A smooth and efficient client onboarding experience can set the tone for a long-lasting business relationship. But many organisations still rely on email threads, spreadsheets, and fragmented tools that create friction for both internal teams and new clients.
That’s where client onboarding software comes in — designed to streamline workflows, improve visibility, and deliver a seamless customer experience from day one.
In fact, the global market for client onboarding process software is projected to reach USD 6.28 billion by 2031, underscoring the growing demand for optimisation.
In this article, we’ll explore the top 10 client onboarding tools for 2025 and understand how FlowForma stands out with its intuitive, no-code automation and transparent pricing.
Streamline client onboarding with an AI-powered process automation platform
Client onboarding software is a digital tool used by industries to streamline and automate the client onboarding process.
It helps businesses replace manual steps such as emails, spreadsheets, and physical forms with automated workflows and centralised data management. These platforms typically include form builders, workflow design, document generation, and analytics, all tailored to improve operational efficiency, compliance, and client experience.
In 2025, industries such as healthcare, finance, and construction require more efficient and compliant client onboarding processes to meet regulatory demands and enhance customer experiences.
The right user onboarding platform addresses this need by automating repetitive tasks, ensuring data accuracy, delivering faster onboarding cycles, and simplifying client interactions.
Before going into details, here’s a side-by-side comparison of the best client onboarding tools available this year.
|
Product Name |
Best For |
Key Features |
Ease of Use |
Pricing |
Free Trial |
|
FlowForma |
Mid and large-sized businesses needing no-code automation |
No-code, AI Copilot, Microsoft 365 native |
Very easy for business users |
Process-based; Starts at €2,067 per month |
Yes (7 days) |
|
Creatio |
CRM + BPM integration |
CRM + BPM, AI tools, omnichannel engagement |
Medium |
From $25/user/month |
Yes |
|
Kissflow |
Small teams with simple workflows |
Forms, workflows, case management |
Easy |
From $1,500/month |
Yes |
|
Nintex |
Enterprises with complex workflows |
Advanced automation, eSignatures, document generation |
Medium to difficult |
Custom |
Yes |
|
Camunda |
Developers needing process orchestration |
BPMN engine, open-source, dev-first |
Difficult (developer-focused) |
Free + Enterprise |
Yes |
|
MS Power Platform |
Microsoft-centric organisations |
App builder, flows, Teams integration |
Easy (with Microsoft tools) |
Usage rights in M365 E3/E5; separate licensing for advanced use |
Yes |
|
Softr |
SMBs looking for simple, no-code solutions |
Airtable-based client portals, no-code UI |
Very easy |
$49 per month when billed annually, $59/month when billed monthly |
Yes |
|
Pipefy |
Operations teams needing visual workflows |
Kanban flows, SLAs, email automation |
Easy |
Not publicly disclosed. |
Yes |
|
Zoho Creator |
Businesses needing custom app building |
App builder, scripting, dashboards |
Medium |
From $8 per user per month |
Yes |
|
Tonkean |
Large enterprises with AI needs |
AI orchestration, enterprise operations |
Medium (AI-powered) |
Custom |
Yes |
Now that we’ve taken a quick look at the top user onboarding platforms, let’s dive into a detailed analysis of each tool.
FlowForma is an AI-powered process automation tool designed for business users to create, deploy, and refine client onboarding workflows without requiring IT support.
It combines forms, workflows, analytics, document generation, and AI agents in one unified platform.
Example client onboarding process created with FlowForma Copilot
FlowForma’s no-code platform allows business users to design and automate workflows without relying on developers. Its user-friendly interface empowers teams to rapidly digitise processes and scale automation independently.
Use Cases for No Code
Seamless integration with Microsoft 365 (including SharePoint, Teams, and Outlook) enables users to collaborate effortlessly within the tools they already use. This native integration simplifies the transition, enhances user adoption, and reduces the need for extensive training.
FlowForma’s AI Copilot and Agentic AI simplify client onboarding by offering powerful capabilities that transform how businesses handle workflows.
With AI Copilot, users can provide natural language instructions to build entire onboarding processes, such as client data collection, approval workflows, and document generation. This accelerates deployment and reduces reliance on IT.
