12 Best Customer Onboarding Software for SaaS (2025)

We all know automation saves time. So why not use it for customer onboarding? Using customer onboarding software is a great idea to streamline and automate the onboarding process. 

Research suggests that 76% of companies spend 2 hours weekly on follow-ups and reminders. 67.3% of companies want to automate these tasks, which is possible using client onboarding software. 

In this blog, we will share the best client and customer onboarding software you can use to eliminate mundane tasks, save time, and improve customer satisfaction. So, let’s begin. 

What is a Customer Onboarding Software?

Customer onboarding software helps you automate and optimize the onboarding processes. It lets you speed up the process and ensures every customer feels valued and supported when signing up, that way improving customer satisfaction.

This may include delivery of required onboarding material by email, sharing help docs, personalizing workflows to match their ‘usage’ or learning journey, or delivering self-paced instructions, when they need it the most. 

With such a tool, you can create and manage the entire customer journey during their onboarding based on their needs, interests, or preferences.

Also, using customer onboarding software minimizes the time-to-value for end customers. This means they can get value from their subscription or purchase immediately. Customer onboarding software also helps gather valuable customer data, helping in optimizing the overall experience that boosts customer retention rate. 

Why Customer Onboarding Software Matters?

Now that we understand the basics of customer onboarding software, let’s explore why it truly matters for businesses.

Customer onboarding is a crucial element of success for companies in 2023. In fact, it’s being transformed into a source of revenue rather than a cost center by most companies. 

Therefore, companies are focused on improving customer experience and shortening time to value.

Let’s look at how customer onboarding software helps businesses achieve these goals. 

• Improves customer experience. Automating the onboarding process helps businesses in creating efficient experiences for their clients right from the start.
• Boosts efficiency and productivity. The right software automates repetitive tasks, eliminates paperwork, and ensures quick onboarding. This frees up your time to focus on other tasks.
• Enhanced compliance and security. Client onboarding software helps businesses adhere to industry-specific regulations and compliance standards like GDPR, CCNA, and other privacy laws, ensuring a secure and trustworthy onboarding process.
• Increases customer loyalty. First impressions always matter. By having a streamlined process, you set the right foot forward, increasing the Customer Satisfaction Score (CSAT), which is an important KPI reflecting in improving delight, loyalty, and retention. 

Types of Customer Onboarding Tools

Just like ecommerce platforms vary by service and audience, onboarding software comes in different types to suit different businesses. Now, let’s take a closer look:

• Interactive Guides and Tooltips. Think of these as your app’s friendly tour guide—little pop-ups that appear exactly when users need them, pointing out features without being annoying. 
• Product Tours and Walkthroughs. The grand opening of your software. These are step-by-step journeys that walk new users through your app’s features. 
• In-App Messaging and Support. In-app support enables direct communication with users, providing answers and assistance without requiring them to get annoyed while searching for your support email. 
• Onboarding Checklists and Progress Tracking. The to-do list that turns getting started into a mini-game. Users check off completed tasks and see their progress, getting dopamine hit from ticking things off the list.
• User Analytics and Feedback Collection. One of the most important tools in onboarding’s disposal. Not only do you get to track users’ behavior and gather feedback, but see where they get stuck.

Client Onboarding Software Types

Choosing the right client onboarding system depends on the nature of your SaaS and workflow complexity. Now that we’ve covered the basics, let’s dive into the various kinds of client onboarding software, each tailored for different needs: 

• Workflow automation solution: Think of this as a smart taskmaster that automates and streamlines the different steps of the client onboarding process. It sends welcome kits, introduces clients to their customer success manager, and more. This lets your team focus on building strong relationships instead of drowning in routine work.
• Compliance automation solution: Such software is designed to help businesses comply with regulatory rules. It automates the collection and verification of client data, ensuring you comply with every requirement and law pertaining to data privacy, security, and more. 
• Document management solution: Say goodbye to messy folders and missing files. Such a solution stores all client documents in one place, with handy features like version control. No more scrambling to find the right doc.
• Client collaboration software: This is your communication hub. It connects your client and your team in real time, ensuring quick responses and smooth sailing during the onboarding process.

