Client onboarding is the act of welcoming and establishing new clients so they can begin making use of a company’s products or services easily. Consider it similar to checking into a hotel—you’re welcomed, issued your key card, and walked around so that you’re comfortable.
In business, this is about sending welcome emails, gathering paperwork, establishing accounts, and walking clients through the process so they feel valued and informed.
But without the proper system, onboarding can turn into a time-sucking process of constant emails, document requests, and follow-ups. That’s where client onboarding software comes in. These intelligent solutions automate work, keep everything in order, and provide a seamless, hassle-free experience for you and your clients.
In this blog, we will discuss the top 10 client onboarding tools that can automate the process, increase efficiency, and create a long-lasting first impression.
What is Client Onboarding Tool?
A client onboarding tool assists in automating and managing this process, similar to a digital assistant that performs tasks like sending reminders, collecting signatures, and monitoring progress.
Rather than manually following up with clients, companies can utilize these tools to streamline onboarding, minimize errors, and deliver a smooth experience.
Whether you’re a bank opening new accounts, a SaaS company setting up users, or a law firm onboarding clients, the right tool ensures a professional, efficient, and hassle-free start to the relationship.
Benefits of Client Onboarding Tool:
Saves Time & Eliminates Manual Work – Automatically handles repetitive processes such as sending emails, gathering documents, and monitoring status, so your team can focus on higher-priority work.
Enhances Client Experience – Offers a seamless, trouble-free onboarding process, getting clients to feel welcome and well-informed from day one.
Boosts Accuracy & Compliance – Eliminates human mistakes and guarantees all required steps, documents, and approvals comply with legal and industry requirements.
Maximizes Efficiency & Productivity – Automates workflows, integrates with payment systems and CRM, and has everything in one place.
Boosts Client Retention – Proper onboarding sets the tone, which results in greater satisfaction, trust, and long-term client relationships.
Offers Real-Time Tracking & Insights – Provides dashboards and analytics to track onboarding, detect bottlenecks, and refine processes over time.
Enables Seamless Collaboration – Facilitates teams working together smoothly, so every client receives a consistent and professional onboarding experience.
Supports Scalability – Whether onboarding 10 clients or 10,000, the ideal tool can scale up with business needs without additional workload.
List of Top 10 Client Onboarding Tools
1. DocuSign
DocuSign is your trusty sidekick for streamlining client onboarding. Rather than working through mountains of paper and rounds of back-and-forth emails, it allows you to manage signatures, approvals, and agreements electronically—fast and secure.
Whether you’re sending contracts, forms, or other critical documents, DocuSign does the work for you, so everything reaches its destination without a glitch.
Additionally, it integrates smoothly with tools you’re already familiar with, such as Salesforce or Microsoft Office, so it’s incredibly easy to stay organized. It’s about saving time, staying professional, and providing your clients with a smooth, stress-free experience right from day one.
Features:
- Electronic Signatures
- Automated Workflows
- Templates
- Mobile-Friendly
- Integrations
- Compliance & Security
- Real-Time Tracking
- Custom Branding
- Payment Collection
- Cloud Storage
Pricing: Customized pricing for these plans;
- eSignature Plans: Flexible plans for individuals, teams, and businesses to securely sign and manage documents.
- eSignature for Real Estate: Tailored solutions for real estate professionals to streamline transactions and agreements.
- IAM Plans: Intelligent Agreement Management to modernize and automate your agreement workflows.
- API Plans: Scalable API solutions for developers to integrate eSignature capabilities into custom applications.
Website: https://www.docusign.com/
2. JotForm
JotForm is your go-to tool for client onboarding that’s easy and convenient. Rather than being bogged down by forms or managing various tools, it allows you to design custom forms, surveys, and workflows tailored to your precise requirements.
If you’re taking client data, getting signatures, or automating reminders, JotForm keeps everything organized and professional. Additionally, it is compatible with tools such as Google Drive, Dropbox, and PayPal, allowing you to automate your process without skipping a beat.
Features:
- Customizable Forms
- E-Signature Integration
- Workflow Automation
- Mobile-Friendly Design
- Payment Collection
- Data Storage & Management
- Third-Party Integrations
- Real-Time Notifications
- Conditional Logic
- Secure & Compliant
Pricing:
- Starter (FREE): 5 forms, 100 submissions, 1 user, 100 MB, 1,000 views, 500 storage, 10 fields, 10 payments/docs, no HIPAA, branding, AI limits.
