Client Onboarding Software: 7 Tools For Your Success
If you don’t have a structured agency client onboarding process, you’re losing money right now. Don’t believe me? Let’s do the math.
Assuming you spend 10 hours on average onboarding each client. At $50 per hour, that’s $500 of costs you haven’t considered in your client acquisition process.
It’s not just about the money, it’s also the time you spend on tasks you could automate. Let me show you how client onboarding software can help.
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.
Service Provider Pro
Service Provider Pro has a built-in client onboarding portal that makes onboarding a breeze. Use the form builder’s pre-built layout and customize it to your needs in minutes. Simply add an introduction, add an onboarding video, and create tasks your clients have to complete.
Those familiar with HTML can even edit the template and fully change the layout to suit their individual needs.
Key features:
task creation & tracking
editable pre-defined fields
easily add onboarding video
Streamline & automate your client onboarding.
Zapier
If you want to streamline your customer onboarding automation, Zapier is a great choice. The service has an easy-to-use interface that allows you to create automations without having to write a line of code.
The way Zapier works is that you need a trigger, for instance, when a new client account is created, and an action. The latter decides what happens when something is triggered, for instance, updating the client account.
Key features:
integrates with thousands of apps
visual builder tool to create automations
allows you to automate onboarding tasks
Calendly
Onboarding isn’t always a fully automated process. Sometimes, you need to connect with your clients via a face-to-face meeting. One way to automate it is to let the client choose the time and date via your scheduling app, for instance, Calendly.
Simply set up a calendar for your onboarding sessions and let clients pick the best date.
Key features:
single link meeting scheduling
seamless integration with calendars
automatic conflict detection
Intercom Chat
It’s not always possible to schedule a call. In some cases, it makes sense to help customers as soon as possible, and move them through the onboarding journey. For those cases, Intercom Chat is the perfect tool.
You could display the Intercom Chat option in certain parts of your client portal, for instance on the onboarding page. This allows them to only chat with your team during this part of their journey.
Key features:
real-time messaging via multiple channels
conversion history and context
automated routing & escalation
Loom
Loom is a powerful screen recording tool that streamlines onboarding processes. Create step-by-step tutorials, demonstrate software features, and show users how to get the most out of your agency services.
With Loom’s intuitive interface and time-lapse editing feature, you can create engaging video content quickly, easily share it with clients, and reduce your onboarding costs.
Key features:
high-quality screen recording
time-lapse editing for quick review
seamless video sharing and hosting
ActiveCampaign
ActiveCampaign is all-in-one marketing automation for agency owners who want to scale their businesses. It automates email sequences, which is perfect if you send a welcome email to your clients to onboard them. You can also set up advanced workflows with conditional logic. If someone opens an email, send a follow-up within a given timeframe.
Key features:
email marketing automation with workflows
integration with popular CRM systems
advanced analytics and reporting capabilities
PostHog
PostHog is an open-source product analytics platform designed specifically for web applications. It allows anyone to easily collect, analyze, and visualize user behavior data without requiring extensive setup or technical expertise. To install it, you only need to add a JavaScript snippet to your client onboarding software.
Thanks to the real-time analytics, you can easily check how users are progressing through your onboarding flow. Based on the data, you’re then able to update your onboarding process.
Key features:
event-driven data collection from various sources
comprehensive view of how users interact with platform
insights for teams on user behavior
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.
