The Best Client Onboarding Software for Marketing Agencies in 2025

Client onboarding is more than just a checklist. It’s your agency’s chance to set the tone for the entire relationship. This is when clients get their first real taste of how you work, communicate, and deliver.

Done right, it builds trust, sets clear expectations, and creates momentum. After speaking to dozens of high-performing marketing agencies, we found they all come to the same sticking point with client onboarding:

Finding the best client onboarding software. 🤕

But getting it “right” takes more than good intentions; it also requires the right tools. After all, you’ll never get a second chance to make a first impression!

In this article, we’re going to share a list of 12+ client onboarding software to take you from sales handover to the kickoff meeting and beyond.

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What Is Client Onboarding Software?

Client onboarding software reduces the administrative burden at agencies, handling manual and repetitive tasks such as gathering information or digital assets from new clients, automating workflows, and document management. 

The more clients an agency onboards each month, the more team members you'll need across multiple accounts—unless you turn to client onboarding software. It’s the difference between overwhelmed teams and scaling with confidence.

“The unmeasurable part is the client experience.”
—Deanna, EmberTribe

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Types of client onboarding software

Here are 4 key areas that customer onboarding software can automate for agencies:

1. Asset & Account Access Requests

Getting access to marketing assets is the most common complaint we hear from marketing agencies who want a seamless onboarding experience. It is possible your clients aren’t tech-savvy, or may not know all their account passwords. Precious time can be wasted setting up access to social media accounts, websites, and analytics. The right customer onboarding tool will automate this entire process and make getting access to your client’s assets a breeze.

2. Document and File Management

Customer onboarding software can automate creating, distributing, and managing contracts, agreements, and other relevant forms, reducing manual effort and streamlining administrative processes.

3. Communications 

Communication tools can automate the delivery of personalized welcome messages, onboarding instructions, and other communications to clients through various channels including email, SMS, or in-app messaging, enhancing customer engagement and satisfaction. 

4. Project Management and Progress Tracking

Client onboarding software can automate the assignment of tasks to team members involved in the onboarding process and track the progress of each task, ensuring accountability, transparency, and efficient workflow management throughout the onboarding journey.

🔗 Related article: The Best Way For Marketing Agencies to Onboard New Clients

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The Best Client Onboarding Software: 13 Tools for Onboarding Agency Clients

The following customer onboarding tools have been carefully selected to help you provide your clients with a great onboarding experience. 

Let’s take a closer look at why each of these tools can streamline client onboarding:

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• For project management

We know that kicking off a new client engagement can feel like trying to juggle a dozen moving parts all at once. From collecting brand assets to sending contracts, onboarding questionnaires, and scheduling kickoff calls.

That’s exactly why project management tools are a lifesaver. They give you standardized onboarding templates and automated task sequencing so nothing slips through the cracks. Plus, with shared boards or timeline views, both your team and your clients enjoy full visibility into progress and deadlines.

Why do you need it?

• To keep work organized i.e. define tasks, assign responsibilities, and ensure accountability for timely delivery
• To eliminate bottlenecks and keep tasks moving forward. 

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1. Service Provider Pro (SPP)

Service Provider Pro is a client portal platform that integrates with your existing project management tools to create custom client experiences no other agency can replicate. While project management tools handle your internal workflows, SPP focuses on what clients see—professional branded portals with custom dashboards built in minutes, not months.

What sets SPP apart is its Dashboard Block Editor. You can create custom client dashboards that integrate live data from 14+ marketing tools including Agency Analytics, Looker Studio, and DashThis. Instead of sending PDF reports or directing clients to multiple platforms, you build unique dashboard experiences.

The platform connects seamlessly with your existing project management workflow. Whether you use ClickUp, Asana, or Monday.com internally, SPP handles the client-facing experience with automated billing, white-label branding, and mobile-optimized access.

