Floowed is the best client onboarding software when onboarding runs across several systems and people, because it runs each new client as one case from signed contract to set up everywhere; for a single step, pick Moxo or Clustdoc for portals, Content Snare for document collection, Karbon or TaxDome for accounting practices, Dubsado or HoneyBook for small service businesses, and Leadsie for agency account access.
Most lists of client onboarding software compare products that do different jobs: a branded portal, a checklist that sends reminders, a practice suite where onboarding is one template among forty, a link that gets ad account access. They all do "client onboarding", and they describe different parts of the same work. In most firms, the slow part is not inside any one tool. It is the work between them.
Floowed is our product. Every other tool is described from its own website, with prices as listed there at the time of writing.
What client onboarding actually involves
Follow one new client from signed proposal to first piece of work. The deal closes in the CRM. A contract or engagement letter goes out for signature. The client is asked for a brief and logins, or, in an accounting or corporate services firm, IDs, proof of address and an ownership chart. Replies trickle in over two weeks. Someone checks them, someone runs the due diligence, and the client is set up in the project or practice tool and in Xero, usually by hand.
| Step | Where it happens | Who is involved | Where it stalls |
|---|---|---|---|
| Close | The CRM, a proposal tool | Sales or the partner | The scope agreed on the call never makes it into the record |
| Sign | E-signature, a portal | The client, sometimes two signatories | One director signs and the other doesn't |
| Collect | The inbox, a portal, a shared drive | The client's contact | A document arrives wrong: an expired passport, a blurry photo of a utility bill, the wrong year's accounts |
| Check | Screening, the company registry, the brief against the contract | Compliance, the account lead | Two systems disagree: the name on the ID doesn't match the registry, or the brief lists four deliverables and the contract covers three |
| Wait | Everywhere | Whoever owes the next piece | The client doesn't answer, and nobody notices until the kickoff date slips |
| Set up | Project or practice tool, accounting, Slack, billing | Ops, the account team | Rekeyed by hand, with the evidence left behind in the inbox |
Six steps, at least five systems, four or more people. Every single-purpose tool below is strong at one or two of those rows. Hold that pattern in mind as they go past.
What to look for in client onboarding software
- What it does with a document once it arrives. Can it tell you the passport is expired, or only that a file was uploaded?
- Who it can chase. Onboarding waits on your own partner, a second signatory and a screening result, not only the client.
- How many of your systems it writes to. If the client is still rekeyed into the practice tool and Xero, onboarding isn't finished when the tool says it is.
- Whether your rules decide, with a record. Risk-rating a client should follow the same policy every time, with the version that applied on file.
- Whether clients have to log in. Every new portal is one more password to find.
- How it is priced. Per seat, per request, per client or by usage. The shape decides what growth costs.
Client onboarding software at a glance
| Tool | Best for | Reads documents | Chases | Pricing shape at the time of writing |
|---|---|---|---|---|
| Floowed | Onboarding that spans several systems and people | Yes, any quality, checked against your other sources | The client, your team, a system or an agent, until answered | Credits, not seats. Free $80 of credits; paid from $100 a month |
| Moxo | Branded client portals for larger operations teams | AI agents read documents and pre-fill forms | AI agents run steps; people decide | Not published; free trial on request or demo |
| Clustdoc | Document-heavy onboarding in regulated industries | Lists AI data extraction and validation | Reminders to the client | From 190 a month (Pro, 3 seats); Expert and Ultimate on quote |
| Content Snare | Collecting documents and answers from clients | Collects files; approval system for review | Automated reminders to the client | From $35 a month billed annually, by active requests |
| Karbon | Accounting practice management | Stores documents against clients and jobs | Automatic client reminders (Business plan) | Per user: from $59 a month paid annually |
| TaxDome | Accounting practice management with a client portal | Stores documents; intake forms and e-signatures | Portal and messaging automations | Per seat: from $800 a year |
| Dubsado | Small service businesses: contracts, forms, invoices | Forms and contracts, no document reading | Automated emails (Premier) | From $35 a month; 21-day free trial |
| HoneyBook | Independent service businesses, lead to payment | Proposals, contracts and invoices | Automations and SMS reminders (Essentials) | From $29 a month billed yearly, free trial |
| Leadsie | Agencies getting access to client ad and social accounts | Not a document tool | One link for the client to grant access | From $59 a month billed monthly, by clients onboarded |
Read the Chases column down. Most tools remind the client. Few chase your own partner, a second director and a screening provider in one case, then decide by your rules. That gap is where onboarding time goes.