So, whether your goal is to free up your team’s time or stay compliant, there’s software to meet your onboarding needs.

12 Best Customer Onboarding Software for SaaS

Planning to set up a customer onboarding process but confused with available options in the industry? Check this list of the best customer onboarding solutions to help you decide. When looking to streamline your onboarding process, consider the following software:

• Sender 
• Userpilot
• ClientSuccess
• UserGuiding
• ChurnZero
• WalkMe
• Encharge
• Customer.io
• ActiveCampaign
• Userflow
• Motion.io
• Zendesk

Each one offers some unique features for building a seamless onboarding experience. Let’s look at these solutions one by one. 

Sender – Specialized in email-based onboarding sequences

Sender is a robust onboarding solution designed to meet the needs of ecommerce businesses that struggle to offer a seamless onboarding process. With automated campaigns, smart segmentation, and omnichannel marketing features, Sender gives you everything you need to nurture, onboard, and delight customers. 

From product tours and tutorials to interactive checklists and tooltips, deliver onboarding material automatically with Sender. 

Its workflow builder allows you to schedule automated onboarding emails, welcome emails, follow-ups, and even nurture leads via SMS campaigns. Make sure to reach the right audience at the right time with smart segmentation based on their online behavior and data. 

Sender’s human-friendly user interface sets it apart from the competition. Its intuitive dashboard is easy to use, even for those with limited technical knowledge. Also, Sender integrates seamlessly with popular ecommerce platforms, allowing you to automate your onboarding process and save time. 

If you’re looking for a versatile yet free client onboarding software, Sender is the ideal solution for you.

Features

• Automated onboarding. Intelligent workflow builder to schedule automatic emails based on user activity, behavior, or segmentation; 
• Behavioral segmentation. Segment your audience or users based on behavior, activity, or custom fields; 
• Omnichannel onboarding. Create campaigns to assist and direct users using email as well as SMS; 
• Smart campaigns. Automated abandoned cart, welcome emails, follow-ups, and nurturing campaigns to increase revenue. 

Pricing

• Forever free plan for up to 2500 subscribers and no feature restrictions; 
• Starts at $7 per month for up to 2500 subscribers. 

Userpilot — No-Code In-App Guidance with Deep Analytics

Userpilot is an intelligent user onboarding solution designed to deliver a personalized onboarding experience for SaaS products and startups. The tool helps segment customers based on real-time behavior or predefined persona to ensure maximum engagement. 

Userpilot assists in creating personalized onboarding experiences for their customers based on their interests and engagement. With its powerful features, such as in-app hints & tips, on-demand assistance, real-time user segmentation, and onboarding checklists, Userpilot enables SaaS businesses to seamlessly onboard trial customers, boost delight, and improve feature discoverability.

One of the key advantages of Userpilot is its ability to collect valuable user feedback and insights. By leveraging this data, businesses can gain a deeper understanding of their customer’s needs and preferences, enabling them to tailor their onboarding experience accordingly.

Features

• Personalized experiences. Businesses can optimize and personalize onboarding journeys based on user engagement, interests, activity, or personas; 
• In-app interactions. Improve feature adoption and nudge users through in-app hints, tips, and suggestions; 
• Discover opportunities & optimize. Track user activity and deliver exceptional experiences to reduce time-to-value for trial users & new signups for maximum conversions and delight; 
• Monitor progress. Set up and track customer onboarding goals to understand the impact of onboarding automation and take necessary steps based on data; 
• Set up checklists. Gamify the onboarding process and make it more engaging by highlighting the path to activation for new users. 

Pricing 

• Starts at $249 monthly for up to 2500 subscribers/users, paid annually; 
• Free 14-day trial is available for testing the platform.

ClientSuccess — Visual onboarding tracking for customer success

Evident from its name, ClientSuccess is a comprehensive customer success platform designed to simplify onboarding without complicating anything. ClientSuccess tracks customers’ interests and desired outcomes and maps them to an ideal onboarding flow. 

