When I started my freelance business and signed my first client, I had no idea how important client onboarding software was.
The impression your client gets from your onboarding process will set the tone for how they perceive you as a service provider. You only get one chance to make a first impression in the hyper-competitive world of service businesses, so you need to make it count.
Great client onboarding tools offer you that opportunity.
Client onboarding software is intimately connected with user activation and retention. It’s also linked to product adoption because it helps your clients connect with your service. But with so many tools on the market, how can you be sure you have the right tool?
What is client onboarding software?
The customer journey is a multistage process that begins when your client realizes they have a problem they need to solve. From there, they become aware of different options and engage in the sales or contract process. However, once they agree on a solution, the journey is not over. Indeed, in many ways, it’s just beginning.
Retaining customers involves helping them feel welcome and integrated into your service. Client onboarding is the process of ensuring they’ve bedded in and have the information they need to hit the ground running with your solution.
Client onboarding software describes a set of dedicated tools that help move your clients from the sales phase to the delivery of your service. Their functions include:
- Streamlining paperwork and contracts and adding client details to your CRM.
- Creating a personalized onboarding process, including welcome messages.
- Furnishing information your client needs to get the most from your service.
- Ensuring the onboarding process is as efficient as possible.
What to look for in client onboarding software?
Client onboarding will look a little different depending on your service and the niche that you operate within. As such, the client onboarding software you should should reflect these particulars. However, there are a few more general key features that client onboarding should possess. Look out for these capabilities when determining which client onboarding software is best for your business.
- Automation: Client onboarding involves a lot of repetitive and predictable tasks, such as welcome emails, information distribution, and updating CRM details. These kinds of tasks are perfect candidates for automation because they are rule-based. Automated client onboarding is quick and reduces the likelihood of human error.
- Integration: Your client onboarding tools act like a bridge between winning a client and delivering your service. Any tool you select should be able to seamlessly connect with your CRM, product management, and communication tools to ensure smooth workflows.
- Ease-of-use: The best software solutions feel intuitive and frictionless. A client onboarding solution should make things as easy as possible for your employees and clients.
- Communication options: A good client onboarding software makes it easy for you to communicate with your client. Look out for integration with existing communication tools or even built-in tools. Omnichannel communication options are essential, too, so consider tools that allow SMS, Email, messaging apps, and other forms of interaction.
- Feedback tools: Feedback is essential for fine-tuning your approach and ensuring that your onboarding process is as quick and easy as possible. Even something like a Net Promoter Score (NPS) survey can help you understand how to get the most from features.
- Reporting tools: A client onboarding tool should have a reporting function. In essence, these features allow you to track the progress of your clients and inform you if onboarding is completed or milestones are missed. Access to this information means you can intervene or nudge clients where necessary.
10 best client onboarding software and tools in 2024
Okay, so now that you’re clear about what client onboarding software is and what features you need to look out for, it’s time to explore the 10 best client onboarding software tools in 2024.
Here are our top picks for the best client onboarding software:
Okay, let’s take a deeper look at each one.
1. Copilot
Copilot is a versatile tool that is built to help service businesses onboard clients. The software acts as a centralized client portal that facilitates project management, file sharing, payments, and more. It’s easy to integrate with other apps, suitable for companies of different sizes, and a proven way to drive quicker, more efficient, and enjoyable client onboarding experiences thanks to automation workflows.
Related Reads: How to automate your client onboarding process
Copilot notable features
Copilot is packed with a wide range of innovative features. It offers businesses tools that help with messaging, billing, contracts, file sharing, and everything you need for a seamless onboarding experience.
What’s more, Copilot also provides excellent automation capabilities that help businesses scale quickly while reducing the burden on your staff and reducing costs and human error.
Copilot pricing
Copilot offers a 14-day free trial. Based on storage and features, there are four tiers, which are:
- Basic: $29/month per user (billed annually)
- Professional: $69/month per user
- Advanced: $119/month per user
- Supersonic: Custom price for Enterprise businesses
Copilot reviews
Copilot has great reviews, with customers citing its high user-friendliness, range of features, and value for money. Here is a selection of reviews from trusted software rating websites:
2. Bonsai
Bonsai is a feature-packed business management tool with client onboarding capabilities. The app is known for its project and financial management capabilities, and it has client-facing features, such as CRM software, forms, contracts, and scheduling tools.
While Bonsai is good value for money, the basic plan is a little limited. Additionally, it lacks the customization of rival tools, and integration with niche tools could be better. However, there are other great things that make up for these weaknesses, such as the handy Tax Assistant and bookkeeping tools.
Bonsai notable features
Bonsai has many features that help with onboarding. There are templates and tools to help you send proposals to clients, as well as contracts, forms, and invoices. All these features mentioned can be automated to help you save time.Of course, Bonsai’s CRM capabilities can also assist with onboarding. You can track the entire client journey, from when they are a prospect all the way to a paying client.