- Bronze ($34/month): 25 forms, 1,000 submissions, 1 user, 1 GB, 10,000 views, 10,000 storage, 250 fields, 100 payments/docs, no HIPAA, no branding, AI limits.
- Silver ($39/month): 50 forms, 2,500 submissions, 1 user, 10 GB, 100,000 views, 25,000 storage, 500 fields, 250 payments/docs, no HIPAA, no branding, AI limits.
- Gold ($99/month): 100 forms, 10,000 submissions, 1 user, 100 GB, 1M views, 100,000 storage, 1,000 fields, 1,000 payments/docs, HIPAA, no branding, AI limits.
- Enterprise (Custom): Unlimited usage, multiuser, dedicated support, SSO, SLA, data residency, professional services.
Website: https://www.jotform.com/
3. ContentSnare
ContentSnare is a lifesaver for agencies and businesses who have to gather information, documents, and feedback from clients in an orderly and effective manner.
Rather than pursuing clients with roundabout emails or unintuitive file-sharing solutions, ContentSnare allows you to design personalized requests and send automated reminders so that the process is seamless and hassle-free. It’s ideal for onboarding, website projects, or any other task where you want to have organized client input.
With capabilities such as file uploads, progress tracking, and integrations with tools such as Zapier, it’s built to save time, minimize back-and-forth, and keep everyone on the same page.
Features:
- Custom Information Requests
- Automated Reminders
- Document Uploads
- Progress Tracking
- Client Collaboration
- Integrations (e.g., Zapier, Google Drive)
- Conditional Logic
- Secure Data Storage
- Branding Customization
- Task Management
Pricing:
- Basic ($29/month): 20 requests, 2 users, 20GB, 40 SMS, basic integrations, unlimited clients/reminders/questions/templates, drag-and-drop, portal, approvals, email templates, Zapier.
- Plus ($59/month): 50 requests, 5 users, 50GB, 100 SMS, custom branding, free migration, premium integrations, unlimited features, drag-and-drop, portal, approvals, email templates, Zapier.
- Pro ($99/month): 100 requests, 10 users, 100GB, 200 SMS, custom branding, free migration, premium integrations, unlimited features, drag-and-drop, portal, approvals, email templates, Zapier.
- Custom ($179+/month): 200+ requests, 20+ users, 200GB+, 400+ SMS, custom branding, free migration, premium integrations, unlimited features, drag-and-drop, portal, approvals, email templates, Zapier.
Website: https://contentsnare.com/
4. Notion
Notion is an all-in-one workspace that combines notes, tasks, databases, and collaboration tools into a single platform. It’s designed to help individuals, teams, and businesses organize their work and ideas in a flexible, customizable way.
Whether you’re managing projects, building knowledge bases, or planning your personal goals, Notion adapts to your needs with its drag-and-drop interface and powerful templates. It’s ideal for building to-do lists, wikis, calendars, and more, all while facilitating effortless collaboration with live collaboration.
Features:
- All-in-One Workspace
- Notes & Documentation
- Task Management
- Databases & Spreadsheets
- Customizable Templates
- Drag-and-Drop Interface
- Real-Time Collaboration
- Calendar Integration
- Knowledge Bases & Wikis
Pricing:
- Free ($0): Personal use, collaborative workspace, Slack/GitHub integrations, basic analytics, 7-day page history, invite 10 guests.
- Plus ($10/user/month): Small teams, unlimited blocks/file uploads, 30-day page history, invite 100 guests, synced databases, custom websites/automations, charts/dashboards.
- Business ($15/user/month): Growing businesses, SAML SSO, private teamspaces, bulk PDF export, advanced analytics, 90-day page history, invite 250 guests.
- Enterprise (Custom): Large organizations, SCIM provisioning, advanced security/controls, audit log, customer success manager, workspace analytics, unlimited page history, security/compliance integrations, invite 250+ guests.
Website: https://www.notion.com/
5. DashClicks
DashClicks’ white-label fulfillment platform is an effective client onboarding solution built to make it easier and more efficient for agencies and companies.
