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Client Onboarding Software: 8 Tools For Your Success

Last updated on June 25th, 2025
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client onboarding software

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 client onboarding software

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

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Zapier
Build automations between SPP and hundreds of other tools.
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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

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Calendly
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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

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Intercom Chat
Add live chat to your client portal.
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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

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Streamline & automate your client onboarding.

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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 software for client onboarding

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

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ActiveCampaign
Subscribe and tag clients in ActiveCampaign.
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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 client onboarding tool

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

onboarding software 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

onboarding software 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

onboarding software 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.

With 4 years at SPP and 8+ years in content production, Deian combines practical agency expertise with content strategy leadership. He’s built essential agency tools, conducted dozens of case studies, and leads product demos for agency owners. As Content Lead, Deian transforms his firsthand knowledge of agency operations into actionable resources that help service businesses streamline and scale effectively.
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