Key features

• Custom Dashboard Block Editor – drag-and-drop builder for unique client dashboards that integrate live data from 14+ marketing tools
• Project management integration – connects with ClickUp, Asana, Monday.com via Make while handling professional client-facing experience
• Complete white-label branding – custom domains, logos, and colors so clients think you built it from scratch
• Automated billing & subscriptions – integrated Stripe/PayPal processing with self-service client billing management

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What users liked

SPP has 4.5 stars on G2 and positive reviews on Capterra. Here's what users say about it:

"It's easily the best piece of software I've ever used, and helps us do literally everything - Process orders, handle support, deliver automatic invoices etc. It also connects to all of our marketing tools and software."

"SPP is exactly what we needed as a productised service provider, essentially it's the Shopify for services. If you run a productised service then this software is an absolute game-changer."

Pricing

• Basic plan: $129/month (5 team members included)
• Pro plan: $299/month (10 team members, white-label features)
• Plus plan: $1,500/month (50 team members, API access, remove branding)

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2. ClickUp

At its core, ClickUp is a project management platform but it goes beyond just tasks and projects. You can tailor the workspace to fit how your team works. For example, pin your most-used features like time tracking or screen recording right to your menu so you’re not hunting for them every time.

The interface is modern, vibrant, and super customizable. If you’re coming from Trello, it’ll be a serious upgrade. It can feel like a lot at first, but once you’ve had a bit of time to click around, it starts to feel natural.

One of the features that is particularly useful is the drag-and-drop functionality. It makes organizing tasks intuitive, almost like laying out sticky notes on a whiteboard.

Plus, ClickUp ties everything together – docs, whiteboards, chat, goals, and even automation. That means you can keep your entire client onboarding workflow in one place – from assigning kickoff tasks to sharing client questionnaires – without bouncing between five different apps.

Key features

• Task management – at the heart of ClickUp is task management and it does this really well. You can break down your work into clear, actionable tasks, set priorities and due dates, and link related items so nothing gets overlooked.
• Custom views – whether you prefer Kanban boards, Gantt charts, or timeline views, ClickUp lets you visualize your workflow however you like. 
• Collaboration – this agency onboarding software supports real-time collaboration including comments on tasks, shared documents, and notifications. 

What users liked

ClickUp has over 10,200 reviews on G2 and received 4.5 stars, which is pretty good. Here’s what users say about it:

“ClickUp is a fantastic tool for organizing both your work and your business. It's easy to get started with and offers an incredible level of customization to fit your exact needs. It has helped me bring structure to my day and made it easier to stay on top of tasks.” 

“ClickUp is the most detailed, and yet the most flexible, platform I've ever encountered for task lists and collaboration. There are so many ways to create lists and track projects. It has given my team a simple way to keep up-to-date on all our client work, communicate with one another on specific tasks, and store all of our shared knowledge and resources.”

Pricing

• Free plan with limited features
• Unlimited plan from $7/month/user.
• Business plan from $12/month/user.
• Enterprise plan: contact sales.

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3. Asana

Asana is a project management and productivity platform. It gives you a simple way to build and manage your client onboarding process. Create a project for each new client, break it down into tasks like gathering assets, scheduling kickoff calls, or setting up accounts and assign everything to the right teammates with clear due dates.

The visual layout makes it easy to track progress at a glance, so you always know what’s done, what’s next, and who’s on it.

Key features

• Task management – you can create unlimited tasks and subtasks to map out every step of the onboarding process. From sending welcome emails to gathering brand assets or setting up access to tools. Tasks can be assigned to specific teammates, given due dates, and have files attached.
• Calendar view – it gives you a clear picture of what’s happening when. It helps your team spot overlapping deadlines or potential bottlenecks before they become an issue, and you can sync it with Google or Outlook calendars to keep your schedule in sync across tools.
• Reporting and analytics – create dashboards and charts to track onboarding progress in real time. You can quickly identify slowdowns, spot where your team might be overloaded, and keep your onboarding process efficient as you scale.

What users liked

Asana received 4.4 stars from nearly 12k reviewers. Here’s what they say: 

“I really enjoy using Asanas app. The process to set up a project was pretty simple, templates are helpful. Task templates have made life even easier. I like the rules, and workflows I can set up that have made automation of some tasks really easy to use.”  

