15 Best Tools for Onboarding Agency Clients in 2025

Why does the client onboarding process have to be so tedious? You’ve got contracts to sign, forms to fill out, files to upload, and a million emails to send. It all takes up so much time, and honestly, it can feel a little overwhelming. But it doesn’t have to be that way.

What if I told you there are tools that can take the pain out of onboarding and make the whole process faster, smoother, and way more efficient? In this post, I’ve rounded up 15 of the best tools for onboarding agency clients in 2025, and trust me—these will change the way you work.

1. Theflow – Automate Client Onboarding (Finally!)

Let’s face it: onboarding clients can be a time-sucker. The endless back-and-forth, signing contracts, uploading files, setting up payments—it’s a lot. But that’s where Theflow comes in. This tool automates the entire process, so you can get clients onboarded 10x faster without the headache.

What makes Theflow a game-changer:

• Custom portals that make onboarding easier for your clients (and you)

• Automated contract signing, payment collection, file uploads and more

• Takes the manual work off your plate so you can focus on other important tasks

With Theflow, client onboarding doesn’t have to be a long, drawn-out process. It’s quick, efficient, and designed to leave a lasting impression.

2. Dubsado – Craft Custom Workflows for Every Client

Do you ever wish you could tailor your client onboarding process for each individual project? Dubsado lets you do just that. It’s an incredibly customizable tool that lets you create workflows that fit your exact needs. Contracts, invoices, forms—everything can be automated and customized.

Why it’s so useful:

• Create custom workflows for each client, project, or service

• Automates contracts, invoices, and reminders

• Keeps everything in one place so nothing gets lost in the shuffle

If you like to keep things personalized, Dubsado is perfect for creating custom experiences for every client.

3. HoneyBook – Manage Client Relationships with Ease

HoneyBook isn’t just about contracts and payments—it’s about building long-term relationships with your clients. It helps you manage everything from proposals to scheduling and keeps all your client communication in one tidy space.

Why it’s so useful:

• Automates proposals, contracts, and invoicing

• Streamlines scheduling and client communication

• Allows clients to manage everything through a personalized portal

HoneyBook is a lifesaver for agencies that need to stay organized and keep clients happy from the first touchpoint to the last.

4. Trello – Stay Organized, Stay Sane

When you’re juggling multiple clients and onboarding processes, staying organized can feel impossible. Enter Trello—a visual task management tool that lets you track everything from start to finish. It’s easy to use and helps you keep track of what needs to be done next for each client.

Why it works:

• Visual boards that let you see exactly what’s happening

• Allows you to assign tasks and set deadlines for easy tracking

• Integrates with tools like Slack and Google Drive for seamless teamwork

If you like keeping things organized visually (and need a little less chaos), Trello is a lifesaver.

5. Slack – Keep Your Team on the Same Page

Isn’t it funny how email threads can spiral into something unmanageable? Slack changes the game when it comes to communication. It’s quick, it’s organized, and it helps your team stay in the loop on client onboarding without losing track of important details.

Why it’s great:

• Organizes conversations by channels—no more sifting through email chains

• Quick messages, file sharing, and easy access to key info

• Integrates with Trello, Google Drive, and more for seamless team collaboration

If you’re tired of the constant email flood, Slack will streamline your communication and save you time.

6. ClientSuccess – Keep Clients Happy Long-Term

Onboarding is just the start. The real challenge is keeping your clients happy and engaged throughout your work together. ClientSuccess helps you track their success and make sure you’re always aligned with their goals. It’s perfect for keeping the momentum going after the initial onboarding.

What makes it special:

• Tracks client milestones and progress

• Sends reminders to help you stay on top of tasks

• Provides insights into how clients are feeling and performing

If you want to ensure your clients stay happy from start to finish, ClientSuccess is the way to go.

7. Proposify – No More Chasing Signatures

If you’ve ever spent hours chasing clients for signatures, you know how frustrating it can be. Proposify eliminates this problem by letting you create beautiful, professional proposals and contracts—and the best part? Clients can sign them right from the platform.

Why it’s so useful:

• Beautiful, customizable proposals that make you look professional

• E-signature support for quick approvals

• Tracks when clients open and sign documents

For agencies that need to send contracts and proposals quickly, Proposify makes it easy (and saves you a ton of time).

8. Wrike – Manage Complex Projects Like a Pro

When you’re working on larger, more complex projects, staying organized can be a real challenge. Wrike helps you break down every task, track timelines, and keep everything running smoothly. It’s perfect for keeping multiple projects on track at once.

Why it’s so useful:

• Detailed timelines that show exactly where you’re at with a project

• Task management for all team members

• Easy collaboration and feedback loops for complex projects

If you’re working on big projects with multiple moving parts, Wrike helps you stay on top of it all.

9. Zapier – Automate All the Things

Let’s be real: nobody wants to spend their day doing repetitive, manual work. That’s where Zapier comes in. This tool connects all your favorite apps—like Trello, Slack, and Google Sheets—and automates the workflows between them. Say goodbye to manual data entry!

Why it’s a game-changer:

• Connects over 3,000 apps to automate your workflows

• Creates custom triggers to streamline tasks

• Reduces human error by automating repetitive tasks

If you want to save time and cut out busywork, Zapier is the tool to get.

10. Calendly – No More Back-and-Forth Scheduling

How many times have you spent days trying to find the right time for a client meeting? Calendly takes the hassle out of scheduling by letting clients pick a time that works for both of you—without all the back-and-forth emails.

Why it works:

• Syncs with your calendar for real-time availability

• Clients can book meetings without asking for times

• Integrates with Zoom for easy video calls

For anyone who dreads the endless back-and-forth when scheduling, Calendly is your new best friend.

Conclusion: Streamline Your Onboarding Process in 2025

Client onboarding doesn’t have to be a long, painful process. With the right tools, you can simplify and speed things up, leaving more time for what really matters - growing your agency and keeping your clients happy.