Watch this demo to learn more.
Simplify onboarding processes in financial services with FlowForma
Additionally, Agentic AI offers intelligent, context-aware assistance throughout the onboarding process. It responds to user queries, suggests improvements, and ensures that each step flows seamlessly. Together, these AI tools make client onboarding faster, more efficient, and entirely user-driven.
Critical documents such as contracts, forms, and approvals are automatically generated within the workflow. This eliminates the need for manual document creation, saving time and reducing the risk of errors.
Generate automated documents and ensure seamless client onboarding with FlowForma
FlowForma ensures regulatory compliance by incorporating built-in audit trails and compliance-ready logging. These features track every action taken during onboarding, ensuring full transparency and accountability across processes.
FlowForma offers a tiered, process-based pricing model. All core features, including AI Copilot and Agentic AI, are available across the three plans.
There are no surprise add-ons, which makes budgeting easier and ROI more predictable.
Ergo, a leading cloud and IT managed service provider in Ireland, faced challenges with client onboarding due to diverse business units using disparate systems. This led to inconsistencies in client information, multiple sources of truth, and a lack of visibility, which impacted the customer experience and accountability.
FlowStudy Summary for Ergo
To overcome onboarding challenges, Ergo implemented FlowForma Process Automation, integrating it with Microsoft SharePoint. This no-code solution enabled Account Managers to generate consistent agreements, establishing a single source of truth and automating client onboarding alerts for different departments.
As a result, Ergo boosted efficiency, ensured consistent onboarding, accelerated processes, and significantly improved customer experience, effectively managing substantial growth.
Creatio’s homepage
Creatio is a low-code platform for process management and customer relationship automation.
It combines CRM functionalities with workflow orchestration and AI tools, making it suitable for businesses seeking to unify sales, service, and onboarding processes on a single platform.
Creatio follows a user-based pricing model, with prices starting at $25 per user per month (for CRM), and higher tiers available for process automation and studio customisation.
Creatio’s pricing page
Kissflow homepage
Kissflow is a low-code/no-code platform that enables teams to automate workflows, manage cases, and build apps. While it covers a broad range of business operations, it also includes a dedicated module for client onboarding.
Kissflow’s pricing starts at $1,500 per month for basic automation and includes support for up to 50 users. Advanced features (integration, AI, access control) are available in higher tiers. It also offers custom pricing for larger enterprises with more specific needs.
A look at Kissflow’s pricing page
Nintex homepage
Nintex is a process automation platform that provides workflow automation, document generation, e-signatures, and analytics.
It is designed for use in regulated industries where process integrity and document compliance are essential. The platform offers enterprise integrations and eSignature capabilities, supporting onboarding scenarios that require detailed workflows and approval processes.
Nintex does not publicly reveal its pricing. It offers custom pricing based on your organisation’s requirements.
Camunda’s homepage
Camunda is an open-source process orchestration platform designed for developers and technical teams to model, automate, and optimise complex business processes. It’s particularly suited for backend-heavy client onboarding systems that require tight control over execution logic and integration.
Camunda’s pricing page
Camunda offers SaaS (cloud-hosted) and Self-Managed (user-hosted) plans, each with free tiers for basic use and custom-priced Enterprise tiers for advanced features.
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 onboareding use cases within the Microsoft 365 ecosystem.
Microsoft Power Apps Pricing
Microsoft Power Automate Pricing
Power Apps and Power Automate are typically licensed separately: Power Apps with a $20/user/month plan, and Power Automate with $15/user/month or $150-$215/bot/month plans.
The combined cost depends on the number of users, apps, and the level of automation required, with unattended processes incurring higher per-bot fees.
Softr homepage
Softr is a no-code platform that enables users to transform Airtable or Google Sheets data into client-facing web applications. It’s often used by small to mid-sized businesses to build onboarding portals, internal tools, and customer dashboards without writing code.
Softr pricing
Pricing starts at $59 per month. Business and Enterprise plans offer custom branding and enhanced permissions.