“Asana is a powerful platform for managing cross-functional work. Its flexibility allows us to design templates, workflows, and automation rules that support both internal and client-facing needs. The ability to use different views (list, board, timeline, etc.) makes it easy to adapt to different project types and stakeholder preferences. We also appreciate its strong collaboration features (comments, subtasks, and integrations) which keep teams aligned and transparent.”

Pricing

• Free Personal plan available.
• Starter plan from €10.99/month.
• Advanced plan from €24.99/month.

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• For sales handover

A sales pipeline tool probably isn’t the first thing that comes to mind when you think about onboarding a new agency client. After all, the deal’s already closed, right?

But hear us out. Some sales management platforms also come with very useful onboarding and project management features. So instead of just helping you land new leads and turn them into clients, they can actually help you launch and manage campaigns from the same place.

The two tools we share in this section are also special, because they were built by marketers, for marketers. This means they’re way more aligned with how agencies actually work than the “average” sales pipeline software. So, if you’ve ever tried onboarding features in a CRM but it felt too generic, these two solutions might just be the missing piece in your onboarding flow.

Why do you need it?

• To repurpose the information you’ve already gathered during the sales process. If you use a single tool, then you can kick off the relationship without asking for the same details twice – and save time and effort spent on moving data between systems.
• To keep tabs not only on your “hot leads” who might become new clients very soon, but also to track how onboarding is going for your newly signed accounts. This includes what documents have been signed, what tool accesses are missing, and what’s ready to go.

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4. dashClicks

It’s tough to stick a single label on dashClicks. While their platform technically fits into the sales pipeline category, it goes way beyond that. You can use it not only to attract leads, but also to onboard new agency clients, manage relationships, and keep everything organized from the first call to ongoing campaigns. It’s an all-in-one solution.

However, what really stands out about them is that they’re not just a company that develops tools for digital agencies. They’re also an ad agency themselves; they offer Meta, TikTok, and Google ad services alongside their software for other digital marketing brands.

Key features

• Deal automations – you can automate welcome emails, SMS reminders, or even updating client tags in your system, all based on where a deal is in your pipeline. This means fewer manual follow ups and a smoother, faster start for your new clients (your team can focus on building relationships instead).‍
• Project management module – as mentioned, it’s built specifically with agencies in mind. It keeps all onboarding docs, client approvals, and early campaign tracking in one place.‍
• Automatic creation of new projects and onboarding workflows – you can automatically create and configure a new project whenever a service is purchased by a client. There’s also an automated step-by-step onboarding workflow (shown on the right-hand side of the screen above). This lets you move forward with new projects quicker, without extra effort from your team.
• ‍White label options – dashClicks lets you fully brand their tools as your own. Whether you're sharing an onboarding portal or giving clients access to project updates, you can do it all in a space that looks and feels 100% like your agency.

What users liked

dashClicks receives great reviews from clients. It has a 4.9 score on Capterra (with 320+ reviews) and a 4.7 score on G2 (with 230+  reviews). Here’s what users have to say:

“Dashclicks is EXCELLENT for New Marketing Agency Owners. I like the fact I can implement all the digital marketing FOR my clients after I create their marketing strategy.”

“Easy to onboard clients, great price point, and excellent support!” 

Pricing

dashClicks is available on a flat fee of $199 a month for unlimited agency users and unlimited client subaccounts. They also let you pay-as-you-go if you use their fulfillment center.

Want to try it out for free to see if it’s a good fit for your agency? Get a free account using our link (P.S. we receive a commission in case you decide to move to a paid plan).

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5. HighLevel

HighLevel doesn’t just help you capture leads. Beyond being a great sales management tool, it’s packed with features you can use post-sales. Build and embed forms and surveys to attract leads, automate meetings and follow-ups, manage communication – all without switching platforms.

What we believe really sets HighLevel apart is how closely it listens to its users. Most new features are inspired by real-world feedback from digital agencies and marketers inside their active community. So, since it’s a platform shaped by the people who use it daily, it’s much better than generalist sales management or CRM tools built to serve tens of industries.

We recently saw a HighLevel user describe it as a “Swiss army knife for marketing,” and honestly, we couldn’t have said it better ourselves.