ClientSuccess ensures smooth handoff from sales to customer success and links customers’ interests to key business outcomes. It also helps your team to guide users through the onboarding process, visualize product usage, and monitor the progress of client onboarding automation. 

One of the key strengths of ClientSuccess is its ability to centralize all client data, allowing you to track and manage customer onboarding progress easily. With its intuitive dashboard, you can gain valuable insights into each client’s journey and identify any bottlenecks or areas for improvement. 

ClientSuccess also sets up automated workflows and streamlines task management for the efficient onboarding process to ensure no critical steps are missed. This saves you time and effort and enhances the overall customer experience.

ClientSuccess’ robust reporting and analytics capabilities are designed to improve and iterate your Saas onboarding operations based on actual customer data.

Features

• Automatic handovers. Set up individual KBOs (key business objectives) while handing over customers from sales to customer success and automate the process without missing any step; 
• Integrates with existing solutions. Fetch customer data from multiple places — CRM, helpdesk, marketing funnel, etc. to witness customer interests and interactions on a central dashboard for personalizing onboarding experience; 
• Track usage. Witness how customers are using the product to improve customer experience and track the success of feature adoption tactics during onboarding; 
• Assign & track tasks. Organize onboarding experience by assigning onboarding tasks to individual team members and tracking the progress of onboarding steps; 
• Discover deviations. Identify bottlenecks or problems during onboarding and take corrective actions to bring the onboarding process on track with Key Business Outcomes. 

Pricing 

• No Free plan is available; 
• Custom pricing after booking a demo and requesting a quote from their website. 

Userguiding — Simple Product Tours and Interactive Walkthroughs 

Userguiding is a unique product onboarding software that helps you set up a self-serving user onboarding process.

UserGuiding is a no-code solution that integrates ‘helpful’ tooltips, guided walkthroughs, and interactive in-app experience to kickstart the user adoption contextually. It helps to categorize and segment users based on their behavior, activity, or persona, making onboarding a personalized experience.

It allows you to set up interactive product tours for customers to take them through your platform’s various features and functionalities, ensuring maximum adoption. And with additional ‘handholding’ features, including checklists, support centers and multi-language support for international user bases, to maximize user delight—you won’t find a more user-oriented solution than UserGuiding.

The built-in analytics and reporting tools provide valuable insights into your customer onboarding process. Identify areas for improvement using analytics to optimize your onboarding strategy.

Features

• Product walkthroughs. Create self-guided walkthroughs for new customers to reduce the time-to-value automatically; 
• Feature adoption. Tooltips and interactive guides to assist users in trying out a new feature and improve activation; 
• Set up resource center. Create a self-guided resource center to embed in your website or product by converting frequently asked questions into interactive guides; 
• Onboarding checklists. Design and implement onboarding checklists to let customers onboard themselves without too much ‘prying in.’ 
• Collect customer feedback. Launch in-app surveys to discover what users want and use the data to improve the onboarding experience. 

Pricing 

• Basic plan starts at $89 per month for up to 2500 users; 
• The free limited-period trial is also available. 

Churnzero — Real-Time Onboarding Monitoring to Prevent Churn

Churnzero is an AI-powered customer onboarding solution focused on reducing customer churn and providing revenue intelligence. The platform has unique features to enhance the customer onboarding experience. 

Unlike other customer onboarding software, ChurnZero allows SaaS businesses to identify and address customer issues before they escalate proactively. With its advanced analytics capabilities, ChurnZero provides valuable insights into customer behavior and helps companies understand the factors that lead to customer churn.

ChurnZero allows you to track customers’ onboarding journey, establish onboarding milestones, manage onboarding tasks, automate assignments, and stay informed on onboarding progress in real time. 

The most helpful feature of the platform is the ability to automate customer engagement. You can segment customers, set up a playbook, and automate repetitive tasks to ensure the most helpful content is presented to customers at the right time using automated emails and in-app messages. 