Pipefy’s homepage
Pipefy is a no-code workflow management platform tailored for operations teams to automate repetitive processes, including client onboarding, procurement, and HR. It combines structured workflows, request tracking, and integrations into one customisable solution.
A look at Pipefy’s pricing plans
Pipefy does not disclose its pricing on its official website. According to G2, pricing starts at $26 per user per month for the Business plan.
Zoho Creator Page
Zoho Creator is a low-code app development platform that allows users to build custom applications, workflows, and onboarding portals with minimal coding. As part of the larger Zoho ecosystem, it integrates seamlessly with Zoho CRM, Zoho Books, and other Zoho products.
Zoho Creator Pricing as seen on G2
According to G2, pricing for Zoho Creator starts at $8 per user per month for basic plans. Higher tiers offer advanced features, automation, and multi-user management.
Tonkean Homepage
Tonkean is a no-code platform built for operations teams. It specialises in orchestrating complex, human-in-the-loop workflows across departments — including client onboarding — without requiring engineering support.
Custom pricing only. Requires contact with Tonkean sales for a tailored enterprise quote.
Features to look for in client onboarding software
Choosing the right client onboarding tool starts with understanding the non-negotiable features that address real-world operational pain points. Below are the most essential capabilities your software must include:
Workflow automation is the foundation of any efficient onboarding system. It allows you to digitise and streamline multi-step processes such as approvals, task routing, and reminders, removing the burden of manual follow-up. Without automation, businesses face inconsistent onboarding experiences, increased human error, and long time-to-value cycles.
With FlowForma, for example, users can create dynamic, logic-based onboarding workflows without writing a single line of code — dramatically reducing the dependency on IT and enabling rapid deployment.
Capturing accurate client information is a key requirement for onboarding, and your software must offer strong form-building and document-handling capabilities.
A look at FlowForma’s Dynamic Form Builder
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, organisations risk data fragmentation, compliance violations, and poor customer experience.
Ensure seamless integration with existing systems with FlowForma
Your onboarding software must integrate with other core systems like CRM, ERP, e-signature solutions, and ID verification platforms to avoid duplicate data entry and manual handovers.
Seamless integration means information flows automatically across systems, increasing data accuracy and freeing up staff for higher-value work.
In regulated industries such as healthcare, finance, insurance, or legal, your onboarding software must support compliance by offering robust 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).
Your onboarding software should utilise AI to accelerate workflow creation, provide intelligent recommendations, and facilitate contextual decision-making. Traditional tools often require extensive manual configuration, which slows innovation.
FlowForma’s AI Copilot enables users to create onboarding workflows using either natural language or uploaded diagrams. Watch this video to learn more.
FlowForma’s AI Copilot helps build workflows with ease
The tool also includes summarisation agents that provide users with intelligent recaps at any point in the process, dramatically reducing the need for status meetings or document digging.
Look for clear and straightforward pricing models, ideally flat rates per active user or process, with transparent upgrade paths. This approach helps avoid hidden costs and financial surprises as your onboarding needs evolve and expand.
Accelerate Client Onboarding with FlowForma’s No-Code Automation
Choosing the right client onboarding software in 2025 can be the difference between frustrated clients and streamlined success.
Whether you're a startup scaling rapidly or an enterprise managing complex compliance, the top tools we’ve explored each bring something valuable to the table — from fast setup and ease of use to robust customisation and enterprise-grade security.
FlowForma stands out as a best-in-class option for mid-sized businesses to large enterprises seeking:
With a time-to-value of under six weeks and proven ROI across industries such as construction, healthcare, and financial services, FlowForma enables teams to do more with less, without writing a single line of code.
Ready to streamline your client onboarding experience? Book a demo today!
FlowForma is purpose-built for Microsoft 365, offering native integration with SharePoint, Outlook, and Teams, making it ideal for M365 environments.
Yes, platforms like FlowForma are particularly strong in automating document-based workflows, including contracts and KYC processes. This makes it easier to collect customer data, generate onboarding documents and establish clear workflows.
Make sure the software integrates with your CRM, ID verification, storage, and communication platforms. For example, FlowForma integrates directly with Microsoft 365, DocuSign, and REST APIs for broader use.