Key features

• AI automation – you can set up chatbots to manage conversations with leads and clients (for example, to automatically share onboarding forms or collect key information). When bringing on a new client, you only need to swap out their business details, which helps reduce repetitive manual work.
• Custom workflow and sales pipeline design – agencies can design sales pipelines and workflows that match each client's business processes. For example, if a client requires legal approval before signing with your agency, you can build that step directly into their onboarding flow.
• White label options – you can apply your own branding to all client-facing tools, including forms, onboarding dashboards, and communication portals. This gives clients a consistent, branded experience.

What users liked

“As a marketing strategist juggling multiple brands, platforms, and funnels, I’ve worked with countless tools over the years — but nothing has come close to the power, flexibility, and sheer brilliance of GoHighLevel(...). [It] has streamlined my workflow like no other. Instead of bouncing between five different platforms for CRM, email campaigns, SMS follow-ups, landing pages, and calendar bookings, I now manage everything in one place. The time—and sanity—I’ve saved is immeasurable.” says one user. “One of the biggest surprises? The client management features. GHL makes white-labeling a breeze, turning your agency into a branded experience from start to finish. My clients love the dashboard—they feel empowered, and I look like a tech wizard. Win-win.” 

“I love how HighLevel constantly evolves with user-driven innovation! When you discover a new potential use or function, you submit it directly to their team. They immediately add it to a community board where agency owners like us can comment and vote. The most popular features go straight to the development team, who quickly build and release these enhancements to everyone. This collaborative approach ensures we always get what we need to serve our clients better. This is the kind of responsive partnership every agency deserves.” 

Pricing 

• Starter plan from $97/month.
• Unlimited plan from $297/month.

Get a free 14-day trial using our link (P.S. we receive a commission in case you decide to continue using it).

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• For contracts and eSignatures

Sending contracts back and forth can feel like a headache—it’s a fact, we’ve all been there. But having a dedicated contracts and eSignature tool can make this process a lot easier (and faster). It lets you draft, send, and track legally binding agreements in seconds instead of days. 

Why do you need it?

• To speed up the start of the cooperation and make sure it’s legally binding 
• To keep documents organized without manual chasing.

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6. PandaDoc

PandaDoc simplifies the paperwork side of onboarding so you can send proposals, contracts, and NDAs without the back-and-forth. With a drag-and-drop editor, you can quickly create custom documents, collect secure e-signatures, and even handle payments all in one place. 

It’s fully compliant (E-SIGN, UETA, HIPAA, SOC 2) and packed with smart features like version control, access permissions, and automation. The team behind PandaDoc claims that their document generation tools can cut document creation time by 50% – pretty impressive.

Key features

• Drag-and-drop document builder – it’s easy to create polished onboarding documents like proposals, contracts, or welcome packets without any design or coding skills. You can add text, images, tables, and signature fields in just a few clicks.
• E-signing and audit trails – clients receive a simple link to sign – no printing or scanning required. And built-in audit trails keep everything legally compliant and traceable.
• Reusable templates and branding – use customizable templates for common documents and apply your agency’s branding so everything feels cohesive and professional from the first interaction.
• Collaboration and tracking – you can invite teammates to view or edit documents, see exactly who opened what and when, and even get insights into how long clients spent on each section which is perfect for timing your follow-ups.

What users liked

With over 2,800 reviews and 4.7 stars on G2, PandaDoc is surely worth giving a shot. Here’s what people say:

“I've been using PandaDoc since I launched my business in 2020, and it's been an essential tool from day one. What stands out most is how user-friendly and intuitive it is. I didn’t need a manual or training to get started — it just made sense.” 

“Its drag and drop feature is the best of its core features and is what I like the most. Its pre-made template helps me a lot while starting any professional work, it is easy to use, and I can implement my other apps with it to make my work easier. I have been using it for the last 1 year, and I am enjoying it, their support doc is very useful.”

Pricing

• Starter plan from $19/month.
• Business plan from $49/month.
• Enterprise plan: Contact sales.

