10 Best Customer Onboarding Solutions [2025]

Most customer onboarding solutions overcomplicate what should be simple. Instead of guiding users to value fast, it overloads them with steps, popups, and irrelevant tutorials—causing drop-off before they ever reach their “aha” moment. If new users can’t experience a clear win within minutes, they’re likely gone for good. And if your customer onboarding software can’t deliver that, it’s part of the problem. 

After extensive research, we have put together the 10 best customer onboarding software that do their job well. We’ve broken down each software with its best features, pros, cons, and pricing structure. 

To help you get a quick analysis of each tool, we’ve also created a comparison table to tally integration capabilities, ease of use, setup, pricing transparency, and what each customer onboarding software is best suited for. 

6 Factors To Consider When Evaluating Customer Onboarding Software

Key factors to consider when choosing customer onboarding software

Before we dive into the detailed breakdown of each software, let’s understand the non-negotiable capabilities it must include. 

1. Seamless integration and compatibility

The onboarding software must effortlessly integrate with core systems like CRM, ERP, e-signature solutions, and ID verification platforms to avoid duplicate data entry and manual handovers. It must also integrate with your existing tech stack and email marketing tools without causing friction or requiring extensive IT resources. 

2. Form and document management

Capturing accurate client information is a key requirement for onboarding, and your software must offer strong form-building and document-handling capabilities. 

Whether it’s identity verification, terms and conditions, or KYC compliance, the tool should enable easy data collection and seamless document generation. If these features are lacking, organizations risk data fragmentation, compliance violations, and poor onboarding experience.

3. No-code and automation features

The complexity of onboarding workflows can quickly overwhelm teams without proper automation. Choose software that offers a no-code interface to configure and manage client onboarding processes independently without heavy reliance on IT. 

Automation capabilities, such as automatically sending welcome emails or guiding new customers through setup steps, will reduce manual intervention, reduce errors, and speed up the process. A no-code platform can enable you to automate workflows or routine onboarding tasks like document collection or account setup, freeing up your team for higher-value work.

4. Scalability and cost-effectiveness

As your customer base grows or your onboarding complexity increases, the customer onboarding software must accommodate these changes without major disruptions or additional costs. 

Look for platforms that can handle both simple and complex workflows, adapt to new business models, and expand as your needs evolve. To avoid hidden costs and ensure no financial surprises while scaling, opt for platforms offering clear and straightforward pricing models—ideally flat rates per active users or process. 

For instance, a scalable solution allows you to add new process steps or incorporate multi-channel support (web, mobile, email) as your customer interactions become more diverse. But it shouldn’t come with additional charges. 

5. Compliance and audit trail

In high-stakes industries such as healthcare, finance, or legal, your onboarding software must support compliance by offering strong audit trails and permission control. 

Support compliance in client onboarding with FlowForma

Look for tools that offer built-in audit trails and support regulations like the Digital Operational Resilience Act (DORA) and the General Data Protection Regulation (GDPR).

Also, check out the top 10 business process automation use cases.

6. AI-powered customer onboarding experience

Your onboarding software should use AI to accelerate workflow creation, provide intelligent recommendations, and facilitate contextual decision-making. Traditional tools often require extensive manual configuration, which slows innovation. 

With tools like FlowForma, users can create onboarding workflows in minutes using either natural language or uploaded diagrams. Here’s a video explaining how it works.

 Build workflows with ease using FlowForma’s AI Copilot

The tool also includes summarization agents that provide users with intelligent recaps at any point in the process, dramatically reducing the need for status meetings or document digging.

The Top 10 Customer Onboarding Software In 2025 (Quick Comparison)

Here’s a quick comparison of the best customer onboarding solutions:

The Top 10 Customer Onboarding Software In 2025 (Detailed analysis)

Let’s get into the detailed analysis of each customer onboarding software. 

1. FlowForma - Best Customer Onboarding Platform for Regulated Industries

FlowForma’s homepage

FlowForma is an AI-driven process automation platform built for business teams to design, launch, and optimize onboarding workflows without relying on IT resources.

It brings together forms, workflow automation, analytics, document generation, and AI assistants in a single solution.

FlowForma Key Features

• No-code interface

With FlowForma’s intuitive no-code environment, non-technical users can easily map, configure, and automate workflows. The drag-and-drop interface allows teams to quickly digitize client onboarding and scale process automation at their own pace.

