Your last three clients cost you $750 in hidden onboarding labor. Here's the breakdown.
Without a structured agency client onboarding process in place, most agencies spend about 5 hours onboarding each new client—initial calls, form reviews, account setup, process explanations, and first deliverable coordination. At $50 per hour (a conservative agency rate), that’s $250 per client in pure setup costs.
Multiply that by just 3 new clients per month, and you’re looking at $750 monthly in onboarding labor that rarely gets factored into your pricing or profitability calculations.
The real problem? This manual process doesn’t just cost money—it creates inconsistent client experiences. Some clients get thorough onboarding, others get rushed through because you're swamped with delivery work.
That’s where client onboarding software changes everything. Instead of spending 5 hours per client on repetitive tasks, you can automate the process and focus those hours on high-value strategy work that actually grows your agency.
What is client onboarding software?
Client onboarding software automates and streamlines the process of welcoming a new client into your business. Think of it as a system that manages tasks, gathers information, and ensures that everything moves smoothly from start to finish. This software often includes features like automated emails, client onboarding forms, digital signatures, and dashboards for progress tracking.
A study from Wyzowl noted that “80% of people deleted an app because they couldn’t understand how to use it.” This shows how crucial ease and clarity are during onboarding. Having these features in place saves time and reduces human error. It also increases client satisfaction by creating a seamless onboarding experience. Even better, your team has a process in place they can rely on.
Client onboarding software for success
There are many different tools you can use to simplify and automate your client onboarding. According to The State of Customer Onboarding Report 2024, 40% of companies use between four and six different tools.
The key to success is reducing the number of tools and making sure that automation can handle repetitive tasks. Let me introduce you to my favorite onboarding tools.
Leadsie: Marketing account access automation
Leadsie solves The nightmare of getting clients to grant access to their Facebook, Google, and TikTok marketing accounts without endless back-and-forth emails and screen-sharing sessions.
Key features:
one-link access requests for multiple platforms simultaneously (Meta, Google, TikTok, LinkedIn)
client-friendly interface that guides non-technical users step-by-step through account sharing
automatic asset creation for clients missing business managers or ad accounts
custom branding and webhook integrations for automation workflows
Implementation: 30 minutes setup, low learning curve, no technical requirements
Best for: Digital marketing agencies onboarding 3+ clients monthly who need access to advertising platforms, especially those with less tech-savvy clients.
Pros: Unique solution for account access, saves 5–7 hours per client, professional impression, secure (no password sharing).
Cons: Specialized use case, additional monthly cost, limited to marketing platforms.
Zapier: Workflow automation platform
Zapier solves the time drain of manually moving data between different apps and performing repetitive tasks during client onboarding.
Key features:
8,000+ app integrations for connecting your entire tech stack
visual automation builder that requires no coding knowledge
conditional logic and multi-step workflows for complex onboarding sequences
real-time triggers and actions to move data instantly between platforms
Implementation: depends on needs, medium learning curve, delays on lower plans
Best for: Agencies with complex onboarding workflows that span multiple tools and want to automate data entry, email sequences, and task creation.
Pros: Massive integration ecosystem, no-code automation, great templates and community support.
Cons: Pricing scales quickly with usage, even basic functions consume tasks, can be slow on starter plans.
Calendly
Calendly solves the endless email chains trying to schedule onboarding calls, strategy sessions, and kickoff meetings with new clients.
Key Features:
automated scheduling with real-time calendar integration and conflict detection
customizable meeting types for different onboarding stages (discovery, kickoff, training)
automatic reminders and follow-up emails to reduce no-shows
team scheduling and round-robin distribution for larger agencies
Implementation: 10–15 minutes setup, Low learning curve, Works on all devices
Best for: Agencies that rely heavily on calls and meetings during onboarding, especially those with multiple team members who need scheduling coordination.
Pros: Extremely user-friendly, great mobile app, seamless integrations, professional appearance.
Cons: Limited customization on lower plans, Enterprise pricing jumps to $15,000/year, basic reporting.
Intercom Chat: AI-powered chat
Intercom Chat solves the problem of clients getting stuck during onboarding with no immediate way to get help, leading to frustration and incomplete setup.