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7. DocuSign

DocuSign makes it easy to handle client agreements during onboarding, from e-signatures to smart document management. With its AI-powered platform, you can analyze agreements, automate approval workflows, and speed up the signing process. It doesn’t matter where your client is or what device they’re using.

Shared templates and collaborative commenting help your team finalize documents faster, and since DocuSign integrates with tools clients already use, signing and sending feels seamless on both sides.

Key features

• Document generation – it pulls data directly from your systems so you can create personalized, professional-looking contracts without manual edits. Dynamic fields adjust automatically, whether you're inserting client names or generating tables. This makes every agreement feel tailored without the extra work.
• PDF form conversion – it saves time by detecting and turning existing form fields into fillable signer fields the moment you upload a PDF. No need to recreate anything.
• Automatic tag placement – signature and input fields stay locked to the right lines, even if your document layout changes. It’s a simple way to avoid formatting headaches while keeping everything aligned.

What users liked

DocuSign got 4.5 stars from almost 2,500 reviewers on G2. Here are a couple of reviews:

“DocuSign is a very helpful tool that makes signing documents quick and easy. The best part is that you don’t need to print, scan, or mail anything — you can sign documents online from your phone or computer, anytime and anywhere. It saves a lot of time and keeps everything organized in one place.” 

“It is simple to use and is highly user friendly. Even if you are not a registered user and someone adds them as signer using their email address they will get the link to validate the document and provide signature along with required fields that is setup by initiator and it costs less then other users.”

Pricing

• Personal plan from $10/month.
• Standard plan from $25/month.
• Business Pro plan from $40/month.

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• For data collection and client onboarding questionnaires

Data collection tools take the pressure off both sides. Instead of chasing down missing access to tools or following up on unsigned paperwork through tens of messages, you can gather everything you need with one platform. These types of client onboarding tools let you apply conditional logic and file upload fields. This means that you can adjust the forms for each client individually, so they only see what’s relevant. Plus, your team gets missing data much quicker, stress-free.

Why do you need it?

• To save hours of back-and-forth communication and avoid any potential frustration from clients
• To ensure you that you haven’t missed any crucial information in the onboarding process that could postpone your project’s kickoff
• To deliver a professional experience that makes clients feel guided and looked after.

🔗 Related article: 27+ Questions to ask in your Agency Client Onboarding Questionnaire—from seasoned marketers

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8. Typeform 

If we were to pick the prettiest data collection platform it would surely be Typeform. It offers sleek, interactive, and engaging forms in a conversational style of asking questions, which is perfect for making data collection feel less like a chore and more like a simple (or even enjoyable!) step. 

Beyond basic questionnaires, Typeform lets you build surveys with conditional logic, and you can even add a playful touch using their quizzes module. With so much room for creativity, it’s no surprise we think Typeform fits the digital marketing agency vibe especially well.

Key features

• Customizable forms – you can build flexible, branded forms with an easy drag-and-drop interface. This lets you tailor each form perfectly to your agency’s and clients’ needs.

• 1500 pre-made templates – Typeform’s library of 1,500 templates (with both free and premium elements) makes it easier to jumpstart your new projects. These interactive, intuitive designs make it quick and simple to create polished forms.

• Multiple integrations – TypeForm has hundreds of native integrations. You can connect it to apps like Google Sheets, Slack, and Zapier to save time on moving the data from forms into your agency’s internal systems.

What users liked

TypeForm has close to 900 reviews and a 4.5 star review. Here’s what people appreciate about it:

“Typeform is incredibly user friendly and has lots of support documents to help you navigate the settings. The support chat responds quickly and this is consistent for every time I have contacted them. Also great cost value!”

“The interface is sleek, easy to use, and engaging for respondents. Conditional logic and integrations make workflows seamless.”

Pricing

• Basic plan: From $25/month.
• Plus plan: From $50/month.
• Business plan: $83/month.
• Enterprise: Contact sales.

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9. Formstack 

Formstack earns its stop on our list of the best client onboarding tools, because it lets you do more than just create forms, surveys, or generate documents from a template. What sets it apart is its powerful automation and no-code capabilities.