Features

• Centralized data. Find everything from customer profiles, custom alerts, segments, interactions, dashboards, and customer reports; 
• Automatic workflows. Automate contextual communication, emails, and messages based on customer journeys, walkthroughs, and segments; 
• Customer collaboration. Stay in touch with customers and assist them at every step of SaaS onboarding through in-app communication, walkthroughs, success centers, and surveys;
• Churn & renewal forecasts. Discover at-risk customers, find upsell opportunities, and forecast future revenues through customer health scores and intelligent AI insights. 

Pricing 

• Custom pricing after booking a demo and requesting a quote from their website. 

WalkMe — Enterprise Digital Adoption with Smart Walkthroughs 

WalkMe is a powerful onboarding platform that improves the pace of user adoption and streamlines employee onboarding for SaaS businesses. By utilizing available customer data, WalkMe allows you to simplify the user experience and improve customer satisfaction. 

WalkMe helps identify the bottlenecks to adoption, find where users are struggling, simplify complex workflows, and create personalized experiences that drive SaaS feature adoption. One of the standout features of WalkMe is its interactive guidance system — TeachMe. 

An option to offer step-by-step instructions via easily customizable help menus for self-service support eliminates confusion or frustration during the onboarding process. Not only does this improve customer satisfaction and reduce support requests, it helps create ‘power’ users. Companies use the solution to train employees, increase knowledge retention, and improve customer satisfaction scores.

WalkMe also offers advanced analytics capabilities to gain valuable user behavior and engagement insights. By understanding how your clients and customers interact with your SaaS platform, you can identify areas for improvement and optimize the onboarding experience further.

Features

• Powerful AI-Driven intelligence. Track where users get stuck and understand, predict, and act on user behavior to improve the SaaS onboarding process;
• Automate processes. Automate repetitive tasks and eliminate empty clicks across applications to streamline and optimize onboarding; 
• Intelligent insights. Discover what’s working and take corrective actions to improve the onboarding process. 

Pricing 

• Custom pricing model, available after requesting a demo from their website. 

Encharge — Behavior-Triggered Emails for SaaS Onboarding

Encharge is a powerful automation solution for SaaS customer onboarding focused on providing behavioral automation and email marketing features. 

With Encharge, you can streamline your onboarding process and deliver personalized experiences to your clients and customers. It enables you to segment your audience, track behaviors, personalize communication, and deliver a contextual onboarding experience for SaaS users. 

Encharge’s automation capabilities help you set up automated onboarding flows, ensuring that each client or customer receives the right information at the right time. Encharge frees up your team’s time by automating repetitive tasks, allowing them to focus on more strategic initiatives.

Another advantage of Encharge is its integration with popular business tools like CRM systems, email marketing services, and project management software. This integration lets you consolidate all your customer data in one place and create a unified view of each SaaS client or customer. 

Features

• Automatic flowbuilder. Use visual workflow builder for creating onboarding sequences based on user behavior and customer journey;
• Behavioral emails. Send automated emails based on online activity, in-app behavior, or engagement; 
• User profiles. Get an overview of customer behavior, data, and interactions from a single dashboard; 
• Event management. Track and monitor active events within the app for personalizing the user experience. 

Pricing 

• Starts at $79 per month for up to 2000 subscribers and 20,000 emails monthly; 
• A 14-day free trial is also available. 

Customer.io — Multi-Channel Messaging for Personalized Journeys

Customer.io is another stand-out messaging platform that excels at creating personalized onboarding experiences across multiple channels. This onboarding tool allows you to orchestrate email, SMS, push notifications, and in-app messages all from a single dashboard.

What makes Customer.io stand out is its data-driven segmentation capabilities. You can create highly-tailored onboarding sequences based on user behavior, product engagement, and custom attributes. 

The journey builder tool provides a user-friendly visual interface for mapping complex onboarding flows, while triggered messages ensure new customers receive important information at critical moments.

For instance, you can automatically trigger onboarding emails when users complete specific actions. A new user just tried out a key feature of your product? Well, an automated email will be there to congratulate them on this milestone!