It enables you to provide a variety of digital marketing services—such as SEO, PPC, social media, and more—under your own identity, without having in-house knowledge.
The platform automates onboarding using customizable forms, workflows, and dashboards to provide a smooth experience for you and your clients.
With its easy-to-use interface and powerful reporting features, DashClicks enables you to provide professional, branded services while conserving time and resources.
Features:
- White-Label Digital Marketing Services
- Customizable Onboarding Forms
- Automated Workflows
- Branded Client Dashboards
- Multi-Service Integration (SEO, PPC, Social Media, etc.)
- Real-Time Reporting & Analytics
- Client Management Tools
- Task Automation
- Custom Branding Options
Pricing:
- Software Pricing (DashClicks Pro – $199/month): All-in-one platform with apps for funnels, sites, CRM, projects, reviews, deals, reporting, InstantReports, InstaSites, Inbox, Insights, Forms, Inbound, Payments, and Templates.
- Fulfillment Pricing (Free Fulfillment Center): Free access to the fulfillment center; pay only for services like Meta Ads, Google Ads, TikTok Ads, SEO, GMB Ranker, Content, Backlinks, Listings, Social Posts, Websites, and Bundles.
Website: https://www.dashclicks.com/white-label-fulfillment
6. Loom
Loom is an amazing client onboarding software that simplifies communication and collaboration.
Rather than writing lengthy emails or holding countless meetings, you can easily record and send video messages to describe processes, show tools, or give customized walkthroughs.
It’s ideal for welcoming clients to your services, walking them through onboarding procedures, or responding to questions in a concise, compelling manner.
With screen recording, webcam overlay, and simple sharing, Loom assists you in building a seamless, professional onboarding process while saving time for yourself and your clients.
Features:
- Screen Recording
- Webcam Overlay
- Easy Sharing & Embedding
- Customizable Thumbnails
- Video Editing Tools
- Viewer Insights & Analytics
- Password Protection
- Team Collaboration
- Integration with Slack, Notion, etc.
- Cloud Storage
Pricing:
- Starter ($0/user/month): 25 videos, 5-minute limit, screen/cam recording, transcriptions, comments/emoji reactions.
- Business ($15/user/month): Unlimited videos, unlimited recording, basic editing, remove branding, upload/download videos.
- Business + AI ($20/user/month): AI enhancements, filler word/silence removal, auto-titles/summaries/chapters, AI workflows, transcript editing, variables.
- Enterprise (Custom): Advanced security (SSO, SCIM), content privacy, custom data retention, Zoom/Salesforce integrations.
Website: https://www.loom.com/
7. Process Street
Process Street is a great onboarding tool for clients that allows companies to design systematic, repeatable processes to create a smooth, consistent onboarding process.
Using its checklist-style system, you can build step-by-step onboarding processes customized to every client so nothing gets missed. Distribute tasks, establish deadlines, and monitor progress in real-time, while eliminating repetitive steps by automating them to save time.
It’s support for tools such as Zapier, Slack, and CRM solutions facilitates simple syncing of data and efficient communication. Process Street allows for a smooth, professional, and structured onboarding experience for all clients.
Features:
- Checklist-Based Workflows
- Customizable Templates
- Task Assignment & Tracking
- Real-Time Collaboration
- Workflow Automation
- Conditional Logic
- Integration with Zapier, Slack, Salesforce, etc.
- Progress Tracking & Reporting
- Role-Based Permissions
- Recurring Workflows
Pricing:
- Startup ($1,500/month): Unlimited workflows, tasks, forms, pages; 5,000 data records, 5 members, 10 guests, 5MB/file storage, conditional logic, approvals, enforced task order, dynamic due dates.
- Pro (Custom Pricing): Unlimited workflows, tasks, forms, pages; 10,000 data records, custom members/guests, 100MB/file storage, conditional logic, approvals, enforced task order, dynamic due dates.
- Enterprise (Custom Pricing): Unlimited workflows, tasks, forms, pages; custom data records, custom members/guests, custom file storage, conditional logic, approvals, enforced task order, dynamic due dates.
Website: https://www.process.st/
8. FreshBooks
FreshBooks is a wonderful client onboarding tool for freelancers and small businesses. It makes it easy with automatic proposals, estimates, and contracts, setting the right expectations right from the beginning. Its client portal enhances communication by giving them access to invoices, payments, and messages.
