Ever feel like client onboarding takes waaay longer than it should? You’re not alone. Agencies everywhere are turning to tools to speed things up, stay organized, and impress clients from day one. Let’s dive into the top 8 onboarding tools that make life easier and make your agency look amazing.

TLDR:

Client onboarding doesn’t have to be painful. These top tools help agencies automate tasks, gather info fast, and keep teams and clients on the same page. From forms to project plans, there’s a tool for every step. Use them to save time and wow your clients from day one.

1. Dubsado – The Organizer Extraordinaire

Dubsado is like your super-organized assistant who never sleeps. It helps you manage contracts, send invoices, and automate emails.

  • Create custom proposals and lead capture forms
  • Automate workflows so clients get what they need — right on time
  • Track projects, tasks, and payments all in one place

Clients will love the smooth ride. You’ll love not losing track of anything.

2. ClickUp – Queen of Project Plans

If you want your team and clients to never ask, “What’s the status again?” then ClickUp is your new best friend.

It’s more than a project management tool — it can also function as an onboarding checklist for clients.

  • Create custom task templates for onboarding steps
  • Assign steps to team members or clients
  • Time tracking and integrations with all your favorite tools

It keeps everything in sync and visible. No more missed steps or confused clients.

3. Typeform – The Fun Form Maker

Let’s be real — nobody likes filling out boring forms. But Typeform changes that game completely.

Use it during onboarding to gather:

  • Client contact info
  • Brand guidelines
  • Project goals and preferences

Your forms will look modern and friendly. Clients will be impressed — and more likely to complete them quickly.

4. Loom – Personal Onboarding Videos

Sometimes words on a screen aren’t enough. Use Loom to create short, personalized onboarding videos.

What can you do with Loom?

  • Walk clients through your onboarding portal
  • Explain a contract or proposal
  • Say a warm, human “hello!”

Much more engaging than a long email — and easier for clients to understand.

Video call

5. HoneyBook – All-in-One Client Portal

HoneyBook makes you look super professional right out of the gate. It’s like Dubsado’s cousin — polished, sleek, and client-friendly.

Use HoneyBook for:

  • Proposals and contracts
  • Invoicing and payment processing
  • Sending branded forms and questionnaires

Your client gets everything inside one neat dashboard. You focus less on admin — more on creating amazing work.

6. Trello – Visual Onboarding Boards

If you’re a visual thinker, Trello is a dream. Simple, flexible, and easy to pick up — even for clients who aren’t tech-savvy.

Here’s how you onboard with Trello:

  • Create a template board for all your clients
  • Add cards for each onboarding step
  • Attach documents, checklists, due dates, and explainers

It turns onboarding into a clear visual journey. Clients will love the transparency.

7. Notion – The Digital Welcome Book

Notion is like handing your client a beautifully organized digital binder. But way cooler.

Create a personalized client portal with:

  • Timelines and roadmaps
  • Meeting notes and next steps
  • Links to files, guides, and templates

It feels custom, thoughtful, and easy to use. Plus, it’s collaborative, so clients can leave comments too.

8. Calendly – Instantly Book Calls

Tired of the back-and-forth about meetings? Calendly makes things easy.

Send your client a link. They pick a time. Boom — it’s booked.

Even better, you can:

  • Set up different calendars for types of calls (onboarding, check-ins, support)
  • Include form questions as part of the booking
  • Sync with your Google or Outlook calendar automatically

More time for real work. Less time coordinating things over email.

Bonus Tip: Combine Tools for Ultimate Impact

Sometimes one tool won’t cover it all. So stack them!

  • Use Typeform to gather info → feed responses into ClickUp
  • Use Loom videos inside your Notion portal
  • Send Dubsado contracts and use Calendly to book kick-off calls

This combo-approach creates an onboarding experience that feels smooth and connected. Clients will definitely notice.

Wrap Up: Happy Clients, Happy You

The first impression matters. When clients see that you’ve got it all together — organized, thoughtful, and fast — they trust you more. These onboarding tools help you guide them through the process with clarity and ease.

Pick a few to start. Test them out. See what fits your agency’s style. Then sit back and watch as your client onboarding turns into a breeze.

Happy onboarding!