The best client onboarding software, tool by tool
1. Floowed
Best for: firms whose onboarding runs across the CRM, e-signature, ID or engagement documents, the client's inbox and the practice or project tool. Floowed is the operations platform: your systems run functions, and Floowed runs the work between them. It runs each new client as one case from the signed proposal to the client set up everywhere, reading what the client sends, chasing whoever owes something, deciding by your rules and writing the result into every system involved.
Clients don't log in to anything: they reply by email and sign where they already sign. Your team works in Slack, Microsoft Teams or the Floowed Dashboard, where every case and its record are visible. AI agents do tasks; Floowed runs whole operations.
Pricing shape: credits, not seats, with 1 credit = 1 cent. Start free with $80 of credits, no card and no sales call, and free credits never expire. Paid sizes start at $100 a month for 10,000 credits, and paid credits roll over one month. Custom set-ups are quoted. See pricing.
2. Moxo
Best for: larger operations teams that want clients to work inside a branded portal. Moxo's line on AI is "Humans decide. AI executes." Clients, vendors and teams each get their own portal, which they open without a login, and its Agent Foundry lets you design agents or bring your own. Moxo lists SOC 2 Type II, GDPR, SAML SSO and an audit trail among its controls.
Pricing shape: at the time of writing Moxo does not publish prices; its site offers a free trial on request and a demo. The portal is genuinely polished. Floowed goes further: your rules decide each case in a deterministic, versioned policy engine, chasing reaches your own team and systems as well as the client, and you can start free today without a sales conversation. We compare the two in detail in Floowed vs Moxo.
3. Clustdoc
Best for: document-heavy onboarding in regulated industries. Clustdoc positions itself around routine client-facing processes in regulated industries, with checklists, intake forms, document collection, e-signatures and a white-label client portal. Its plan page also lists KYC/KYB, identity verification and AI data extraction and validation.
Pricing shape: plans start at 190 a month for Pro (shown in euros or dollars), with 3 user seats and 50 new applications a month; Expert and Ultimate are on quote. Clustdoc is strong at getting a complete application in. Floowed takes the case past the application: it chases your own team as well as the client, decides by your rules, and sets the approved client up in Xero, Slack and the tools your team works in.
4. Content Snare
Best for: getting documents and answers out of clients without the back and forth. Content Snare builds a checklist for the client, with upload areas, questions and a simple portal, and sends automated reminders before and after the due date. It includes an approval system and lists KYC/AML credits on its plans.
Pricing shape: from $35 a month billed annually for 20 active requests and 2 users, rising through Plus ($71) and Pro ($119), with custom plans from $215, all billed annually (Basic is $42 billed monthly). Content Snare fixes collection well. When a file arrives wrong, or the person who hasn't answered is inside your own firm, Floowed reads the document, names what's wrong and chases the right person.
5. Karbon
Best for: accounting firms that want one practice management system. Karbon combines a shared inbox, work templates, client requests, a client portal, document management, billing and payments. Its Business plan adds automatic client reminders and task automation.
Pricing shape: per user. Team is $59 a month per user paid annually ($79 monthly), Business is $89 a month per user paid annually ($99 monthly), with monthly billing only for teams of four or more, and Enterprise is custom. Karbon is a strong home for jobs once a client exists. Floowed runs everything before that: reading the IDs, screening, risk-rating by your rules and setting the client up in Xero, so the first job starts with a complete, checked client.