Key features:
AI-powered chat that can answer common onboarding questions 24/7
contextual help messages triggered by specific pages or actions
team collaboration tools for escalating complex onboarding issues
automated workflows for common support scenarios and follow-ups
Implementation: Days not weeks, medium learning curve, minimal technical setup
Best for: SaaS agencies and companies with complex onboarding processes where clients need immediate support and guidance.
Pros: AI-powered responses, omnichannel support, strong automation, great for user onboarding flows.
Cons: Can get expensive with add-ons, no free plan (only trial), pay-per-use features add up quickly.
Service Provider Pro: Onboarding through client portal
Streamline & automate your client onboarding.
SPP solves the chaos of managing client relationships, billing, and project delivery across multiple disconnected tools.
Key features:
built-in client onboarding portal with customizable forms and task tracking
automated recurring billing and payment processing with no transaction fees
white-labeled client portal that matches your branding
team collaboration tools with role-based permissions and project visibility
Implementation: 2–4 hours setup, medium learning curve, free onboarding session included
Best for: Productized service agencies that need an all-in-one solution for client management, especially those with recurring service packages.
Pros: No transaction fees, comprehensive feature set, great for productized services, strong integrations.
Cons: $129/month entry price can be steep for solo freelancers, may be overkill for simple service businesses.
Loom: Video tutorial creation
Loom solves the challenge of explaining complex processes or software features to clients without scheduling lengthy screen-sharing calls.
Key features:
instant screen recording with synchronized webcam and audio capture
built-in editing tools for trimming, annotations, and removing filler words
automatic link generation for immediate sharing without file uploads
video analytics to see which parts of your tutorials clients actually watch
Implementation: 5 minutes setup, low learning curve, works via Chrome extension or desktop app
Best for: Agencies that need to create software walkthroughs, process explanations, or personalized welcome messages for clients.
Pros: Extremely easy to use, instant sharing, good editing features, generous free plan.
Cons: 5-minute limit on free plan, AI features cost extra, can become expensive for large teams.
ActiveCampaign: Email marketing automation
ActiveCampaign solves the manual effort of sending welcome emails, follow-ups, and nurture sequences to new clients throughout their onboarding journey.
Key features:
advanced email automation with conditional logic and behavioral triggers
CRM integration for tracking client interactions and onboarding progress
segmentation tools for personalizing messages based on client type or services
SMS and omnichannel messaging to reach clients on their preferred platforms
Implementation: 2–4 hours setup, medium learning curve, free migration assistance available
Best for: Agencies that want to automate welcome emails, send educational content series, and maintain engagement throughout longer onboarding processes.
Pros: Powerful automation engine, excellent deliverability, comprehensive features, free onboarding support.
Cons: Can be complex for beginners, pricing scales with contact count, advanced features require higher plans.
PostHog: Product analytics platform
PostHog solves the blind spot of not knowing where clients get stuck in your onboarding process or which steps cause the most drop-offs.
Key features:
event tracking and funnel analysis to see exactly where clients drop off during onboarding
session replay to watch how clients navigate through your onboarding process
A/B testing capabilities to optimize different onboarding approaches
heatmaps and user behavior analytics for understanding interaction patterns
Implementation: 10 minutes (JavaScript snippet), medium-high learning curve, better for technical users
Best for: Tech-savvy agencies that want data-driven insights into their onboarding performance and have the resources to act on analytics.
Pros: Open-source, generous free tier, comprehensive analytics suite, privacy-friendly.
Cons: Complex interface, better suited for technical users, can be overwhelming for basic needs.