Bonsai pricing
One of Bonsai’s best features is its competitive pricing.
- Starter: $21 per month
- Professional: $32 per month
- Business: $66 per month
However, each seat you add requires an extra $10 per month, meaning costs can quickly escalate for growing teams.
Bonsai reviews
Bonsai is a well-liked tool with strong reviews on trusted platforms.
3. Moxo
Moxo provides users with centralized portals that businesses can use to onboard clients. While it is a good choice for client onboarding, it also offers user onboarding, project management, and account management capabilities.
Moxo Flow Workspaces is made up of an Interaction Suite, which can help with client onboarding thanks to file sharing, messaging, and meeting settings. However, its Workflow Automation settings are also helpful because they allow users to quickly build automations with a user-friendly drag-and-drop interface.
The best thing about Moxo is that it can help streamline the client onboarding processes. However, there are some drawbacks to consider, too. For starters, third-party tool integration is a bit limited, which is not ideal for teams with large software stacks.
Moxo's notable features
Moxo is a versatile tool that is designed as a one-stop shop for onboarding, account management, and project management. Some of the best Moxo features for client onboarding include:
- Robust templates for forms, documents, and contracts
- Automation tools for client communication
- Interactions Workspaces for collaboration, meetings, and file sharing
- Document hub for sharing information
- Secure file sharing and e-signatures
Moxo pricing
Moxo is a competent tool, but when it comes to pricing, there’s a grey area. Some reviews have noted that the software does not offer a free trial. Also, each pricing tier (Starter, Business, and Enterprise) has custom pricing based on user seats and usage.
In short, if you want to trail Moxo, you need to get in touch with the team and explain how you’ll use it. Compared to its rivals, it may be a bit complex to get up and running.
Moxo reviews
Here are what real customers have to say about Moxo:
4. FreshBooks
FreshBooks is best known as an accounting and bookkeeping tool. However, while it was not designed as a dedicated client onboarding system, it has plenty of features that can help the process.
One of the big onboarding features is FreshBooks client portals. These digital spaces allow teams to share proposals, contracts, invoices, and other documents to assist with moving the client journey along. FreshBooks also has powerful project management features and solid communication tools. Finally, FreshBooks allows users to customize forms easily, which streamlines data collection and management all in one place.
While FreshBooks is a great tool, as evidenced by its popularity in the bookkeeping space, it won’t meet every client onboarding need or use case. One issue is that it doesn’t have an automated onboarding emails function or onboarding checklists.
Indeed, the lack of scalability and integrations won’t suit businesses with complex onboarding requirements. Finally, FreshBooks lacks the user-friendliness of tools like Copilot. It’s probably a solid choice for teams who need financial management tools and light onboarding functionality.
FreshBooks notable features
Again, if you want to talk about FreshBooks features, most of the most valuable facets will be heavily focused on financial management. However, there are many features that can help with onboarding, such as:
- Client portals that help with communication and document sharing
- Project management tools that facilitate collaboration with clients
- Solid invoicing tools for payments
- Time tracking tools, which are fantastic features for service businesses who need to bill hours
- Powerful customizable forms, which are a great feature for collecting onboarding information
FreshBooks pricing
FreshBooks has a 30-day free trial. Additionally, there are four pricing tiers for customers to choose from. They are:
- Lite: $17 per month
- Plus: $30 per month
- Premium: $55 per month
- Select: Custom
FreshBooks reviews
Here are what real customers have to say about FreshBooks:
5. HoneyBook
HoneyBook is an increasingly popular project management tool that is built for small businesses, solo entrepreneurs, and freelance workers. While it’s not what you would describe as a dedicated client onboarding software, it has many features and functions that can do the job well.
One of the most attractive onboarding features for HoneyBook users includes automation workflows for sending invoices, accepting payments, signing contracts, and sharing onboarding material and related documents. What’s more, HoneyBook’s client portal is a great way to centralize data and communications.
That said, HoneyBook has a steep enough learning curve and limited customization options when compared to other similar tools. It’s not the best option for large businesses with complex onboarding needs or plans to scale.
HoneyBook notable features
HoneyBook’s greatest strength is its versatility. It has a wide range of features that reflect the requirements of entrepreneurs or small business owners who take a more hands-on approach to their work.
HoneyBook is an all-in-one tool that lets you send invoices, sign contracts, email forms, and accept payments online. It also allows you to automate client workflows so you can save time and effort.
HoneyBook pricing
HoneyBook has a free 7-day trial for each of its subscription tiers, which are:
- Starter: $16 per month
- Essentials: $32 per month
- Premium: $66 per month
HoneyBook reviews
Here are what real customers have to say about HoneyBook:
6. OnRamp
OnRamp is a B2B onboarding tool that helps teams implement complex software builds. Installing these projects can involve a lot of work, especially from the client side. OnRamp is built to streamline this process with as little friction as possible.