Watch this YouTube video to see FlowForma’s no-code process automation tool at work:

• Integration with existing systems

FlowForma offers native integration with Microsoft 365 applications (including SharePoint, Teams, and Outlook). Thus, organizations can streamline onboarding within the tools their teams already know. This compatibility reduces the learning curve, supports adoption, and avoids costly training programmes.

Caption: FlowForma offers seamless integrations

• AI-powered automation

Leveraging AI through its Copilot and Agentic AI capabilities, FlowForma transforms how onboarding processes are built and managed.

AI Copilot allows users to define onboarding steps such as data intake, approvals, and document creation using natural language commands. This accelerates workflow design and minimizes IT involvement.

Watch this demo to learn more.

Agentic AI complements this by delivering context-aware guidance, surfacing recommendations, and ensuring each stage of the workflow is seamless. Together, these tools help organisations onboard clients faster, more accurately, and with a better end-user experience.

• Automated document generation

FlowForma automatically generates key documents—including contracts, forms, and approval records—directly within workflows. This reduces manual effort, prevents errors, and speeds up turnaround times.

Caption: Generate automated documents and ensure seamless client onboarding with FlowForma
Alt-text: Screenshot of FlowForma automated document generation

• Seamless compliance

Audit trails and compliance-ready logs are built into the platform, making it easier to demonstrate regulatory adherence. Every action is recorded, delivering transparency and accountability throughout onboarding processes.

FlowForma Pros

• Rapid time-to-value (typically less than 6 weeks)
• Intuitive no-code interface accessible to business and IT users
• IT retains full control with secure, in-tenant SharePoint data storage  
• AI-enabled process automation and discovery
• Cost-effective and transparent pricing model with no hidden extras
• In-depth analytics and reporting capabilities

FlowForma Cons

• Requires Microsoft 365 (SharePoint Online) to operate

FlowForma Pricing

FlowForma follows a straightforward, tiered pricing model based on processes. All tiers include access to its AI features, including Copilot and Agentic AI.

Because there are no hidden extras, customers benefit from transparent budgeting and predictable ROI.

📍Case in Focus: How Ergo transformed customer onboarding with FlowForma

Ergo, one of Ireland’s leading IT providers, faced major challenges with customer onboarding as its business expanded. Different departments used separate systems, creating multiple sources of truth and leading to inconsistent client data, slow processes, and risks to the customer experience.

“As customers passed through the sale-to-order lifecycle, there could be multiple versions of something as fundamental as a contact phone number,” recalled Mary Donnelly (Legal and Compliance Officer at Ergo). “There was potential for ambiguity around services, commercials, and governance, and we needed reliable information. There was also the risk that it could impact the customer experience, and we wanted to avoid that.”

FlowStudy summary of Ergo

To solve these challenges, Ergo implemented FlowForma Process Automation, which integrates with Microsoft SharePoint and creates a single source of truth for contracts and onboarding workflows. Account managers can now generate master service agreements and service schedules using no-code tools, ensuring consistent, accurate information across Sales, Finance, and ITSM. Automation streamlines approvals, billing, and client setup, while providing full visibility for all teams.

The results have been transformative. Ergo has improved efficiency, built trust in its processes, and gained the agility needed to support growth and evolving customer demand. Onboarding is now faster, more reliable, and fully aligned across divisions. Customers benefit from smoother experiences, while internal teams save time and reduce errors. 

For more details, read the full case study here.

2. Rocketlane – For project-based onboarding with visibility into tasks and timelines

Rocketlane’s customer onboarding page

Rocketlane is a customer onboarding and project management platform that helps teams deliver projects on time and on budget. It combines project tracking, resource management, and client collaboration into one system, giving customers their own portal to see real-time progress while keeping internal teams organized.

Rocketlane Key Features

• Branded client portals for real-time project tracking and collaboration
• Customizable onboarding templates with automated task sequencing
• Integrated resource planning with utilization tracking and automated timesheets
• In-app guidance tools with automated CSAT surveys

Rocketlane Pros

• Intuitive interface with quick adoption
• Streamlined communication and task management

Rocketlane Cons

• Limited Salesforce integration functionality
• Steep learning curve for complex workflows

3. GuideCX – For structured onboarding across internal teams and clients

GuideCX’s homepage

GuideCX is specifically designed to manage implementation projects involving both internal teams and external clients. The platform focuses specifically on customer-facing onboarding processes, providing role-based dashboards and automated engagement without requiring customers to create logins. 

