gives you a map before you go looking for specifics. A Custom Prompt costs 3 credits and lets you ask a targeted question against the full transcript, including any transcribed voice note content. For onboarding, you will typically run both: the Full Summary first to orient yourself, then one or more Custom Prompts to extract the specific categories your brief needs.
ThreadRecap offers 5 free credits on sign-up with no subscription required. A full onboarding extraction using one Full Summary and one Custom Prompt costs 5 credits total, meaning you can complete an entire client onboarding analysis and still have credits remaining from your sign-up allocation. Pay-as-you-go credits start at $5, and credits never expire, so there is no pressure to use them on a schedule.
Client brief template
Project brief header
Client: [Name]
Project: [Name or description]
Brief date: [Today]
Based on: WhatsApp conversation [Date range]
Status: Draft - awaiting client confirmation
Project goal
[2-3 sentences describing what the client wants to achieve, in plain language]
Requirements
Must have:
[Requirement 1]
[Requirement 2]
[Requirement 3]
Nice to have (mentioned but not confirmed):
[Requirement 4]
[Requirement 5]
References shared
[Description of image/link/screenshot 1 and what it relates to]
[Description of image/link/screenshot 2 and what it relates to]
Timeline
[Deadline or milestone 1]
[Deadline or milestone 2]
[Overall expected completion]
Budget and payment
[Agreed price or price range]
[Payment schedule if discussed]
[Any conditions]
Open questions
[Question 1 - needs answer before starting]
[Question 2 - contradicts something else the client said]
[Question 3 - not mentioned but important for the project]
Using the template with ThreadRecap output
When you receive a Full Summary from ThreadRecap, the output will typically group content into themes and flag contradictions where they exist. Copy the requirements section of the summary directly into your must-have list, then review it against the raw transcript for any casual mentions that did not make the summary but do appear in the Custom Prompt output. The open questions section of the brief is a good place to document anything where the summary noted conflicting statements. Contradictions across a long WhatsApp thread are common because clients genuinely change their minds between messages, and surfacing those contradictions before you start is more useful than discovering them mid-project.
The confirmation trick
This is the most valuable step in the entire process. When you send a structured brief back to the client and they say "yes, that is right," you now have documented agreement on scope.
Send it like this:
"Hi [Name], I put together a brief based on our conversations. Please review and confirm before I start:
[Paste brief]
If anything is missing or incorrect, let me know and I will update. Once you confirm, I will use this as the project scope."
This does three things:
Catches misunderstandings early - before you start working on the wrong thing
Creates a scope anchor - if they change their mind later, you have a reference point
Signals professionalism - clients trust freelancers who clarify before executing
If the client adds requirements after confirming the brief, you can reference it: "This was not in the confirmed brief. Happy to add it. Here is the impact on timeline and cost." That is scope management, and it starts at onboarding.
Why written confirmation matters more than verbal agreement
A WhatsApp voice note saying "yeah that all sounds right" is not a confirmed brief. It is an informal acknowledgment. The distinction matters when, three weeks into a project, the client insists that a feature you did not build was always part of the plan. A confirmed written brief creates a scope anchor: any requirements added after confirmation can be formally assessed for their timeline and cost impact. That anchor does not need to be a signed contract. A client replying "confirmed, looks good" to a WhatsApp message containing the brief is sufficient for most freelance relationships. The key is that the brief exists as a discrete, reviewable document rather than being dispersed across a thread of casual messages.
Common onboarding pitfalls
Starting work before confirming the brief. The excitement to begin is real, but unconfirmed scope is the number one cause of freelancer frustration.
Ignoring voice notes. Clients who send voice notes often put their most important thoughts there because it is easier to talk than type. If you skip them, you miss context.
Not asking about budget early. If the client's budget does not match the scope they described, you need to know before you invest time in planning.
Treating "nice to have" as confirmed. If the client mentioned something casually ("maybe we could also add..."), flag it as unconfirmed. Do not include it in your estimate or timeline.
Exporting without media. WhatsApp gives you the option to export a chat with or without media. Exporting without media produces only the _chat.txt transcript, which omits all voice note content. If your client used voice notes for any substantive part of the conversation, an export without media will produce an incomplete transcript. Always export with media included when voice notes are present.
Use a scope change log to track any additions after the confirmed brief
Your next client conversation is your project brief
Let ThreadRecap extract it. Upload your WhatsApp export and get a structured summary with requirements, decisions, and open questions in minutes. 5 free credits when you sign up, no subscription. Credit packs start at $5 (pay-as-you-go, credits never expire).