FreshBooks offers recurring billing, payment tracking, time tracking, and project management, making the onboarding experience smooth. Moreover, integrations with other software facilitate checklists and automated processes, making it more efficient. For service-based companies, agencies, and freelancers, FreshBooks streamlines client onboarding by automating core processes and increasing transparency.
Features:
- Automated Proposals & Estimates
- Client Portal for Communication
- Contract & Invoice Management
- Recurring Billing & Payment Tracking
- Time Tracking & Project Management
- Expense Tracking & Reporting
- Integration with Other Tools for Automation
Pricing:
- Lite (£7.50/mo) – Unlimited invoices (5 clients), expense tracking, direct debit & credit card payments, VAT returns.
- Plus (£12.50/mo) – Unlimited invoices (50 clients), recurring estimates, receipt capture, accountant access, reports.
- Premium (£17.50/mo) – Unlimited invoices (unlimited clients), lower transaction fees, project profitability tracking, email customization.
- Select (Custom Pricing) – Unlimited invoices, FreshBooks branding removal, migration help, exclusive support, 2 team members included.
Website: https://www.freshbooks.com/en-gb/
9. ClickUp
ClickUp is a robust client onboarding software that automates the process with template customizations, automated tasks, and collaborative client portals.
It enables companies to design organized workflows, monitor onboarding with checklists and milestones, and gather client information with intake forms. Embedded chat, file sharing, and integrations enable smooth communication, while time tracking and reporting facilitate monitoring efficiency.
Perfect for agencies, service providers, and freelancers, ClickUp supercharges onboarding by streamlining tasks, facilitating collaboration, and keeping everything in one place.
Features:
- Customizable Onboarding Templates
- Task & Workflow Automation
- Client Portal & Shared Documents
- Forms for Client Intake
- Checklists & Milestones Tracking
- Built-in Communication & Collaboration
- Time Tracking & Reporting
- Integration with Email, Slack, and Other Tools
Pricing:
- Free Forever (Free) – 100MB storage, unlimited tasks/members, collaborative docs, whiteboards, Kanban, calendar.
- Unlimited ($7/user/mo) – Everything in Free, plus unlimited storage, integrations, dashboards, Gantt charts, time tracking.
- Business ($12/user/mo) – Everything in Unlimited, plus Google SSO, advanced automations, workload management, timesheets.
- Enterprise (Custom Pricing) – Everything in Business, plus white labeling, advanced permissions, enterprise API, managed services.
Website: https://clickup.com/
10. Asana
Asana is a productive client onboarding platform that assists teams in automating work, standardizing workflows, and collaborating effectively.
Through pre-designed templates, collaborative workspaces, and tailored intake forms, it provides an organized and seamless onboarding process.
Task dependencies, milestones, and automatic reminders ensure that projects stay on schedule, while native communication features and real-time reports offer insights into progress.
Perfect for agencies, consultants, and service providers, Asana makes onboarding a breeze by staying organized, eliminating manual labor, and providing a smooth client experience.
Features:
- Onboarding Project Templates
- Task & Workflow Automation
- Client Portals & Shared Workspaces
- Customizable Intake Forms
- Task Dependencies & Milestones
- Built-in Communication Tools
- Real-Time Reporting & Dashboards
- Integration with Slack, Email, and Other Tools
Pricing:
- Personal (Free) – Unlimited tasks, projects, messages, file storage (100MB/file), list/board/calendar views, basic search, integrations.
- Starter ($10.99/user/mo) – Everything in Personal, plus timeline & Gantt views, AI, workflow builder, dashboards, forms, 250 automations.
- Advanced ($24.99/user/mo) – Everything in Starter, plus goals, portfolios, workload, 25,000 automations, advanced reporting, approvals, proofing.
Website: https://asana.com/
How to Choose the Right Client Onboarding Tool?
Selecting the best client onboarding software is essential to providing a seamless, professional, and effective onboarding process. The following is a step-by-step walkthrough on how to make that perfect selection:
1. Understand Your Business Needs
Before choosing a client onboarding solution, you need to establish your business needs. Think about the kind of clients you onboard (B2B, B2C, enterprises, freelancers), the level of complexity in your onboarding process, and your main pain points, like manual data entry or compliance.