Some of the best onboarding features of OnRamp include a customer portal where your clients can have an experience that makes an impact. The highly customizable portal can contain all the information, documents, and checklists needed for a successful implementation. Additionally, the portal can be customized with your brand colors and sent as a simple URL link.
OnRamp notable features
Some excellent features of OnRamp include document tracking and progress reports, so you’re always up to date about which staff members have engaged with the new software.
The tool also provides project templates (which can be customized), automated project creation, and a no-code workflow builder for time-saving automation.
OnRamp pricing
OnRamp does not offer a free trial. However, you can request a product demo. Pricing has been removed from their website, but reviews suggest that OnRamp costs over $7,000 per year, per three users.
onRamp reviews
Here are what real customers have to say about onRamp:
7. Clientary
Clientary is primarily a CRM tool. However, it has many neat features that can help with client onboarding. Users of this software can benefit from project management tools and send proposals, contracts, and invoices.
Clientary is user-friendly, reasonably priced, and possesses a comprehensive set of features. However, there are some limitations when it comes to integration, reporting, scaling, and customization. Overall, while Clientary is more basic than other client onboarding tools, it’s more than suitable for small and medium-sized teams.
Clientary notable features
The best Clientary features for client onboarding include an excellent customer portal that helps with document sharing and project collaboration. Clientary also has powerful invoicing and payment functionality and allows users to automate welcome emails and other communications.
Clientary pricing
Clientary has competitive pricing across its subscription tiers, which are:
- Basic: $19 per month
- Team: $39 per month
- Agency: $59 per month
Clientary reviews
Here are what real customers have to say about Clientary:
8. Process Street
Process Street is a business process management tool with features that are suitable for client onboarding. The nature of the tool is complex, but you can use it to build onboarding checklists, send automated welcome emails, share documents, track your onboarding, and so on.
While Process Street is capable of client onboarding, it might prove more complex than necessary for most teams. When added to the high costs, it’s probably only suitable for teams who also stand to benefit from automation of their existing business workflows.
Process Street notable features
Some of the best features of Process Street include workflows, forms, and data capabilities. It has good integration capabilities and analytic tools alongside Process AI and automation.
Process Street pricing
When compared to other client onboarding solutions, Process Street is expensive. However, the pricing is due to its complexity and workflow automation features. The pricing is as follows:
- Startup: $100 per month
- Pro: $1,500 per month (billed annually)
- Enterprise: $1,660 per month
Process Street reviews
Here are what real customers have to say about Process Street:
9. SuiteDash
SuiteDash is an all-in-one tool for modern businesses that includes onboarding features. While it’s perhaps best known as a CRM tool with good marketing functionality, it helps teams create automated client onboarding journeys thanks to its no-code tools.
While SuiteDash is very flexible and has a comprehensive feature set, it’s expensive and comes with a high learning curve.
Related Reads: Best SuiteDash alternatives for services businesses
SuiteDash notable features
SuiteDash has some great features, like a highly customizable client portal, marketing platform integration, and marketing automation tools. It also offers filesharing, invoicing, and communication tools.
SuiteDash pricing
SuiteDash comes with a 14-day free trial with three tiers that can be paid monthly or annually. There is also a lifetime option.
- Start: $19 per month, $970 lifetime
- Thrive: $49 per month, $2420 lifetime
- Pinnacle: $99 per month, $4,840 lifetime
SuiteDash reviews
Here are what real customers have to say about SuiteDash:
10. Dubsado
Dubsado is a solid business management platform that is suitable for various industries. Its target market is solopreneurs, freelancers, and small businesses. While it has a diverse set of features, its primary specialty is client onboarding.
The value of Dubsado lies in its user-friendliness, automation efficiency, and integration options. However, it can be overwhelming at first, and some teams may find it quite expensive. What’s more, some users have suggested that email and reporting could do with some improvement.
Related Reads: Best Dubsado alternatives for freelancers and agencies
Dubsado notable features
Dubsado has some great client onboarding features. In particular, its customizable client portal is excellent for collaboration and information sharing, while its automation workflows are there to help you trigger emails for leads, contracts, welcome messages, proposals, and so on.
With lots of templates, forms, invoicing tools, and scheduling capabilities, Dubsado is a solid and capable tool that will continue to grow in popularity.
Dubsado pricing
Dubsado pricing is reasonable but lacks the flexibility of other tools. The developers don’t offer a monthly subscription option; and instead, it’s annual only. Here are the prices:
- Starter plan: $200 per year
- Premier plan: $400 per year
Dubsado reviews
Here are what real customers have to say about Dubsado:
Conclusion
Client onboarding software is a great way to make a winning first impression and ensure your clients hit the ground running when using your service. However, with so many tools on the market, choosing the right option for you can be complex.
Reporting, feedback, client portals, automation, and integration with your software stack are the big things to look out for when choosing the right client onboarding tool.
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