Features

• Multi-channel orchestration. Send perfectly timed messages across email, SMS, push notifications, and in-app channels. It’s like having one remote control for your entire communication stack;
• Behavioral segmentation. Automatically group users based on what they actually do in your product, not just what they say they’re after;
• Visual journey builder. Drag-and-drop your way to complex onboarding flows that would make a flowchart enthusiast weep with joy—no coding required;
• Real-time event tracking. Trigger messages the instant something happens in your app, creating those “how did they know?” moments that make customers feel truly understood;
• Cross-channel A/B testing. Test different messaging approaches across all channels simultaneously. Why guess when you can know what actually works for your audience.

Pricing 

• Starts at $100 per month for up to 5000 subscribers and 1 million emails monthly; 
• A 14-day free trial is also available. 

ActiveCampaign – CRM-Integrated Customer Onboarding Automation

When it comes to combining onboarding with comprehensive marketing efforts, few tools do it as well as ActiveCampaign.

Besides being one of the few onboarding software solutions that truly gets CRM marketing integration, ActiveCampaign is a great fit both for experienced marketers and newcomers.

What makes ActiveCampaign’s CRM feature really useful is how it handles context. For instance, when someone becomes a customer, your onboarding emails already know their pain points from the sales conversations and what convinced them to convert. 

ActiveCampaign also has a brilliant automation builder. You can create onboarding workflows that you can branch out based on deal size, sales notes, or even which salesperson closed the deal. 

ActiveCampaign offers a fully-fledged onboarding experience with free 1:1 sessions for paid users, pre-built templates and workflows to jumpstart setup, and training webinars to support additional feature implementation.

Features

• Deal-based automation triggers. Set up different onboarding paths based on contract value, product tier, or sales cycle length;
• Smart contact scoring and tagging. The system learns from customer behavior and automatically updates profiles, so your onboarding stays relevant as people’s needs evolve;
• Pipeline-aware messaging. Send different onboarding content based on where customers came from in your sales funnel, acknowledging their specific journey to your product;
• Ready-to-use templates and training. Skip the “where do I start” panic with proven workflow templates; plus live webinars and workshops that show you exactly how to implement everything without getting overwhelmed.

Pricing

• Starts at $19 per month for up to 1,000 subscribers and 10,000 emails monthly;
• Free 14-day trial available with no credit card required.

Userflow — Code-Free Tours with AI-Powered Assistance

Userflow is another outstanding onboarding SaaS software that eliminates the need to have a coder by your side to have a winning onboarding solution.

From content marketing managers to customer success teams who just want to create helpful on-site tours, Userflow offers a ‘non-technical friendly’ solution that’s easy to tailor based on the brand’s style and services.

What really sets Userflow apart is its AI assistant that actually understands context, like providing relevant help based on where users are in your onboarding flow. The platform also lets you test flows in demo or staging environments before pushing them live. 

We also love that you can try out Userflow’s demo onboarding experience before making the decision, too.

The multi-language support is worth mentioning as well. Not only does it translate button text, it creates genuinely localized experiences that feel natural to users in different regions.

Features

• No-code implementation. Build sophisticated onboarding experiences without writing a single line of code or waiting for developer to become available;
• Interactive walkthrough builder. Create step-by-step product tours that guide users through key features with tooltips, highlights, and contextual messaging that actually helps;
• AI-powered instant support. Provide immediate assistance through an intelligent chatbot that can answer common onboarding questions and escalate complex issues when needed;
• Multi-language capabilities. Deliver truly localized onboarding experiences with comprehensive translation support that goes beyond basic text conversion to cultural adaptation.

Pricing

• Starts at $240 per month up to 3000 active users, billed annually;
• Free 14-day trial available with no credit card required.

Motion.io — White-label Client Portals for Smooth Onboarding

Motion.io shines as a SaaS client onboarding solution when you need to manage complex onboarding projects that involve lots of back-and-forth with customers, document exchanges, and approval processes.

What makes Motion.io particularly clever is how it handles the white-label experience. Clients get a fully branded portal where they can track progress, upload documents, and provide feedback—without ever feeling like they’re using a generic third-party tool. This became even more powerful in 2024, when Motion.io introduced built-in automation features that let you trigger new tasks based on a client’s service, package, and progress.