6. TaxDome
Best for: accounting and tax firms that want a client portal and mobile app built into practice management. TaxDome includes a CRM, a client portal and app, unlimited document storage and e-signatures, intake forms for onboarding, proposals and payments, and ready-made automations.
Pricing shape: per seat, per year. Essentials is $800 a year per seat on a 1-year commitment (solo users only), Pro is $1,000 and Business is $1,200, with lower rates for 2- and 3-year commitments. TaxDome covers a lot of the firm in one place. Floowed adds what happens outside it, such as screening, KYB checks and the second director who hasn't signed, under the same rules on every client.
7. Dubsado
Best for: small service businesses that want to book clients, send contracts and get paid from one system. Dubsado includes forms, contracts, invoices and payment plans, client portals and, on Premier, scheduling, automations, public proposals and a Zapier integration.
Pricing shape: a 21-day free trial of Premier with no card, then Starter at $35 a month or Premier at $55 a month, or $335 and $525 a year. Three additional users are free; more are charged in bands from $25 a month. Dubsado keeps a small practice organized. Floowed runs onboarding across the tools a growing firm adds, and reads what clients send rather than only collecting it.
8. HoneyBook
Best for: independent service businesses that want lead to payment in one place. HoneyBook includes proposals, contracts, invoices and payments, a client portal and templates, with a scheduler, automations and a QuickBooks Online integration on Essentials.
Pricing shape: all plans start with a free trial. Starter is $29 a month billed yearly, Essentials $49 and Premium $109, also billed yearly. HoneyBook gives a solo business a tidy client experience. Floowed is built for onboarding that involves several people, systems and your own approval rules.
9. Leadsie
Best for: marketing agencies that need clients to grant access to their ad and social accounts. Leadsie sends the client one link to grant access to Meta, Google, TikTok, LinkedIn and more, tracks what access has arrived, and on Agency plans adds white-label requests and webhooks.
Pricing shape: a free trial with no card, then Starter at $59 a month, Agency at $129 and Pro at $299 billed monthly (lower billed yearly), priced by how many clients you onboard, with unused credits rolling over three months. Leadsie solves account access well. Floowed runs the rest of the onboarding, with access granted as one step in the case.
How Floowed runs a client onboarding case end to end
Automation runs a step. Floowed runs the case. Every case moves through five stages: Gather, Interpret, Chase, Decide and Act. Interpret, Chase and Decide circle until the case is ready, because a gate still open sends the case back to be chased rather than to someone's desk. Here are two cases, one for an agency and one for an accounting or corporate services firm.
An agency: new client, signed to kickoff
- Gather. The deal closes in HubSpot. Floowed opens a case, pulls the scope from the signed proposal in DocuSign, and asks the client for the brief, brand assets and ad account access.
- Interpret. The brief arrives as a PDF and the assets land in Google Drive. Floowed reads the brief against the contract: four deliverables in the brief, three in the contract.
- Chase. The scope gap goes to the account lead in Slack. The Stripe deposit is unpaid after three days, so the client's finance contact is asked again, and one ad account's access is still missing. The case waits on whoever owes the next piece and resumes when each answer lands.
- Decide. Your rules run: contract signed, deposit received, scope matched to the contract or the change approved by the account lead, every access granted. The fourth deliverable is approved as a paid change.
- Act. Floowed sets up the project in ClickUp with the agreed deliverables, creates the invoice schedule in Xero, opens the client Slack channel and sends the kickoff invite.
Our page for agencies shows more agency operations, such as freelancer onboarding and sign-off to invoice.
An accounting or corporate services firm: new client with due diligence
- Gather. A new company client is accepted. Floowed opens a case and requests IDs and proof of address for each director, the ownership chart and the company documents by email.