The platform lets you design a fully automated onboarding workflow that streamlines the information, data, and document collection process. It comes with features like smart data routing, which notifies the right team members as soon as a document or form is submitted at each stage of onboarding. You can also automate personalized confirmation emails, direct clients to branded URLs for next steps, and much more.

Key features

• AI form and document builder – if we were to name just one notable feature, this would be it! If you know what data you want to collect from the client but don’t know how the form or document should look like, you can ask Formstack for help. All you need to do is describe your goal, share the context, and the tool will generate a template. Naturally, you can further customize it if you need to – but this can definitely be a great first draft.

• Data validation – this is another important feature, because sometimes an error can creep into your client data (through something as common as a typo). Formstack lets you set validation rules directly into the forms and documents your clients are filling out to prevent any discrepancies. This matters not only to help you keep data in the same, consistent format, but also to make sure you don’t have errors in critical documents like your contract. 

• Built-in e-signature module – after you build out your document and data collection workflow, you can use the e-signing module for the last step. This way, you won’t have to integrate a separate tool or move the signature process to a new platform in the final stages of onboarding.

What users liked

Formstack collects predominantly great reviews from users. It has a joint score of 4.3 on G2 out of over 450 reviews. Individual modules like Formstack Documents and Formstack Sign getting even higher notes on Capterra – 4.7 and 4.9, respectively.

“What I love about Formstack is the intuitive interface. Adding fields, logic, sections, headers, etc. I can look at the sidebar and find the answer to all of my questions in one spot. They've done a great job identifying what buttons will be used the most, and putting them all in an easy-to-find spot, and making adding them as easy as a click. We use Formstack any time we need to gather feedback or information, which is relatively often. The automation is fantastic and I love that we don't need to integrate Formstack with other systems, because automatically receiving emails checks that box for us.”

Pricing

• Forms-only plan: From $83/month.
• Suite plan (all tools included): From $250/month.
• Enterprise: Custom pricing.

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10. Content Snare

‍Content Snare offers a secure, branded portal to collect everything you need to onboard your clients, from forms to marketing assets. Built with agencies in mind, it uses military-grade encryption (no, it’s not an exaggeration) to keep sensitive data safe and offers flexible workflows that help you stay organized and on schedule during onboarding.

Key features

• Pre-made email templates and automated reminders – Content Snare helps agencies take the chaos out of collecting onboarding info with pre-made email templates and automated reminders that nudge clients to submit what’s needed. No more chasing them down manually. 
• In-document comments and conversations – clients can ask questions directly in the platform, so you avoid long, confusing email threads and missing attachments. 
• Approvals and/or rejects – once you approve a submission, it’s locked in to prevent last-minute edits. If something needs to be fixed, you can reject it with a note, and clients are guided to make the right changes.

What users liked

“Content Snare has allowed us to streamline our process of gathering our client’s website content, while simultaneously easing the burden on the client. It’s fantastic! Their customer support is second to none.”

“It gives you control of the process to collect data from clients without making the client's life more complicated. You can create templates and with a couple of clicks send requests and easily keep track of how the client is filling all the information you need.”

Pricing

• Basic plan: $29/month
• Plus plan: $59/month
• Pro plan: $99/month
• Custom plan: From $179/month

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• For account access automation (access requests)

Instead of chasing your new clients to get access to their accounts or even running workshops, automate this access request step and spend the time elsewhere (such as build rapport!) The software here addresses the missing link in client onboarding. How so? While companies were able to automate things like contracts or invoicing for years now, there were few ways to “get into” client accounts safely and easily.

Why do you need it?

• To save time and reduce friction by getting instant access to your clients’ ad, social, and analytics accounts without the back-and-forth or tech headaches.
• To make a great first impression by offering clients a simple, professional onboarding experience with one secure link that handles everything.

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11. Leadsie

Leadsie takes the pain out of getting access to your clients’ ad, social, and analytics accounts. Instead of long how-to emails and screen-share calls, you just send one secure link and your client can grant access to platforms like Meta, Google, TikTok, LinkedIn, and Shopify in minutes.