The AI-powered form builders are surprisingly smart about creating intake processes, while the Zapier integration means you can connect them to practically anything in your existing tech stack without any third-party assistance with coding.

Features

• White-label client portals. Give customers their own branded onboarding hub where they can track progress and collaborate without feeling like they’re using generic software;
• Automated task management. Set up onboarding workflows that automatically assign tasks, send reminders, and keep projects moving forward without constant manual oversight;
• Document collection workflows. Streamline the painful process of gathering client documents with automated requests, version control, and approval tracking that actually works;
• AI-powered project templates. Let artificial intelligence help you build reusable onboarding workflows that adapt to different client types while maintaining consistency;
• Zapier integration ecosystem. Connect to over 1,000 user onboarding tools seamlessly, so your onboarding data flows without need for manual data entry.

Pricing

• Starts at $29 per month per user, unlimited emails;
• 14-day free trial available with no credit card required.

Zendesk — Support-focused Onboarding with Extensive Integrations

Zendesk might not be the first name that comes to mind when you think of ‘onboarding software’. But that’s exactly what makes it stand out. 

The first feature that sets Zendesk apart from the competition is the Zendesk Marketplace, ‘one-stop-shop to find partners, apps, and integrations’. Need to connect your onboarding flow to Slack, Salesforce, or an internal tool your engineer built? You probably can find an app for that here.

Zendesk’s knowledge base builder makes it easy to create onboarding documentation. With intelligent search functionality and intuitive content organization, you can design feature guides that make sense both to new and current users.

Also, their customer success team partners with you to design strategic, scalable onboarding experiences. This helps reduce time-to-value and supports smooth rollouts across complex user environments.

Features

• Comprehensive knowledge base builder. Create self-service onboarding documentation that customers can actually find and understand, reducing support tickets;
• Ticketing integration for onboarding issues. Seamlessly escalate onboarding problems to support agents who have full context about the customer’s journey and previous interactions;
• Automated workflow triggers. Set up smart routing and follow-ups based on user’s onboarding progress, so customers get the right help at the right time;
• Zendesk Marketplace ecosystem. Access thousands of pre-built integrations and apps that extend onboarding capabilities. Everything from CRM systems to project management tools without any coding;
• Advanced analytics and reporting. Track onboarding success metrics alongside support performance data, giving you a complete picture of how well your SaaS onboarding performs.

Pricing

• Starts at $19 per month for a single agent for basic features and no email limits;
• Free 14-day trial of Zendesk Suite, no credit card required.

Conclusion

With the rapid rise of AI-powered tools, the automated customer onboarding process’ landscape has never been more competitive. On the bright side, SaaS companies now have more tailored solutions than ever before.

An automated client onboarding solution doesn’t just get users up and running—it plays a key role in boosting long-term retention and customer satisfaction rates. We hope our comprehensive list helps you find the right fit for your product that will make a difference.

Customer Onboarding Software: FAQs

What is the Best Onboarding Process for New Clients?

A personalized and tailored onboarding process that answers apprehensions, introduces users to new features, and minimizes time to value is the best onboarding process. This is possible using automated onboarding software for customers, as it allows you to deliver personalized guides, onboarding checklists, and relevant information for quick and delightful onboarding. 

What is a SaaS Onboarding Software?

SaaS onboarding software automates the process of client onboarding. Such software enables you to automate tasks, such as account setup and personalized tutorial delivery, ensuring your clients receive a consistent and personalized onboarding experience. This not only saves you time and resources but also helps to improve customer satisfaction and retention. With SaaS onboarding software, you can create a seamless and efficient onboarding experience for your customers. SaaS onboarding software can be used to customize the onboarding workflow and content per the customer’s needs.

Also read:

• 23 Best Marketing Automation Tools & Platforms in 2025
• 10 Best All-in-One Marketing Platforms Compared (2025)

About author

Emily Austin

Author

Sender

Emily is a content manager who has dipped her toes in almost all fields of marketing, including email marketing, PR, social media, and ecommerce. She loves perfecting digital content, ensuring everything is polished and ready to go live.

Writer - Ignas Vieversys