- Interpret. A passport arrives as a phone photograph, a utility bill as a scan. Floowed reads each as it arrived and checks names and dates against each other and against the company's KYB result from Sumsub. One director's proof of address shows a different name from the passport, and the ownership chart has a corporate shareholder with no documents for who owns it.
- Chase. The director is asked for a matching proof of address. The client is asked for the corporate shareholder's owners. The partner is told in Slack that the case is waiting on the client, with the reason on the front of it.
- Decide. Every owner is screened in ComplyAdvantage, and your rules risk-rate the client: documents current, names reconciled, beneficial owners identified, screening clear. A higher-risk result goes to the partner.
- Act. The engagement letter goes out for signature. Once it's signed, the client is set up in Xero and the partner's team is told in Slack, with the evidence attached to the case.
Your firm stays responsible for its compliance duties; Floowed keeps the evidence of every step. More in our page for accounting and corporate services.
Underneath both is an AI-native, multi-agent runtime built for long-running asynchronous cases, where a client can take two weeks to reply and the case picks up exactly where it left off. It is model-agnostic, routing between open-weight and frontier models on cost, latency and data residency. Your rules run in a deterministic, versioned policy engine. Every case records what was read, who was asked and when, which rule and which version decided it, and what was written where. And you choose how much it decides on its own: every client, only the routine ones, or none, with a person confirming each recommendation until you're ready to move that line. More in how it works.
Set-up is live in minutes. Describe the operation in Slack, Microsoft Teams or the Floowed Dashboard, and Floowed builds it on your systems and your rules.
Can you use Floowed alongside your portal or practice tool?
Yes, and most firms should. Your CRM, practice tool, portal and accounting system stay your systems of record. Floowed sits above them and connects in both directions over API, MCP and 400+ integrations: it reads from them to open and check a case, and writes to them when the case is decided.
If clients already like your Content Snare checklist or TaxDome portal, keep it. Floowed takes the case from there: it reads what came back, chases the people the portal can't reach, and sets the client up everywhere else.
If you are weighing a general automation tool for the gaps instead, our guide to Zapier alternatives covers where trigger-based automation stops. And if you onboard suppliers as well as clients, the same pattern runs through our guide to supplier onboarding software.
Frequently asked questions
What is client onboarding software?
Software that helps a business take on a new client: collecting details and documents, getting contracts or engagement letters signed, running required checks, and setting the client up in the systems the work runs in. Most tools cover one of those steps. Floowed runs the whole onboarding as one case.
What is the best client onboarding software for agencies?
For an agency whose onboarding spans the CRM, contract, brief, deposit, account access and the project tool, Floowed, because it runs all of it as one case and chases the client and your own team until kickoff. For a single step, Leadsie handles access to client ad accounts, Content Snare collects assets, and Dubsado or HoneyBook cover contracts and invoices for smaller teams.
What is the best client onboarding software for accounting firms?
For a firm whose onboarding includes due diligence, engagement letters and setup in the practice tool and Xero, Floowed, because it reads the IDs and ownership documents, screens, risk-rates by your rules and sets the client up. Karbon and TaxDome are strong practice management systems; Floowed runs the onboarding around either.
Can client onboarding be fully automated?
The gathering, reading, checking, chasing and setup can be. Whether approval is automatic is your choice: with Floowed, your rules settle every client, only the routine ones, or none.
How much does client onboarding software cost?
At the time of writing, published prices start around $29 a month for solo service business tools, practice suites charge per seat, and some vendors don't publish prices. Floowed is priced on credits, not seats: start free with $80 of credits, then from $100 a month.
Bring the client that took longest
Client onboarding is one operation your firm runs again and again, across more systems and people than any one tool covers. Describe it in Slack, Microsoft Teams or the Floowed Dashboard with the checks that are specific to you, and watch the next client run through it. Start free with $80 of credits, no card and no sales call. Start free, or talk to us.