It’s built specifically for marketing agencies, so your clients don’t need to be tech-savvy, and you don’t need to waste time walking them through it. It’s quick, secure, and leaves a great first impression during onboarding.

Key features

• Combine all your access requests into one – consolidate your access requests into a single link to avoid overwhelming clients with multiple emails. With just one click, they can give you access to all the platforms you need, from Meta to Google to Shopify.
• Access Detective – if your client’s not sure who has admin rights or something’s not working, Access Detective steps in to troubleshoot common issues automatically. It’s like having a built-in tech helper for those awkward “Who set this up?” moments.
• Create missing Meta assets directly in Leadsie – if a client doesn’t have their Meta assets set up yet, Leadsie lets them create missing assets like business managers, ad accounts, and catalogs right inside the platform.

What users liked

“WAY easier than the manual process of banging your head against a wall to get all the right access and permissions from a client.”

“One of the best decisions we've made because it has saved thousands of hours of time at this point.”

“We offer different services that require account access and we utilize Leadsie for that—it's been a godsend. Leadsie has really helped us out."

Pricing

• Starer plan: From $41/month.
• Agency plan: From $83/month.
• Pro plan: From $208/month.
• Enterprise plan: Contact sales.

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• For workflow and task automation

Workflow automation tools can help you eliminate the repetitive, manual tasks that often slow down the client onboarding process. These software are a must-have, because they let you avoid following up on document signatures via email or manually copying information between tools. You can automatically collect intake information from a new client, send it straight to your CRM, and trigger a project setup in your project management tool. Without having a few people to do it.

Why do you need it?

• To take the pressure off you and your team when it comes to manually ticking off all the steps in client onboarding off the list. Once you set up the workflow, the tools will handle most of that for you.
• To avoid data inconsistency in client documents and data; catching errors or typos during onboarding will save you a lot of headache in the future.
• To make sure you didn’t miss any documents or signatures in the onboarding process.

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12. Zapier

Zapier is often the first tool that comes to mind when thinking about workflow automation—and for good reason. What sets it apart is its strength in handling very specific, detailed use cases, like client onboarding workflows that are common in digital marketing agencies.

You create “Zaps” to automatically move data or documents between tools. For example, if a client uploads their contract to a shared drive, Zapier can instantly transfer that file into your CRM. The possibilities are nearly limitless, letting you tailor the automation to fit your exact onboarding process.

Key features

• Integration with thousands of apps – Zapier says boldly that they have “more integrations than anyone”. This is likely true, since the whole ecosystem relies on connectivity. For any tools you already use, it’s highly probable that Zapier already has an integration for it.
  
  
• Multi-step Zaps – their automations aka Zaps can span to more steps. For example, for every task that a client completes in the onboarding process, you can trigger a few more steps, like generating a contract, a separate NDA, and notifying specific members of your team, all at one. This minimizes your need for manual work as much as possible.
  
  
• Table building – this is probably our favorite – you can build a centralized view of all the onboarding processes you’re handling with Zapier. This lets you keep track of all the new client accounts even as your agency grows quickly.

What users liked

Zapier has almost 1,350 reviews on G2 with a very good score of 4.5. Here’s what users love about it:

“It’s so easy to set up, even without coding skills, and saves me hours by keeping my tools in sync (frequency of use). The ease of implementation and integration process with other tools is just too fast and superb, and stress-free.”

“Zapier has been able to help automate everyday tasks. It is so easy to use and the AI feature has definitely helped with being able to create dependencies that work. It is so universally used that implementing it on a multitude of platforms is seamless. I have never had to use their customer support before, but I am sure it is great! I use Zapier pretty regularly and it has helped me earn client trust.”

Pricing

While Zapier is a go-to for many large organizations, it’s also highly accessible for smaller teams. Its free and lower-tier plans offer plenty of useful features that can streamline onboarding for agency clients.

• Pricing is based on the number of tasks you need automated each month.
  Starts from $19.99/month.
• Add-ons are available from $13.33/month.

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13. Make.com (formerly Integromat)

Make is a leading integration and automation platform that lets you visually build workflows to connect your tools and streamline processes without any coding skills. For digital marketing agencies, that means you can automate repetitive onboarding tasks like syncing client forms, sending follow-up emails, or organizing project files.