Client onboarding software comparison
Tool | Setup Time | Learning Curve | Best For | Primary Strength | Main Limitation |
|---|---|---|---|---|---|
Leadsie | 30 minutes | Low | Digital marketing agencies | Unique account access solution | Specialized use case only |
Zapier | 4-8 hours | Medium | Complex workflows | Massive integration ecosystem | Usage-based costs can add up |
Calendly | 10-15 minutes | Low | Meeting-heavy onboarding | Extremely user-friendly | Limited customization on lower plans |
Intercom Chat | Days not weeks | Medium | Complex onboarding processes | AI-powered 24/7 support | No free plan, add-ons expensive |
Service Provider Pro | 2-4 hours | Medium | Full-service agencies | All-in-one solution | May be overkill for simple needs |
Loom | 5 minutes | Low | Visual explanations | Instant screen recording | Time limits on free plan |
ActiveCampaign | 2-4 hours | Medium | Email automation | Powerful automation engine | Complex for beginners |
PostHog | 10 minutes | Medium-High | Data-driven optimization | Comprehensive analytics suite | Better for technical users |
Quick decision framework
New to client onboarding? Start with Calendly + Loom
Digital marketing agency? Leadsie + Service Provider Pro
Want full automation? Service Provider Pro + Zapier + ActiveCampaign
Simple and effective? Loom + ActiveCampaign + Calendly
Data-driven optimization? Add PostHog to any combination
Find your perfect onboarding stack
Answer a few questions to discover which client onboarding tools best match your agency's needs
Tool integration workflows
Choose your workflow based on your monthly client volume and current systems maturity.
Starter stack
Tools: Calendly + Loom
Monthly cost: ~$20
The flow: Client books call → Calendly sends confirmation with embedded Loom welcome video → You show up to a prepared prospect who already understands your process.
Setup: Record one 3-minute Loom explaining what happens next, embed the link in your Calendly confirmation email. Takes 15 minutes to set up, saves 10 minutes of explanation per call.
Growth stack
Tools: Leadsie + SPP + ActiveCampaign
Monthly cost: ~$200
The flow: SPP captures project data → You send Leadsie link in SPP → Client grants account access in 2 minutes → ActiveCampaign triggers 5-email onboarding sequence → You start work with everything already set up.
Setup: Connect Leadsie to SPP via Zapier, link SPP to ActiveCampaign natively. One afternoon of setup eliminates 2-3 hours of back-and-forth per client.
Scale stack
Tools: Full automation across all 8 tools
Monthly cost: ~$500
The flow: Lead converts → SPP creates project automatically → Client books call via Calendly integration → Loom video explains next steps → Client completes Leadsie access → ActiveCampaign delivers onboarding materials → Intercom handles questions → You focus purely on delivery.
Setup: 8-hour weekend project that turns onboarding into a self-service experience. Clients love the professional feel, you love the 4+ hours saved per client.
The bottom line: Start simple with Calendly + Loom, add complexity as you grow. Each upgrade pays for itself within 2-3 clients.
Frequently asked questions
What is the best client onboarding software for agencies?
The best client onboarding software for agencies includes Bonsai, HoneyBook, Dubsado, and Service Provider Pro. These platforms streamline client intake, automate workflows, and centralize communication. Service Provider Pro is tailored for agencies selling services at scale, with built-in client portals and payment processing features.
How do service businesses automate client onboarding?
Service businesses automate client onboarding by using CRM platforms, automated email sequences, intake forms, and client portals. Tools like HoneyBook, Dubsado, and Service Provider Pro trigger workflows that collect information, schedule calls, and send contracts without manual input, reducing onboarding time and improving consistency.
How can I create a client onboarding portal without coding?
Create a client onboarding portal without coding by using no-code tools like Service Provider Pro, SuiteDash, or Notion. These platforms offer drag-and-drop builders, form templates, and automation features. Service Provider Pro provides ready-made client portals with messaging, invoicing, and order management built in.
What are the must-have features in client onboarding software?
Must-have features in client onboarding software include automated data collection, scheduling, personalized communication, and client portals. Tools like Leadsie simplify data access, Calendly handles scheduling, Intercom Chat enables real-time support, and Service Provider Pro centralizes the process with built-in portals and invoicing.
Use the right tools for your onboarding
When it comes to client onboarding, using the right tools is crucial. As you select and implement your software, keep the human touch at the forefront. Technology should enhance, not replace, personal connections. Your clients chose you for a reason—let your onboarding process showcase why that choice was brilliant.
The journey doesn’t end here. Each client interaction is an opportunity to refine your approach. Stay curious, remain adaptable, and always seek feedback.