GuideCX Key Features

• Customizable dashboards and permissions allowing different stakeholders to see relevant information
• Automated email and SMS notifications
• Standardized onboarding workflows with dependencies, milestones, and automated task assignments based on customer segments
• Advanced reporting and forecasting with predictive analytics 

GuideCX Pros

• Eliminates transparency issues with customers
• Excellent customer support and a responsive team
• Flexibility for email-only customer interaction

GuideCX Cons

• Periodic slowdowns and system outages affect productivity
• Limited reporting functionality
• Integration limitations with popular tools (HubSpot integration doesn't provide full bidirectional sync)

4. Creatio – For no-code customizable CRM-driven onboarding

Creatio’s homepage

Creatio is a low-code platform for process management and customer relationship automation. It centralizes customer data across sales, marketing, and service channels while providing drag-and-drop tools to build automated processes.

Creatio Key Features

• Drag-and-drop interface for custom onboarding processes 
• AI-powered customer insights for personalization
• Unified customer data platform consolidating all touchpoints, interactions, and onboarding progress 
• Templated workflows with compliance-ready processes

Creatio Pros

• Unified platform for CRM and process automation
• Built-in analytics and AI capabilities
• Comprehensive automation capabilities

Creatio Cons

• Overkill for businesses that only need onboarding, not full CRM
• Performance issues with loading times particularly when accessing complex workflows or large datasets
• Licensing costs can scale quickly with features/modules

Also read: 10 alternatives to Creatio for scaling automation 

5. Nintex – For document-heavy onboarding in enterprise environments

Nintex homepage

Nintex is a process automation platform that specializes in document-heavy workflows and business process management. It excels in environments requiring extensive documentation, approvals, and regulatory compliance, providing both cloud and on-premises deployment options for large organizations.

Nintex Key Features

• Automated document generation with dynamic content and e-signature integration
• Drag-and-drop workflow designer with approval chains and logic
• RPA for automating data entry, validation, and legacy system interactions
• Pre-built connectors for ERP, CRM, and back-office systems with secure data syncing

Nintex Pros

• Efficient document automation with complex approval workflows
• Seamless integration with existing enterprise systems, especially Microsoft
• Easy-to-use visual workflow design for business users

Nintex Cons

• Steep learning curve for non-technical users
• Significant price hikes with the shift to workflow-based pricing
• Licensing and deployment issues with contract disputes

6. FlowAble – For standards-based process orchestration

FlowAble’s homepage

FlowAble
is a business process automation platform built on open standards (BPMN, CMMN, DMN) that helps organizations manage complex, regulated processes. It combines business process management, case management, and decision management in a unified low-code platform designed for enterprise-grade scalability.

FlowAble Key Features

• Full BPMN, CMMN, and DMN standards support
• Low-code app creation with REST API integration
• High-volume processing with SLA management
• AI-driven process optimization and analytics

FlowAble Pros

• Open standards adherence, extensible architecture
• Drag-and-drop design, powerful process customization
• Enterprise-grade security and scalability

FlowAble Cons

• Steep learning curve for non-technical users
• Technical challenges with multi-instance deployments sharing single databases
• Documentation gaps and version instability 

7. Power Apps + Automate – For Microsoft-centric onboarding setups (IT-built)

Microsoft’s Power Platform

Power Apps and Power Automate are part of Microsoft’s Power Platform. Together, they allow users to build custom apps (Power Apps) and automate workflows (Power Automate). They are often used in tandem for client onboarding use cases within the Microsoft 365 ecosystem.