Its drag-and-drop interface makes complex workflows easy to create and update, so your team saves time and delivers a smoother client experience from day one. Whether you're handling five clients or fifty, Make helps your onboarding process scale without the manual hassle.

Key features

• Automated onboarding – trigger welcome emails, assign tasks, and update your CRM the moment a new client signs on. It helps you deliver a polished, consistent onboarding experience without needing to lift a finger after the deal is closed.
• Workflow visualization board (Grid) – get a clear, high-level view of how your workflows are connected. It’s perfect for agencies that want to map out and collaborate on automation logic without getting lost in technical complexity.
• 200 + prebuilt app modules – quickly connect tools you’re already using like HubSpot, ClickUp, Gmail, Slack, or Zoom. Whether it’s syncing contacts, kicking off projects, or notifying your team, it’s all ready to go out of the box.
• Automated contracting workflows – when a lead hits a certain stage in HubSpot, Make can auto-generate a contract from a Google Doc template using that lead’s details, then send it out for signature. You don’t need any manual prep.

What users liked

Make got 4.7 out of 5 stars on G2, here’s what people like about it:

“It gives you the freedom to build amazing automations and integrates well with most software providers. Another cool thing is that there is always another way. If you are stuck, there is a workaround, be it a different module, API, integration, etc.”

“Make is so powerful and has so many amazing integrations, and if I can't find one, there's usually a way to make one through HTTP. I save so much time automating tasks that would normally need to be done by me or hired out.”

Pricing

• Free plan
• Core plan: From $9/month.
• Pro plan: From $16/month.
• Teams plan from $29/month
• Enterprise plan: Custom pricing.

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Choosing the Right Client Onboarding Software

Deciding on the best client onboarding software for your business will largely depend on your agency size, niche, budget, and specific onboarding workflows. However, as a rule of thumb, the tools you choose for your tech stack should fufil at least two of these criteria:

Ease of use

As client onboarding is a combined effort between you and your agency’s clients, it’s important that your team can actually use the software to help them do their jobs better. Keep a balance between features and complexity so that no one has to resort to using the manual method to do things "faster".

Scaling options

What works for your agency now may not be as effective when the number of clients grow from 10 to 50. Rather than switching software multiple times across various categories, choose those that clearly support future agency growth. These hints usually come in the form of different price tiers, number of seats, and advanced features.

Integrations

Onboarding typically involves getting access to your clients’ ad channels, collecting contract signatures, and a ton of back-and-forth communication. The more processes you handle using separate tools, the more likely you are to overwhelm your client, since they’d have to jump between browser tabs, email threads, and random links just to get started. In our opinion, the best client onboarding software lets you cut out the manual legwork and connect to the tools your agency is already using, like your CRM, project management, ad management, and calendar apps to name a few. This offers a smoother start and boosts your agency’s professional image.

Automations  

The right tool makes running your digital agency easier, not more complex. Check if the platform you want to go with offers good automation features. Ideally, you should be able to automate repetitive tasks like sending welcome emails, follow-up reminders, task distribution, etc. AI-powered assistance could also come in handy to personalize communication, automate data entry or process documents. The more processes you can automate, the more time your team will gain for planning and creative work.

🔗 Related article: Agency client onboarding best practices: 6 secrets from marketing agencies

Improve Agency Onboarding with Client Onboarding Software

When it’s time to onboard new agency clients, you need to bring your A-game, or else you could lose them forever. 

It’s the first stage of the customer journey, and you must do everything possible to make the process quicker and easier for them. Create a smoother onboarding experience, and you’ll be saying goodbye to high churn rates and losing valuable customers to competitors with better processes. 

By using some of the easy-to-use tools listed above, you’ll undoubtedly see better results in no time.

Here at Leadsie, we love to create automation software that simplifies time-consuming client onboarding tasks.  

Tired of the back-and-forth and endless emails that comes with access requests? Try out Leadsie with a free 14-day trial and get access to your clients’ assets with one secure link! No strings attached. You get to keep any client account connections made, too.