Budget and integrations required, like CRM, accounting software, or document management, must also be considered to provide a smooth onboarding experience.
2. Main Features to Seek in a Client Onboarding Solution
A powerful onboarding solution must provide automation, document storage, integrations, security, and reporting.
- Automated Flows: Efficiently automate processes like document collection, approvals, and reminders.
- E-Signature and Document Storage: Securely gather and store digital signatures and have a centralized document repository.
- Business Tool Integration: Ensure compatibility with CRM (HubSpot, Salesforce), project management (Asana, Monday.com), and accounting (QuickBooks, Xero) software.
- Client Self-Service Portal: Allow clients to monitor onboarding status, view resources, and interact with support.
- Compliance & Security: Ensure the tool supports regulations such as GDPR, HIPAA, or SOC 2 and provides encryption for data protection.
- Performance Tracking & Reporting: Produce analytics on onboarding effectiveness, success rates, and process slowdowns.
3. Compare Pricing & Scalability
Client onboarding tools have various pricing structures, including freemium plans, monthly per-user subscriptions, and enterprise solutions.
Companies should opt for tools that suit their immediate budget while allowing future scalability. Tools such as Process Street offer free plans with restricted features, while others such as GuideCX have custom pricing according to business requirements.
4. Assess Industry-Specific Needs
Various industries have specific onboarding needs:
- SaaS & Technology: API access, automation of user onboarding, and subscription management (Tools: Intercom, Appcues).
- Financial Services & FinTech: KYC compliance, AML screening, and secure document upload (Tools: Onboard, Hellosign).
- Healthcare & Legal: HIPAA compliance, secure client communication, and role-based access control (Tools: Clio, SimplePractice).
- Real Estate & Property Management: Tenant verification workflows and lease agreement e-signatures (Tools: Dotloop, Buildium).
5. Check User Experience & Support
A successful onboarding tool should be user-friendly for both internal teams and clients. Look for intuitive interfaces, customizable workflows, branding options, and 24/7 customer support. Checking user reviews on platforms like G2, Capterra, or Trustpilot can provide insights into real-world performance and usability.
6. Test & Compare Client Onboarding Tools
Before coming to a final conclusion, avail yourself of free trials, demo sessions, or pilot testing. Compare the tools on the basis of price, features, integrations, and simplicity.
7. Make a Decision & Implement
After choosing the best tool for you, start with a small pilot. Get feedback from your clients and your team, improve processes, and roll out the system incrementally across your company. Proper training and documentation will make your onboarding process as effective as possible.
Conclusion
Selecting the ideal client onboarding tools can make a gigantic difference in the ease of how you onboard new clients. The software we have discussed ranges from automation and CRM integration to security and analytics—so there’s something for everyone.
Whatever level of functionality your business needs—a simple, straightforward solution or a powerhouse with top-shelf features—the important thing is identifying the one that is compatible with your workflow. Most of these tools have free trials, so give them a whirl before signing up. A smooth onboarding process isn’t only beneficial to clients—it’s also easier for your team.
FAQs
Can I automate the whole onboarding process?
Yes! Most onboarding tools come with automated processes, AI chatbots, automatic reminders, and electronic document handling to minimize human effort and increase onboarding velocity. But in order to create a more personal experience, organizations tend to merge automation with the human touch.
Do onboarding tools facilitate compliance and security?
Yes, a number of tools are intended to be compliance-ready with standards such as GDPR, HIPAA, and SOC 2 to provide secure handling of documents, encrypted data storage, and audit trails for regulatory purposes.
How long does it take to implement a client onboarding tool?
Implementation time depends on the tool and the complexity of your onboarding process. Some tools can be implemented in a few hours, whereas others with advanced features might take days or weeks, depending on whether custom integrations are involved.
Do client onboarding tools improve customer retention?
Absolutely! A seamless, automated onboarding process makes the proper first impression, minimizes frustration, and gets clients up to speed on using your product or service, resulting in improved retention rates.
Which industries are most helped by client onboarding software?
Pretty much any industry that needs to have structured onboarding can be helped, such as SaaS, finance, real estate, healthcare, law, marketing agencies, and consulting businesses.