Microsoft Power Platform Key Features

• Custom form and portal development via Power Apps
• Workflow orchestration with Power Automate for approvals and notifications
• Microsoft Dataverse for storing onboarding data
• AI Builder for document processing and prediction

Microsoft Power Platform Pros

• Deep integration with the Microsoft ecosystem
• Customizable with developer access
• Templates for onboarding workflows

Microsoft Power Platform Cons

• Requires developer skills for anything beyond basic flows
• Scalability limits with the SharePoint backend
• Lacks a centralized audit trail for multi-app onboarding processes

8. ChurnZero – For CS-led onboarding journeys with automation

Churnzero’s customer onboarding platform

ChurnZero combines onboarding automation with ongoing customer health monitoring. It focuses on reducing churn through proactive customer success management, providing CS teams with tools to automate onboarding journeys while tracking customer behavior throughout the lifecycle.

Churnzero Key Features

• Pre-built and customizable onboarding sequences with trigger-based actions, milestone tracking, and behavioral targeting
• Contextual messaging, product tours, and feature adoption guidance delivered directly within customer applications
• AI-powered customer health scoring 
• Real-time analytics and reporting 

Churnzero Pros

• Comprehensive playbooks and journey automation 
• Granular visibility into customer usage patterns and engagement levels 
• Proactive customer health monitoring 

Churnzero Cons

• Non-intuitive user interface
• Limited real-time collaboration features
• ChurnScore may not accurately reflect customer health, requiring manual interpretation and adjustment

9. Kissflow – For simple onboarding workflows for SMB teams

Kissflow homepage

Besides a broad range of business-relevant operations, Kissflow also includes a designated module for customer onboarding. It is a low-code/no-code platform that enables teams to automate workflows, manage cases, and build apps with drag-and-drop form creation, customizable approval workflows, and basic integration capabilities. 

Kissflow Key Features

• Visual workflow builder with customizable forms and logic
• Pre-built onboarding workflows
• Native mobile apps for onboarding management and approvals
• Basic API integrations with CRM, ERP, and collaboration tools

Kissflow Pros

• User-friendly interface
• Drag-and-drop tools and templates for quicker implementation
• Integration with Google Workspace, MS365, and Slack

Kissflow Cons

• Workflow complexity is limited at lower tiers
• Rigid permission system with limited workflow flexibility

10. Appian – For enterprise-grade process orchestration

Appian’s homepage

Appian is a comprehensive low-code automation platform designed for large enterprises requiring sophisticated process orchestration, case management, and system integration. It combines business process management, AI capabilities, robotic process automation, and data integration in a unified platform for handling complex onboarding processes.

Appian Key Features

• Unified platform for workflow automation, case management, AI, and RPA
• Advanced data integration with real-time synchronization
• AI for document processing, decision-making, and predictive analytics
• Visual low-code development with enterprise security and scalability

Appian Pros

• End-to-end automation for large-scale enterprises
• Enterprise-grade security and compliance certifications
• Rapid application development

Appian Cons

• High costs and complex licensing
• Steep learning curve and implementation complexity
• Performance issues with large data volumes

Turn Onboarding into a Seamless, Customer-First Journey with FlowForma

FlowForma from FlowForma's customer, Ergo

In 2025, onboarding is less about efficiency and more about creating a customer-first experience that builds trust from day one. Speed, compliance, and usability are vital, but what truly matters is how seamless the customer journey feels. 

With 54% of customers ready to switch suppliers over poor digital experiences, clunky onboarding is no longer a minor issue. It’s a direct threat to revenue and loyalty. While many platforms promise quick deployment or robust security, FlowForma goes further as the best customer onboarding software. 

By combining no-code automation, AI-driven intelligence, and native Microsoft 365 integration, it enables organizations to design onboarding journeys that are not only faster and compliant but truly seamless and customer-centric.

With FlowForma, you get:

• Faster onboarding with no-code workflows that go live in weeks
• A smooth customer experience for your customers with AI-guided, error-free processes
• Eliminated complexity by building workflows with simple prompts or capturing real processes from client conversations
• Confidence and compliance with secure data management in your own SharePoint tenancy
• Work where your teams already do inside Microsoft 365, driving adoption without disruption
• Scalability while keeping IT involvement to a minimum

With a typical time-to-value of less than six weeks, FlowForma consistently delivers measurable ROI across industries like construction, healthcare, and financial services. 

Automate 3 processes to achieve ROI

Teams can digitize onboarding processes, ensure compliance, automate customer engagements, and seamlessly manage the entire customer lifecycle—all without writing a single line of code.

Ready to reimagine your client onboarding? Book a demo today or sign up for a free trial (no credit card required)!